Guide to creating a driving policy for employees
In most businesses, work-related driving tasks are often considered as secondary to an employee’s primary role. However, with road crashes being the most common form of work-related fatalities in Australia¹, ensuring your business has a driving policy for employees in place is crucial to the safety of not just your workers, and the health of the business, but also the general public on our roads.
With speed and fatigue being the main causes of work-related crashes¹, having a comprehensive policy that outlines requirements for eligibility to drive a work vehicle, conditions of use, prohibited practices, vehicle maintenance, obligations in the event of a collision and policies for private use, helps keep everyone safe and your business covered.
What is a driving policy for employees?
A driving policy for employees is an official business policy that outlines employee responsibilities when operating any work-related vehicle. The document ensures all employees understand the requirements and obligations for operating any company vehicle and may also include information about if and how private use is allowed, where applicable.
Why is it important to implement a driving policy for employees?
Having a driving policy for employees helps identify and manage risks associated with work-related driving, keeping everyone in your business and on our roads safe. With work-related road crashes costing Australia $1.5 billion a year and injuries sustained from a traffic incident twice as likely to cause death or permanent disability in comparison to other workplace incidents, having such a vital policy in place is extremely important for keeping everyone on the road safe.²
What should be included in a driving policy for employees?
An employee driving policy should outline an employee’s responsibilities and processes to follow when operating a work-related vehicle in order to properly identify, manage and eliminate any associated risks.
See below for a sample driving policy and its inclusions.
Who is eligible to drive?
This section should cover which employees are allowed to operate work vehicles and the documents they need to provide in order to do so, i.e. a valid driver’s licence and a signed copy of the company driving policy.
Depending on the number or type of vehicles your company has, as well as the licence class of your employees, you may also include information here about which specific vehicles employees may drive.
Conditions of use
The policy should outline that any employee operating a work vehicle is aware of and will comply with all road rules and regulations. This section should also cover company-specific conditions such as eating, drinking and smoking while in the vehicle, fuel and logging odometer readings.
Alcohol and drug use
As per road regulations and legislation, anyone operating a company vehicle must not be under the influence or affected by drugs or alcohol.
Driver fatigue
The driving policy should cover how driver fatigue is managed. This may include the maximum number of hours an employee can drive a vehicle before they must stop and rest, how long an employee must have a break from driving based on the number of hours they’ve been travelling and declarations around fitness to drive.
Traffic offences and crashes
If an employee is involved in a crash or commits a traffic offence while driving a work vehicle, this section should outline how such incidents will be handled and what responsibility falls to the employee.
Repairs and maintenance
To ensure all work-related vehicles remain safe for employees to operate, logs should be kept to track the frequency of servicing, maintenance and repairs, including how employees submit reports about repairs that are needed.
Other information that may be useful if applicable to your organisation, include:
- Information about courtesy cars, or using spare vehicles in your fleet
- The circumstances in which a vehicle should not be used following a repair request
Consequences for offences
In the event that an employee commits an offence against any of the regulations set out in the driving policy, this section should outline the consequences for doing so.
How to plan a driving policy for employees
If your workplace is looking to create and implement a driving policy for employees, there are a few important steps to follow to ensure you cover all crucial aspects and maintain the safety of anyone operating a work vehicle at all times.
Consult your workers about their driving activities
To make sure your policy covers all possible scenarios that involve operating a work vehicle, make sure to consult your employees about all their driving activities including what vehicles they operate, how often and for what purpose.
Make sure your company vehicles are safe to use
Do a thorough check of your current company vehicles to make sure they are safe for your employees to use and consider how often these checks should be conducted to maintain their safety. If you find any vehicles are unfit for use, ensure they are no longer used and order replacements.
Tip: Regularly check the ANCAP star safety-rating to ensure the cars currently in your fleet, or any new cars you purchase for your fleet, meet the current standards.
Ensure workers are fit to drive
Make sure any worker who may need to operate a work vehicle is fit to drive. This includes having all the necessary qualifications and paperwork, including a current valid driver’s licence and a signed copy of the driving policy, and notes about any regular medications or health conditions that may affect their driving ability. You may also consider putting checks in place that need to be passed each time before an employee can operate any work vehicle.
Promote Safe Driving Practices Through Support, Shared Responsibility & Company Culture
Where appropriate, encourage shared driving responsibilities, especially on long trips or during extended workdays, to help manage fatigue and ensure safety. For less experienced or younger drivers, consider additional guidance or mentorship from more experienced colleagues. Implementing measures such as driving in pairs, submitting travel plans, and setting check-in protocols for solo drivers can further enhance safety by fostering teamwork and accountability.
Overall, developing driving policies play a crucial role in making sure employees make it home safe after every drive, but ensuring company culture is aligned with this policy can also benefit the safety of your employees. One way to do this is to make sure to set reasonable deadlines and KPIs, to avoid encouraging speeding, dangerous driving, or pressures on staff.
A sample driving policy for employees in Australia
Road Sense Australia, we provide a free driving policy template that serves as a practical starting point for developing your own workplace driving policy. Whether your employees use company-owned, personal, or hired vehicles, this sample outlines the critical elements needed to align your organisation with best practices in road safety.
A robust driving policy is essential to protect your workforce, reduce incidents, and meet legal obligations. Our sample policy covers everything from employer and employee responsibilities to fatigue management, incident reporting, and disciplinary procedures. Here’s a quick look at what an effective driving policy should include:
- Clear Purpose and Scope: Define the policy’s objectives and specify who it applies to (e.g., employees, contractors, and volunteers).
- Employer and Employee Responsibilities: Outline mutual obligations, including training, vehicle maintenance, and adherence to road rules.
- Vehicle Safety and Maintenance Standards: Ensure company and personal vehicles used for work are roadworthy and properly insured.
- Fatigue Management Guidelines: Provide strategies for preventing fatigue-related incidents through trip planning and rest breaks.
- Use of Mobile Devices: Establish strict guidelines around phone use while driving, including hands-free requirements.
- Incident Reporting Procedures: Describe the process for reporting and investigating road incidents to prevent future occurrences.
- Alcohol, Drugs, and Impairment Policies: Prohibit driving under the influence and outline disciplinary actions for non-compliance.
- Training and Policy Awareness: Ensure all employees receive proper road safety training and regular policy updates.
- Disciplinary Framework: Include the steps the organisation will take if the policy is breached, ensuring accountability and transparency.
These are just a few of the critical components that every workplace driving policy should address to foster a culture of safety and responsibility. Tailored to suit your business’s unique needs, our sample template will give you a strong foundation to build on.
To explore how this policy can be adapted to your organisation and access the full template, click the link below. If you’d like tailored guidance on crafting a policy that suits your specific requirements, contact us today – we’d love to help you create a safer environment for your team and the community.
Download the Road Sense Australia – Sample Driving Policy [SAMPLE ONLY] here
Learn more about worker road safety
Having a driving policy in place for your employees is crucial for keeping both your workers and the general public safe on Australian roads.
If you want to further improve the safety of your employees while using work vehicles, consider our Drive It Home program. This virtual, self-paced or Zoom classroom based, interactive course offers essential lessons to enhance employee knowledge and understanding of road safety principles and is a great inclusion for your company’s work health and safety package.
To find out more about our programs click HERE.
Take the Pledge to Road Safety HERE or subscribe to our monthly Newsletter ‘Road Matters’ HERE.
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