Free fleet policy template

• The MapTrack fleet policy template contains 4 checks.
• A fleet policy is the rules each driver reads and signs, covering eligibility, private use, fuel, infringements and incidents.
• Private use of a company vehicle can create a fringe benefits tax liability, so the policy should state the position clearly.
• The driver in control is normally responsible for infringements and demerit points, set out via driver nomination.
• Personal vehicles used for work, the grey fleet, carry the same WHS duty and must be inside the policy.
• Having every driver sign the policy creates a record that the rules were communicated, understood and accepted.

Learn more about GPS and fleet tracking in MapTrack.

• Clear expectations: a single set of rules means every driver knows what is allowed, what is required, and what is not, before they take the keys.
• Fewer disputes: setting private use, fuel card and infringement rules up front removes the grey areas where most vehicle disputes start.
• Safety support: linking driver duties to prestart checks, defect reporting and safe driving rules backs the safe systems of work WHS requires.
• Tax certainty: stating the private use position helps the business handle the fringe benefits tax treatment of company vehicles correctly.
• Cost discipline: rules for fuel cards, tolls and personal use protect the fleet budget from leakage and unapproved spend.
• Grey fleet covered: setting rules for personal vehicles used on work trips brings those trips inside the policy instead of outside it.
• Signed record: having each driver acknowledge the policy creates evidence that the rules were communicated, understood and accepted.

• Purpose and scope: what the policy covers, which vehicles and drivers it applies to, and the effective date
• Eligibility and authority to drive: who may drive, licence class and verification, and any approval needed
• Private use: whether private use is allowed, who may drive privately, and the fringe benefits tax position
• Driver responsibilities: prestart checks, defect reporting, cleanliness, securing the vehicle, and safe driving rules
• Fuel cards and expenses: how fuel cards are issued and used, tolls, what is covered, and what is not
• Infringements and demerit points: who is responsible for fines, nomination of the driver, and demerit point handling
• Maintenance and servicing: booking servicing, reporting faults, tyres, and keeping the vehicle roadworthy
• Incidents and personal vehicles: crash and breakdown reporting steps, insurance, and rules for personal vehicles used for work

1. Set the scope and eligibility

   Define which vehicles and drivers the policy covers, who is eligible to drive, the licence class required, and any approval needed. Clear eligibility from the start prevents unauthorised drivers and makes the rest of the policy straightforward to apply.

2. Decide the private use and tax position

   State whether private use is allowed, who may use a vehicle privately, and how the fringe benefits tax treatment is handled. Private use is one of the most common sources of confusion, so spell it out and confirm the tax position with your finance team.

3. Define driver responsibilities and cost rules

   Set the prestart, defect reporting and safe driving expectations, then the rules for fuel cards, tolls, infringements and demerit points. Drivers follow rules they understand, so keep each one specific and avoid vague language that invites argument later.

4. Set maintenance, incident and personal vehicle rules

   Lay out how servicing is booked, how faults are reported, what to do after a crash or breakdown, and the rules for using a personal vehicle on work trips. Covering the grey fleet brings those trips inside the policy instead of leaving a gap.

5. Communicate, sign and review

   Issue the policy to every driver, have each one acknowledge and sign it, and keep the record. Review the policy on a set cycle and when tax rules, the Heavy Vehicle National Law or your fleet change, so it stays current and enforceable.

Practical answers about the form, record keeping and using MapTrack.

This form is a starting point. Check the current requirements that apply to your equipment, work and location. The form alone does not establish compliance.

• Work Health and Safety Act 2011 and Work Health and Safety Regulation 2025 (NSW), safe systems of work for driving
• Heavy Vehicle National Law (HVNL), NHVR and Chain of Responsibility (where heavy vehicles are operated)
• Fringe Benefits Tax Assessment Act 1986 (private use of a company vehicle as a car fringe benefit)
• Australian Road Rules and applicable state and territory road transport legislation

• Model WHS Regulations (Safe Work Australia)
• Model Work Health and Safety Act (Safe Work Australia)
• Heavy Vehicle National Law and Regulations (NHVR)

MapTrack publishes this template. The linked authorities publish their own guidance; they haven't endorsed this form.

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