Company Vehicle Policy Template: Driving Fuel Cards and Personal Use

Vehicle policies intersect with insurance, tax, and employment law — this is a general template, not legal advice. Have counsel review yours.

Why you need a written policy

Verbal “just be careful with the truck” doesn’t hold up when something goes wrong. A written vehicle policy sets clear, enforceable expectations, protects you legally, controls fuel and maintenance costs, and keeps your insurance valid (commercial auto). It also removes ambiguity that causes friction — everyone knows the rules.

What the policy should cover

1. Driving rules & eligibility

• Who’s authorized to drive (valid license, clean record, minimum age per insurer).
• Safe-driving expectations — no phone use, seatbelts, obey traffic laws.
• Zero tolerance for driving under the influence.
• Requirement to report accidents, tickets, and license changes immediately.

2. Fuel cards

• Fuel cards are for company vehicle fuel only — no personal purchases.
• Require receipts/logging and the assigned vehicle only.
• Clear consequences for misuse.

3. Personal use

• State whether personal use is allowed at all, and if so, the limits (e.g., commuting only).
• Note the tax implications of personal use (it can be a taxable benefit — tax treatment).
• No unauthorized passengers; no other-business use.

4. Maintenance & care

• Driver responsibilities — cleanliness, reporting issues, keeping up scheduled maintenance.
• Who to notify and how for repairs.
• Keep the truck presentable — it’s a rolling billboard (truck wraps).

5. Accidents & violations

• Step-by-step: what to do at an accident, who to call, documentation.
• Consequences for at-fault incidents and policy violations.

How to implement it

1. Put it in your employee handbook and have each driver sign it (handbook).
2. Cover it during onboarding (onboarding).
3. Check driving records before assigning a vehicle (background checks).
4. Enforce it consistently — a policy you don’t enforce is worthless.

Well-kept trucks build your brand

A clean, professional, well-driven fleet is part of your reputation — customers notice, and a wrapped truck driven courteously earns goodwill (and leads). Tailwind turns that professional impression into reviews by asking every customer after the job — see how it works.

Protect your trucks, set clear rules. See how Tailwind works.