As part of the implementation process, it is recommended to inform drivers of the GPS unit installation. The most successful fleet management programs include good communication of established policy and facilitate driver coaching to ensure compliance.
If you’re not sure where to start with that process, an updated driver policy letter may get the ball rolling. The following sample policy letters are available for you to copy, modify, and make your own.
Sample 1
Notice of GPS Evaluation
We are in the process of evaluating our company vehicle’s performance to add efficiencies and promote improved service in line with the new driving program we are implementing. We are evaluating a new telematics solution, Titan GPS, to help departments better manage their vehicles. This solution will assist our company in achieving our fleet goals of reducing fuel costs, increasing driver safety, and improving utilization efficiencies.
We’re asking for your help to participate in the processes. An installation team will install a small GPS device on a select group of company vehicles, which is capable of tracking driving activity. This program may eventually be pushed out to all vehicles and departments. No action is required on your part during this evaluation period, aside from drivers driving as they normally would drive and users trying out the new system.
Some employees within our organization will be provided with access to the Titan GPS online portal. Those users will receive a welcome email with login information. Users will be automatically registered for training courses, and live training will also be offered. We would greatly appreciate your cooperation during this trial period.
Over time, alerts may be enabled to suggest more effective driving behaviour when appropriate, but please understand that these alerts are for informational purposes to help us understand what goals to set and what level of coaching to offer.
We thank you for your participation in ensuring the quality of our results. The GPS unit will not interfere with daily tasks. If you have any questions, please contact ________ at _____________.
Thank you,
Management Team
Sample 2
Driving Company Vehicles Policy
Only approved XYZ Company employees may become Authorized Drivers. As an Authorized Driver for XYZ Company, the employee named above agrees to the following company policy:
Definitions:
“Driver" is the employee authorized by XYZ Company to operate the vehicle.
“Vehicle” includes any company-owned or operated vehicle of any size, used for transporting passengers, property, and/or towing trailers.
Drivers are to abide by and will be held accountable for adhering to the following policy items. Disciplinary action may be taken for violation of any of the items in this policy. These items may not constitute a complete list of required safe driving procedures.
The Driver shall be responsible for the safe and legal transportation of the Vehicle, the trailer, and its contents, and all passengers in the vehicle.
The Driver shall abide by all state and local laws regarding the operation of the Vehicle.
No one other than the Driver is allowed to operate the Vehicle.
The driver shall perform daily pre-trip inspections of the Vehicle and trailer, in addition to weekly inspections.
The driver and all passengers must remain seated with seat belts buckled while the Vehicle is in motion.
Our Vehicles are equipped with a Global Positioning System (GPS). This system monitors speed, location, and routes to increase our fleet’s efficiency. Drivers may be subject to discipline for:
Tampering, removing, or in any way disabling the GPS device
Late Arrival and/or early departure times
Unnecessary engine idle times (over “x” minutes of idling)
Use of vehicle or trailer after work hours
Other potential misuses of company time and/or property
The Driver shall abide by all laws, including speed limits. If a Driver is found exceeding the speed limit by “x” mph or more, he may be subject to disciplinary action. When towing a trailer, the driver must not exceed “x” mph, even if the posted speed limit is greater than this.
Cell phones should not be used while driving. (insert policy on hands-free devices here)
There is no smoking allowed in the Vehicle.
The Driver will not eat or drink while the Vehicle is in motion.
Driver Policy Example
The following are examples of a full Driver Policy, which you can amend to suit your business requirements. When active, this policy applies to anyone who drives as part of their work, whether driving their own vehicle or one provided by the company.
MS Word: Driver-Policy-Example.docx
Dash Camera Policy
More and more companies are implementing dash camera use in vehicles to increase driver safety. If you are interested in implementing dash cameras or have already purchased dash cameras, and you are wondering where to start with a Dash Camera Policy, please use the following link to download a sample dash camera policy.
MS Word: Dash-Cam-Policy-Example.docx