Fleet vehicle schedule builder

A fleet policy covers a list of vehicles rather than a single car, so the first thing a broker usually asks for is that list. Each vehicle is rated on what it is, what it carries and where it sleeps, and each driver on age, experience and record. When the schedule arrives complete, the broker can approach insurers straight away instead of coming back with questions, and the cover quoted matches the fleet you actually run.

A clear schedule keeps helping once the policy starts. Insurers match claims to the vehicles listed on the policy, so a van that never made it onto the schedule, or one described as a different type, can turn a simple claim into a long conversation.

1. Business. Add the business name, the trade or industry and, if you like, the first half of the postcode where most vehicles are kept overnight.
2. Vehicles. Add one row per vehicle. Duplicate copies a row for near-identical vans, ready for the next registration. The value is your own estimate of what the vehicle is worth today.
3. Drivers. List everyone who drives, with an age band, years since passing the full licence and whether they have points.
4. Export. Download the spreadsheet to attach to an email or quote form, or print a clean copy. Choosing Save as PDF in the print window gives you a file as well.

Entries save as a draft in this browser, so you can close the page and carry on later on the same device. The summary at the top keeps a running count of vehicles, drivers, types and the total of the values you have typed in.

• Main use. Own goods means carrying your own tools, stock or materials. Hire and reward means carrying other people's goods for payment, such as parcel or haulage work. Passengers covers minibuses and similar, and self-drive hire is for vehicles rented out to customers. Insurers rate these very differently, so each vehicle's real day-to-day use is worth recording with care.
• Gross weight. For vans and lorries, the gross vehicle weight on the plate in the cab or on the registration document puts the vehicle in a weight band, which shapes which insurers will look at it.
• Kept overnight and security. A locked compound, a tracker or a dashcam can count in a fleet's favour with some insurers, depending on their criteria.
• Drivers. Younger or newly qualified drivers, and anyone with points, are often the first thing an underwriter asks about, so listing them up front avoids surprises later.

Fleets change through the year. Adding a vehicle to the policy before it goes on the road, and telling the insurer when one is sold, keeps the schedule and the cover in step. Updating this spreadsheet as you go makes mid-term changes and renewals quicker. The fleet renewal planner sets out the dates to work back from, and our guide to van fleet insurance covers what insurers look at for commercial vehicles.