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Vehicles Duty of Care
  • Vehicles Duty of Care - "Safe Drivers and Safe Vehicles for ALL Business Use"

Explain Company Vehicles in your Company Car Policy Booklet

No matter how big or small your company car fleet your company drivers must have a written company car policy

The Heading Company Vehicles is explained below and the other headings and subheadings are in the right-hand column.
right arrow policy

A Written Company Car Policy in a booklet given to all who drive vehicles on behalf of the Company, is a must for Vehicle Duty of Care managers serious about protecting themselves, their company and drivers.

All vehicles owned by the Company, an employee or third party, when driven on business for the company the driver must be aware of their responsibilities and that of the company.

Our favourite saying in this business is "It is not what you have done but what you can prove you have done!" and the best way is to have it written down for all to see!

You only need one disgruntled driver to cause you and your company grief!

Your company car policy given in a booklet to each driver and signed for by them makes it difficult for anybody to argue with your written word.

We have used an example of what we mean by including in full a Company Car Policy written by us for a large company incorporating some of their instructions.


"A Company Vehicle" means any vehicle used on company business. No matter how the vehicle is owned or funded, when driven on company business it will be viewed by the company as a company vehicle and must be treated as such by the driver.

"A Privately Owned Vehicle" used on company business will be subject to all the same checks as a company owned vehicle. The company reserves the right to reject any vehicle as unsuitable for its business use.

  • Reviews of all vehicles used on company business will be undertaken every twelve months until the end of the months/mileage contract or when considered unsafe or uneconomic to maintain. The company reserves the right to have any vehicle used on company business checked for safety and condition at any time.
The Company owned vehicle policy is to provide employees with a vehicle when it is required to enable them to perform their duties. The provision is primarily that of a necessary working tool for the job. Incidental to the provision of a vehicle the employee is allowed private use of the vehicle as long as the correct insurance approval has been obtained from the VDOC Manager responsible for the Car Policy Document.
  • The Company may have a vehicle available for whatever reason, e.g. a pool car that any driver can be asked to drive that vehicle from whichever group until such time as it is considered uneconomic to maintain.
  • Where radios, tow-bars or other accessories have been fitted to the vehicle at your expense, you must either leave them on the vehicle or remove them (at no cost to the Company) and make good any damage before returning the vehicle for reallocation or disposal. Items fitted at the expense of the Company must be left on the vehicle, unless otherwise determined by the Company. Use of type approved tow bars is only allowed within the manufacturers specifications. Unless required by the company the cost of adding and/or removing tow bars is the employees' expense.
  • Vehicles may not be used for towing caravans or other trailers without prior permission from the Company, which will be by request to the VDOC Manager responsible for the Vehicle Policy Document. Additional costs arising from such permission (e.g. additional insurance premiums. cost of adapting the vehicles etc) will be borne by the user.
  • Company Vehicles due to be returned or replaced, however the company funds them, must be cleaned inside and out by the driver before being handed back. Returned vehicles will be re-inspected taking into account It has all the hand books, both keys, key & radio codes, fully stamped service book, recorded miles, general condition and costs of any repairs and what is considered to be more than fair wear and tear for the age and mileage of the vehicle. A vehicle return sheet must be completed and signed by the inspector and countersigned if allocated to a driver.
  • Any charges for additional work and replacements, considered to be more than normal wear and tear and paid for by the company, can be re-charged to the driver if deemed their responsibility.


Any Driver or Vehicle used on any Business of any form from the School teacher taking little Nikki home with a cut finger or the church warden taking the Alter Cloth to the dry cleaners - to the heavy goods vehicle on its way with 20 tonnes of white goods - All must have a vehicle policy booklet, which they have signed for!

This means all must have "Business Insurance" of one type or another for all vehicles used on any business of that company or organisation.

You must also include the Driver's signatures for their Company Car policy on your Vehicle Driver Checklist!

Don't forget to Check their Driving Licence as well!

VDOC - Golden Rule

"It is not what you have done but what you can prove you have done!"

POLICY BOOKLET Headings & Subheadings

vdoc booklet
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