The Importance of Having a Company Driver Policy

Does your company have a specific driver policy that you review with newly hired employees, as well as all employees annually?  If not, you are missing out on one of best risk management tools available to you.  Having an official, written driver policy shows your insurer that you take the issue very seriously, considering the fact that you are entrusting an employee with a multi-ton moving object with your name on it.  Most importantly, it can help reduce claims and keep safety on the minds of your drivers.  In any case, with the impending hard market starting to creep in, any risk management strategies that you can put into place will go a long way in controlling premium increases.  

Outlined below is a sample driver policy that can be used as the framework for your company’s driver policy.  You can add or delete portions to tailor it for your company’s needs.  In any case, you should review it with your attorney to determine its applicability to your business.


XYZ, Inc. is 100% committed to your safety, our customers’ safety and those in our community.  Driving is a MAJOR part of your employment with This Company, Inc.  Your personal driving record has a direct relationship to your value to this company and our ability to employ you.

Required Licenses and Permits
All employees who are in a potential driving position are required to maintain a valid Massachusetts Drivers License. The company may verify each employee’s driving record prior to employment and whenever else necessary during the course of employment to ensure compliance.

When applying for a job at XYZ involving the operation of a motor vehicle, you will provide us with:

  • Your name, address, date of birth, and social security/driver's license number.
  • Your permission to have your driving record obtained and reviewed.
  • Your agreement that your driving record is a vital part of your employment application and that you may not be hired due to it.
  • Your previous addresses for the past three years
  • Expiration date of driver's license.
  • List of all motor vehicle accidents and violations or RMV report.
  • Any driver's license suspensions or revocations.
  • List of all past employers for the last three years with names and addresses & your written permission to contact previous employers.

Driving Records
The company reserves the right to investigate an employee’s driving record and take whatever action necessary or appropriate based on the information gained. Every employee who drives any company vehicle must possess a valid Massachusetts driver’s license and have a driving record with no “DUI” convictions within the last three (3) years and not more than two (2) moving violations within the last three (3) years.

Employees are required to report all vehicular accidents and moving violations (whether incurred on the job or not) to their supervisor within forty-eight (48) hours of an accident or receiving a violation. Failure to report accidents and/or moving violations (including “DUI” violations) will result in disciplinary action, up to and including termination.

Employees who are offered the chance to take a remedial and/or defensive driving course to remove a traffic violation from their record will complete the course in the prescribed amount of time. Costs for the course shall be borne by the company.

Employees who are in driving positions will be automatically terminated upon receipt of a third traffic violation within a three (3) year period or if driving record has adverse affect on our commercial auto policy rates.

Personal Use
Employees who drive company vehicles shall not, at any time, use company vehicles for personal reasons. This policy shall be strictly enforced with disciplinary action, up to and including termination. Employees are restricted from personal use of any kind, including, but not limited to, the following:

  • Using company vehicles to run personal errands on or off clock.
  • Transporting non-employees in company vehicles, including family members
  • Allowing non-employees to use company vehicles for any reason.

Duties of an XYZ, Inc. Driver
You Will:
  • Report all citations and convictions with full details to employer immediately
  • Report suspension of license.
  • Every 12 months, fill out a form listing any violation convictions. A driver must inform his employer within 48 hours of any violation or conviction.
  • Not speed, ever.
  • Wear seat belts at all times.
  • Conduct yourself in a civil manner at all times and ALWAYS avoid or back down from ANY confrontation.
  • Never argue with another driver or a police officer.
  • Not speak on phone or text while driving
  • Report any maintenance issues of the vehicle immediately to _____________.
  • Comply with and agree to Alcohol Rules*

*Alcohol Rules
  • You may never consume alcohol while on duty.
  • You may not consume alcohol within 8 hours proceeding reporting for duty or have a blood alcohol concentration of 0.02 or greater.
  • You may never possess alcohol including medications like cough syrup or cold medicine that contain alcohol,
  • You may not consume alcohol within 8 hours proceeding an accident or until after having blood alcohol level tested.
  • You may never use any drug that affects your ability to safely operate a motor vehicle.  Refusing to submit to any mandated alcohol or drug test including breath and saliva testing, blood testing, and urine testing will result in termination on the spot. Failure to comply with all of the above may result in unpaid suspension or immediate termination.

If you are in an accident:
  • Stop vehicle/shut off engine.  Exit vehicle if safe to do so.
  • Place warning reflectors around the scene.
  • Attend to any injured persons.
  • See that help is summoned i.e. police, ambulance, etc.  
  • Notify your supervisor/manager.
  • Obtain badge numbers of police.
  • Be courteous.
  • Answer police questions truthfully.
  • Do not discuss details of the accident with any other people.
  • Do not assume responsibility.
  • Keep notes on any statements made at the scene by you and others involved.
  • In glove compartment keep an “Accident Kit” to include the following:
  1. Accident report
  2. Pencil (pens freeze in the winter)
  3. Disposable camera


____________ acknowledges that this driver manual has been reviewed with him/her on ________ and agrees to abide by its rules.  _______________ agrees with it and recognizes that driving is a very serious business and that his/her personal driving record will affect his/her value to XYZ, Inc. and its ability to employ him/her.

Reviewed and agreed to by:_________________________

Company Official: __________________________________

IMPORTANT NOTICE: The information presented here is for informational purposes only and should not be relied on as legal advice.  No one should act or refrain from acting on the basis of the information provided but should instead seek the appropriate legal advice on the particular facts and circumstances at issue from a properly licensed attorney.  Insurance policies are legally binding contracts that can and will vary depending on the insurance carrier and the unique risk exposures associated with a particular business.