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Driving and Fleet Vehicle Policy template

Use of company vehicles, MVR checks, distracted-driving prohibition, DOT cross-reference, and personal-use rules.

Legal basis
  • FMCSA / DOT (49 CFR Parts 380, 382, 391, 392) for CMV drivers
  • state distracted-driving laws
  • state vehicle code
  • OSHA general duty for occupational driving
Last reviewed April 2026. Guidance, not legal advice.

What the policy covers

  1. 1. SCOPE
    Covers all employees who drive a company-owned, leased, or rented vehicle; drive a personal vehicle on company business; or operate commercial motor vehicles (CMVs) subject to FMCS
  2. 2. AUTHORIZATION
    Authorized drivers must hold a valid driver's licence for the class of vehicle, be at least 18 (21 for interstate CMV per FMCSA), pass a Motor Vehicle Record (MVR) check at hire an
  3. 3. CMV / DOT DRIVERS
    CMV drivers (vehicles with GVWR ≥ 10,001 lb in commerce, hazardous materials in placardable quantity, or 9+/16+ passengers) are subject to FMCSA Part 391 qualification:
  4. 5. ACCIDENTS AND VIOLATIONS
    Any accident, citation, or near-miss while driving on company business must be reported within 24 hours regardless of fault.
  5. 6. PERSONAL USE
    Where permitted, personal use of a company vehicle is an imputed-income fringe benefit (IRS Pub 15-B: Annual Lease Value or Commuting Rule).
  6. 7. MAINTENANCE AND INSURANCE
    Drivers conduct daily pre-trip inspection (Part 392.7 for CMVs) and report defects.
  7. 8. CONSEQUENCES
    Violations may result in withdrawal of driving privileges, disciplinary action up to and including termination, financial responsibility for damages caused by gross negligence (whe

Who needs it

Any employer whose people can get hurt, handle personal data or spend company money. Inspectors, insurers and regulators ask to see these first.

Questions people ask

Is a driving and fleet vehicle policy a legal requirement?

It rests on FMCSA / DOT (49 CFR Parts 380, 382, 391, 392) for CMV drivers and state distracted-driving laws and state vehicle code and OSHA general duty for occupational driving. Some policies must be written down once a business reaches a certain size or does certain work; others are simply how a tribunal, an inspector or an auditor expects to see that you have thought about it. A clear, dated, signed policy is the evidence either way. Guidance, not legal advice.

Can I change it to suit how we work?

Yes. Inside Work-Lynx it is a starting point: put your company name in, adjust the arrangements to what you actually do, set the review date and publish it. Staff read and acknowledge it on their phones, and you can see who has not.

Is it up to date?

Last reviewed April 2026. The pack is updated when the law moves, and every policy carries a review date so it does not quietly go stale.

How do I get it?

It is preloaded in Work-Lynx with the other 28 policies for the US. Work-Lynx is $3 plus $1.25 per employee, 14 days free, no card, and what you see on the pricing page is the bill.

Who is it for?

Any employer whose people can get hurt, handle personal data or spend company money. Inspectors, insurers and regulators ask to see these first.

All 29 US policies, $3 a month

This policy and 28 others are already in Work-Lynx, alongside GPS clock-in, schedules, timesheets, PTO and an employment-question advisor. $3 base plus $1.25 per employee a month. 14 days free, no card, no sales call.

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