Fleet Policy Generator

1. Purpose and scope

This policy sets the rules for the use of vehicles owned, leased or hired by [Company Name] ("the Company") and applies to every employee, contractor and agency driver who drives one. It forms part of your terms of employment. Effective 27 September 2026.

2. Authorised drivers

• Only employees named on the authorised-driver list may drive a Company vehicle; the list is held by the fleet manager and checked against licence validity every six months
• You must hold a valid UAE licence for the vehicle class and notify the Company within 24 hours of any suspension, expiry or black points
• Lending a Company vehicle to a family member, friend or unauthorised colleague is gross misconduct and voids insurance

3. Permitted use

Vehicles are provided for Company business only. Personal use, including commuting where not expressly authorised, carrying non-employees, and use outside the UAE, is not permitted. Vehicles are parked at the designated Company location outside working hours.

4. Driver responsibilities

• Complete the daily walk-around check and report defects before driving
• Obey all traffic laws, posted speed limits and the Company speed limit, wear a seat belt and ensure passengers do
• No hand-held phone use, no smoking, no alcohol or drugs — zero tolerance
• Observe the MoHRE midday break (12:30–15:00, 15 June–15 September) for any outdoor work
• Keep the vehicle clean, secured and locked; do not leave keys, documents or valuables inside
• Report accidents, damage, theft and warning lights the same day

5. Fuel, tolls and expenses

• Fuel is purchased with a Company card or reimbursed against a receipt showing vehicle plate and odometer reading
• Salik and Darb crossings are paid through the Company account; crossings outside authorised trips are recovered from the driver
• Parking fines, towing and impound fees caused by driver negligence are the driver's cost

6. Traffic fines and black points

Fines are reviewed by the fleet manager. Violations caused by the driver's conduct are recorded on the driver's file and may lead to disciplinary action; repeated violations may result in withdrawal of driving duties.

7. Accidents, breakdowns and theft

• Call 999 for injuries; obtain a police report for every accident — insurers do not pay without one
• Do not admit liability; exchange details, photograph the scene and notify the Company within one hour
• For breakdowns, move to safety, switch on hazard lights and call the Company roadside number; do not attempt roadside repairs on highways
• Report theft of the vehicle or its contents to the police and the Company immediately; the GPS tracker will be used for recovery

8. GPS tracking and cameras

Company vehicles are fitted with GPS tracking and telematics for safety, security, fuel control and compliance with the Dubai RTA SecurePath programme (Cabinet Decision No. 96 of 2021), which makes GPS tracking mandatory for goods-transport vehicles registered in Dubai. Data recorded, who sees it and how long it is kept are set out in the GPS Tracking & Telematics Privacy Notice, which you receive with this policy.

Routine reporting covers working hours; outside working hours the tracker provides anti-theft alerts only.

Tampering with, disconnecting or covering a tracking device is gross misconduct.

9. Maintenance, inspection and documents

• Vehicles follow the Company maintenance schedule; the driver presents the vehicle for service on the date notified
• Registration renewal, insurance and periodic inspection are arranged by the fleet manager; drivers must not drive with expired documents
• A copy of registration, insurance and the accident procedure is kept in every vehicle

10. Breaches

Breaches are handled under the Company disciplinary procedure and Cabinet Resolution No. 1 of 2022. Gross misconduct — driving under the influence, unauthorised drivers, tampering with tracking equipment, fuel theft, or concealing an accident — may result in termination under Article 44 of Federal Decree-Law No. 33 of 2021.

11. Acknowledgement

I have read and understood the [Company Name] Company Vehicle Use Policy and the GPS Tracking & Telematics Privacy Notice and agree to comply with them. Questions: [fleet@company.ae].

Driver name: ______________________ Employee ID: __________ Signature: ______________________ Date: __________