Free fleet policy template
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Free fleet and vehicle use policy template (PDF-ready). Set eligibility, private use, driver duties, fuel cards, infringements and incident rules.
Commercial Director
Key takeaways
- 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.
Updated 22 June 2026
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What is a fleet policy template?
A fleet policy template is a plain document that sets out the rules for using a company vehicle: who is eligible, what private use is allowed, what the driver is responsible for, and how fuel cards, infringements, maintenance and incidents are handled. It also covers the use of a personal vehicle for work, often called the grey fleet, so that those trips are not left outside the rules. Where a fleet management plan sets the strategy and a risk assessment analyses the hazards, the policy is the part each driver actually reads and signs, turning the operating model into clear day-to-day expectations.
A written policy matters because vehicles carry real safety, financial and tax consequences, and unclear rules are where most of the disputes and exposures start. A good policy supports the safe systems of work required under the Work Health and Safety Act, gives drivers certainty about private use and the fringe benefits tax treatment that can flow from it, and sets out who pays for infringements and what must happen after an incident. Having every driver sign the policy creates a clear record that the rules were communicated and accepted, which protects both the driver and the business.
Learn more about gps and fleet tracking in MapTrack.
Benefits of using this fleet policy template
- 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.
Benefits of digitising forms in MapTrack
When you move your policys from paper to MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Monitor odometer and service-interval triggers across your entire fleet.
- Capture fuel receipts and trip logs alongside vehicle inspection data.
- Compare vehicle downtime and repair costs to inform replacement decisions.
Book a demo to see how MapTrack handles policys.
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“MapTrack's a great platform - intuitive for the guys out in the field and also has fantastic support.”
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Maintenance Planning Supervisor, Supagas
What to include in a fleet policy template
This fleet policy template covers 8 key areas:
- 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
How to use this fleet policy template
- 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.
- 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.
- 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.
- 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.
- 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.
In MapTrack, you can track your fleet with gps and digital pre-starts. Each submission is stored as a timestamped PDF against the asset record.
Get the free templateEnter your email above to download the full fleet policy template as a PDF.Back to download formHow often should you complete this policy?
Issue the fleet policy to every driver when they join or first take a vehicle, and have them acknowledge and sign it so there is a record that the rules were communicated and accepted. Reissue it for signature whenever the policy is materially updated, rather than assuming drivers have noticed a change.
Review the policy on a set cycle, at least annually, and whenever something material changes: a change to fringe benefits tax rules, the Heavy Vehicle National Law or road transport law, a shift in the fleet or vehicle types, or a recurring problem such as unpaid infringements or unreported incidents. Keeping the policy current and re-signed is what makes it enforceable, since a rule no one has seen or accepted is difficult to rely on after the fact.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- Work Health and Safety Act 2011 and Work Health and Safety Regulation 2017 (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
Embed this free template on your website
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<p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#0E7490;margin:0;">Free template</p>
<p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Fleet policy template</p>
<ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
<li style="margin:4px 0;">Purpose and scope: what the policy covers, which vehicles and drivers it applies to, and the effective date</li>
<li style="margin:4px 0;">Eligibility and authority to drive: who may drive, licence class and verification, and any approval needed</li>
<li style="margin:4px 0;">Private use: whether private use is allowed, who may drive privately, and the fringe benefits tax position</li>
<li style="margin:4px 0;">Driver responsibilities: prestart checks, defect reporting, cleanliness, securing the vehicle, and safe driving rules</li>
<li style="margin:4px 0;">Fuel cards and expenses: how fuel cards are issued and used, tolls, what is covered, and what is not</li>
<li style="margin:4px 0;">Infringements and demerit points: who is responsible for fines, nomination of the driver, and demerit point handling</li>
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<p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/fleet-policy-template" style="color:#071D49;font-weight:600;text-decoration:none;">Fleet policy template</a> by MapTrack</p>
</div>Please keep the “by MapTrack” attribution link in the snippet.
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