Use of Company Vehicles Policy¶
| Document Reference | POL_HSQE_25 |
|---|---|
| Revision | 3 |
| Issue Date | 1st July 2025 |
| Next Review | 1st July 2026 |
| Status | Uncontrolled when printed |
Purpose¶
The use of company vehicles is a privilege at A M Water Services Ltd, and this policy ensures all vehicles are operated safely and economically while supporting our water infrastructure and grab services across Northamptonshire.
Scope¶
This policy applies to all employees, directors, contractors, and any authorized drivers operating A M Water Services Ltd vehicles, including grab lorries, vans, and company cars.
Legal Requirements¶
This policy ensures compliance with the Road Traffic Act 1988, Health and Safety at Work Act 1974, Construction and Use Regulations, and Drivers' Hours rules.
Policy Statement¶
All drivers must hold a full, current driving licence appropriate for their vehicle type, with grab lorry operators needing Category C licences and Driver CPC certification. New convictions must be reported immediately, and we conduct periodic licence checks through the DVLA system. Only pre-approved drivers may operate company vehicles, and all must be mentally and physically able to drive. Driving under the influence of alcohol, illegal substances, or impairing prescriptions is strictly prohibited. Any medical conditions affecting driving ability must be reported to the office immediately.
Company vehicles are provided strictly for business use and commuting to work. Any personal use requires specific Director approval for each occasion. Vehicles must be maintained in safe mechanical condition with daily or weekly inspections completed as required, and any defects resolved before use. Drivers must conform to all traffic laws, signals, and markings while making proper allowance for adverse weather and traffic conditions. Courteous driving is mandatory, respecting other road users and pedestrians at all times. All occupants must wear seatbelts and use available safety restraints.
Smoking is prohibited in all company vehicles as required by law. Vehicles must always be parked safely and legally. Any accidents, incidents, or damages must be reported immediately to the office, who will notify insurers using the accident report form found in the van pack. When operating grab lorries during water main installations or repairs, drivers must assess ground conditions, check overhead hazards, maintain exclusion zones, and use banksmen where necessary for safe manoeuvring.
Implementation and Monitoring¶
We implement this policy through driver assessments, vehicle-specific training, and regular monitoring. Fuel cards track usage, and telematics monitor driving behaviours where fitted. Accident rates and near misses are analysed monthly to identify improvements.
Responsibilities¶
Directors provide resources for fleet maintenance and ensure legal compliance. Directors conduct licence checks, arrange training, and address violations fairly. All drivers are financially responsible for parking fines and traffic violations incurred while operating company vehicles - these will be automatically paid by the company and deducted from the driver's next payment. Drivers are also responsible for insurance excess amounts on at-fault accidents at the rate agreed with our current insurers, deducted from payment following claim settlement.
Review¶
This policy will be reviewed annually by the Directors to ensure it remains effective and continues to promote safe vehicle operation while supporting our operational needs.
Signed:
Aaron Mason Director A M Water Services Ltd 1st July 2025
Local controlled copy
Word version of this controlled document (for offline / paper records):
The page above is the master source — the Word doc is a snapshot for offline use.