Sample Company Vehicle Agreement printable pdf download

Appendix B4

Sample Company Vehicle Agreement

If any of your employees have company vehicles assigned to them, this risk management tool may be very

helpful to you in controlling your commercial auto loss potential. It provides some useful suggestions for

provisions you may want to include in a company vehicle agreement that you create to meet your specific

needs. If even one employee is assigned a company vehicle, it’s essential that you spell out the ground rules

for use and upkeep of the vehicle. We strongly recommend that company vehicles be used only for compa-

ny business. However, if you determine that some personal use will be allowed, it should be closely moni-

tored and controlled. This document is not intended to be used as is. It is intended to serve as a guide for

you to use when developing your own company vehicle agreement. If you require any assistance, we will be

happy to help you.

Upon assuming the position of ______________________________with________________________________

(hereinafter referred to as the Company), as appropriate, effective ________________, I will be allowed to use a

Company vehicle to perform my job duties. As such, the vehicle is a tool related to the performance of specific

jobs and is never to be considered a part of compensation. Therefore, should I be transferred or promoted in the

future to a position within the Company for which a vehicle is not deemed an appropriate or necessary tool, I will

cease to have the use of the vehicle.

I agree to abide by the following when a Company vehicle is in my care, custody or control:

1. I will use the Company vehicle only for Company business and never for personal use unless specifically

authorized, in writing, by my supervisor or another Company person having authority to authorize such

use.

2. If personal use of the vehicle is specifically authorized, only I will drive the vehicle.

3. I will practice sound defensive driving techniques and otherwise exercise reasonable care in the operation

of the Company vehicle.

4. When used for company business, only company employees or other persons being transported for busi-

ness purposes will be allowed to ride in or enter the Company vehicle, and only other authorized company

personnel will be permitted to drive it.

5. I will not drive the Company vehicle while consuming alcoholic beverages or other drugs or while under

the influence of alcohol or other drugs, nor will I allow anyone else to do so. I understand that violation of

this policy may mean termination of my employment.

6. I will obey all traffic laws, ordinances, and regulations pertaining to the operation of motor vehicles. I will

pay any fines, parking tickets, or other assessments for violations of traffic laws, ordinances, or regulations

imposed on me. I acknowledge fines paid by me for any violations of such motor vehicle laws, ordi-

nances, or regulations are totally my responsibility and will not be reimbursed by the Company.

7. I will wear a seat belt at all times and will require all passengers to do so as well. I understand that failure

to do so will result in disciplinary action up to and including termination.

8. Prior to driving the vehicle, I will check 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, I will promptly report

and/or have them repaired as appropriate.

9. In the event of an accident, I will promptly comply with the Company automobile accident reporting

procedures.

Sample Company Vehicle Agreement