Sample Company Vehicle Policy

A clear company car policy prevents ambiguities and disputes regarding the use of company cars. This document provides a comprehensive framework for the allocation, use, and management of company cars within your organization. Adapt it to your specific situation and corporate culture.

Purpose of This Policy

This company vehicle policy governs the responsible use of vehicles owned by our organization. It ensures the safety, legality, and efficient use of our company assets. We define a company vehicle as any vehicle that the organization makes available for business use.

Who does this policy apply to?

This policy applies to:

• Employees assigned a company car
• Employees who occasionally use a pool car
• Managers who assign company vehicles
• All users of company vehicles

Assignment of Company Cars

 

Who is eligible?

Company cars are assigned based on job requirements and business necessity:

Category	Criteria	Vehicle Type
Commercial roles	More than 25,000 km/year for business purposes	Lease car based on job level
Service/Technical	Daily customer visits	Van with tools
Management	Employee benefits	Leased car in accordance with the collective bargaining agreement
Other Responsibilities	Occasional business use	Shared car or mileage allowance

   

Terms of Use

Driver’s license requirements

Drivers of company vehicles must meet the following requirements:

• A valid Dutch driver’s license (held for at least 2 years)
• No license suspension in the last 5 years
• No more than 3 traffic violations in the last 3 years
• Annual verification of driver’s license validity by HR

 

Use outside of working hours

Private use of the company vehicle is permitted within the following limits:

• Commuting to and from work without restriction
• Private trips within the Netherlands are permitted
• Vacation use in consultation with supervisor
• Taxable income in accordance with tax regulations

 

Driver Responsibilities

As the driver of a company vehicle, you are required to:    

What is NOT allowed:

• ❌ Smoking in the company vehicle
• ❌ Driving under the influence of alcohol or drugs
• ❌ Lending the vehicle to third parties (including family members)
• ❌ Use for commercial purposes
• ❌ Making modifications without permission
• ❌ Transporting hazardous materials without a permit

 

In the event of accidents and damage

Step-by-step plan in case of an accident:

Step	Action	Important
1	Ensure safety	Warning triangle, emergency assistance
2	Call the HR emergency number	24/7: 06-12345678
3	Fill out the accident report form	Always together with the other party
4	Take photos	Scene, damage, license plate numbers
5	Do not admit fault	Let your insurance company handle it

 

Employer’s obligations

As an employer, we provide:

• ✓ Adequate insurance (liability, comprehensive, passenger coverage)
• ✓ Timely maintenance in accordance with manufacturer’s specifications
• ✓ A replacement vehicle during extended repairs
• ✓ 24/7 roadside assistance at home and abroad
• ✓ Payment of fixed vehicle expenses (road tax, insurance)
• ✓ Fuel card for business use

 

Sustainability and Costs

Fuel-efficient driving pays off:

We encourage the sustainable use of company vehicles by:

• “The New Way of Driving” training for all drivers
• Monthly fuel consumption reports
• Bonus for fuel-efficient driving (< 1:18)
• Preference for hybrid/electric vehicles

 

Considering alternatives:

Use the company car only when necessary. Consider:

• Video calls instead of in-person meetings
• Public transportation for urban destinations
• Carpooling for shared appointments
• Bicycles or e-bikes for short distances

 

Enforcement and penalties

Violation	First offense	Repeat offense
Traffic fine	Pay yourself + warning	Meeting with HR
Smoking in the car	Warning + cleaning fees	Car impound (1 month)
Failure to report damage	Official warning	Car impound (3 months)
Driving under the influence	Immediate termination	-

 

Disclaimer: This policy document serves as a guideline and must be adapted to your specific situation. Consult a legal advisor for finalization. hrmforce accepts no liability for the use of this template.