19 September 2018

Whether a fleet is ten cars or hundreds, there are several aspects of fleet management and corporate responsibility that fleet managers need to be aware of. These are particularly relevant when it comes to the continued safety of employees who are driving for work.

That’s why this month, we wanted to explore some of the key grey fleet corporate responsibilities that need to be considered, with a focus on driver safety and documentation.

What are the risks surrounding grey fleets?

Since the employee, not the company, owns grey fleet vehicles, fleet managers face a variety of issues when it comes to managing the safety of their fleet.

For example, employees using their own vehicle may not be adhering to the insurance and servicing policies set out by the company’s insurance provider, meaning that their vehicle isn’t covered for company travel.

Safe driving policies should be communicated

When it comes to the continued safety of employees, it falls to fleet managers and businesses to ensure that every driver is aware of the safe driving policies in place.

This is particularly important when it comes to the grey fleet, since the employee drives the vehicle outside of the work environment.

Where possible, fleet managers and their businesses should have one centralised document, which details their safe driving fleet policy in a formal manner. This fleet policy declaration not only ensures that all employees drive to the same standard, but it helps the business comply with Duty of Care and Health and Safety regulations.

Maintaining expenses, mileage claims and documentation

Companies that have grey fleets need to take into consideration the mileage claims and expenses surrounding their fleets. It follows that a fleet manager needs to have a system in place that properly documents these claims, as well as any documentation signed by drivers.

For example, systems such as Fleetintelligence give fleet managers and organisations access to information on fleet activity 24 hours a day, seven days a week. It can be used to help form fleet policies, minimise vehicle risk and provide reports for audit trails.

These reports can be used to identify drivers that may require additional training based on their driving habits, or they could be used to monitor the composition of the fleet. If a business is spending more on fuel reimbursements, it may be time to consider introducing a Car Salary Exchange scheme.

What practical considerations need to be taken into account?

It’s important that fleet managers remember, even if their company already has a fleet policy in place, that there are practical considerations that need to be taken into account before drivers use their own vehicles for work purposes.


  • Must be fully capable of driving and completing their work in a way that doesn’t pose a risk to themselves or other road users
  • Should be provided with the proper training before driving
  • Should be suitably fit and healthy if driving for work
  • Should have all the information needed to reduce risk
  • Must know how driving posture can be improved to benefit their health


  • Should be fit for purpose, in a road legal condition and have a full service history
  • Should be fully maintained to reduce the risk to the driver and other road users

Driver journey considerations

  • The safest driving route should be recommended to the driver before departure
  • Realistic work schedules need to be considered before planning a long journey so the driver doesn’t feel rushed and put themselves at risk
  • New drivers won’t have the same experience as those with a longer driver history
  • If the weather conditions aren’t suitable for driving, other methods of working should be recommended

Further reading

For more information and advice on managing various aspects of a fleet, take a look at the articles listed below.


In conclusion, fleet managers and their businesses need to ensure that all drivers understand their fleet policy, whilst communicating any changes or safety recommendations in a timely manner. Drivers need to be aware of their surroundings, and fleet managers need to give them the training and information they need to stay safe whilst on the road. 

To find out more about our fleet management and leasing, employee benefits solutions and driver services, call a member of our team on 0844 854 5100 or email CSalmon@sgfleet.com.