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Author:  David Griffiths, Insurance By Ken Brown, Inc.,

This article appeared in the April, 2015 issue of
Florida Pool Pro

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 both your employees and your insurer that you take the issue very seriously--rightly so, 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 this day and time, any risk management strategies that you can put into place will go a long way in controlling claims, and, therefore, premiums.  The daily exposure to a catastrophic claim is probably higher in the operations of your vehicles than in any other scope of your business.  That is because it is constant:  auto accidents are occurring at a much more frequent rate these days, and the $ (dollar) value of settlements is increasing. 


Florida is busy again and growing again.  Those two facts combined with the fact that your drivers are out on the road with many distractions, making important decisions independently, makes Florida roads more dangerous and leads to more accidents every day.


Outlined below are criteria of a good driver policy that can be used as the framework for your company’s driver policy.  Please tailor it for your company’s needs.  You should also review it with your attorney for his/her legal opinion as well.


Here are some thoughts for the agreement--


  • Company vehicle will be used only for Company business and never for personal use unless specifically authorized. If personal use of the vehicle is specifically authorized, only the employee will drive the vehicle.  
  • Emphasize defensive driving techniques and emphasize that the driver take reasonable care in the operation of the Company vehicle.  
  • Only company employees or other persons being transported for business purposes will be allowed as passengers and only previously approved company personnel are allowed to drive any company vehicle.  
  • No consumption of alcoholic beverages or other drugs is allowed prior to or while operating a company vehicle.  Nor is operating a vehicle while under the influence of alcohol or other drugs.  Nor is anyone allowed else to operate the vehicle under these conditions.  No open container (alcohol) is ever allowed by driver or any passenger of a company vehicle.  
  • All traffic laws, ordinances, and regulations pertaining to the operation of motor vehicles will be obeyed at all times. The driver will pay any fines, parking tickets, or other assessments for violations of traffic laws, ordinances, or regulations imposed when they are the responsibility of the driver. 
  • Driver will wear a seat belt at all times and will require all passengers to do so as well.
  • Prior to driving the vehicle, a safety check will be performed.  This will include checking tires, lights, wipers, horn, turn signals, rear view mirrors, and brakes to be sure they appear to be in safe operating condition. If defects are noted, the driver will immediately report deficiencies to a Company supervisor or manager.
  • In the event of an accident, the Company's automobile accident reporting procedures will all be adhered to. 
  • Driver should understand that if they are involved in an at fault accident with a company vehicle they will be required to attend a remedial driving school or attend a defensive driving course at their expense.  
  • Regarding the use of cell phone, smart phone or mobile radio of any kind, any of the following is strictly prohibited while operating a “moving” company vehicle: texting, calling, talking, or receiving messages when the vehicle is moving. Driver should pull over and park vehicle to answer or reply to all calls and messages.  
  • Driver should understand if they are involved in an at-fault accident, they will reimburse the employer for the collision deductible on your insurance policy.

Finally, the driver agreement should close with a statement in which the driver understands that “any violation of any part of this company driver policy may lead to immediate termination of employment”.


You may have additional thoughts to incorporate within your driver agreement.  We are always happy to assist with any needs or questions fee free to call and speak to an insurance professional at 800-940-1543 or 321-397-3870. If you would like a “sample” driver agreement email your request, please state in the comment box that you would like a sample driver agreement.
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