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Safe Driving Policy Template

This policy outlines the rules that employees must follow when driving company vehicles or personal/rental vehicles while performing company duties.

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Safe Driving Policy Template

This policy outlines the rules that employees must follow when driving company vehicles or personal/rental vehicles while performing company duties.


Why We Have a Safety Policy for Driving

At our company, the well-being of our employees is paramount. Safety isn’t just a buzzword; it’s a foundational value that we integrate into all facets of our operations. With that in mind, we've crafted this Safe Driving Policy to ensure that every journey you undertake on the company's behalf is as safe as possible.

Driving represents one of the most common tasks many of us perform daily, yet it's also an area with potential risks. Whether it's making a delivery, attending a business meeting, or heading to a training session, our work often involves travel. When you're on the road, your safety — and the safety of those around you — becomes our primary concern.

We recognize that vehicles differ, and conditions can change. That's why this policy extends beyond just those driving a company-owned vehicle. If you're driving somewhere for the company, using a rental car, or even getting behind the wheel of a company vehicle, this policy is for you. Our aim is simple: to ensure that every employee returns home safely at the end of the day.

Be sure to familiarize yourself with the guidelines set out in this policy. Your adherence reinforces our collective commitment to safety and exemplifies the values that we hold dear.

When Driving

Always Wear a Seatbelt

Simply put: Whenever you’re in a vehicle, as a driver or passenger, you must wear your seatbelt.

We believe in taking every precaution to ensure our employees' safety, and wearing seatbelts tops the list. The reason is simple and supported by hard facts. According to the National Highway Traffic Safety Administration (NHTSA), seatbelts saved nearly 15,000 lives in 2017 alone. Moreover, those not wearing a seatbelt are 30 times more likely to be ejected from a vehicle during a crash.

These aren't just numbers; they are real lives, and we consider each of our employees invaluable. Wearing a seatbelt drastically reduces the risk of fatal injury and serious damage in the event of an accident. For this reason, our policy mandates that whether you're driving or just riding along, that seatbelt needs to be securely fastened. It's a simple act that offers profound protection.

Always Drive at the Speed Limit

Speed limits aren't just numbers posted on signs — they're carefully calculated guidelines meant to ensure the safety of all road users. We firmly adhere to these limits, recognizing that they're set for good reasons, and we expect all our employees to do the same.

Our policy is clear: When driving for company purposes, always abide by the posted speed limit. It's not merely a legal obligation; it's an essential measure to safeguard both our employees and the broader community. Excessive speed can drastically reduce the driver's reaction time and double the chances of an accident. Furthermore, the severity of injuries in collisions increases significantly with the rate of speed.

Driving within the speed limit also conveys a sense of responsibility. It reflects well on our company and shows respect for other road users. More importantly, it helps ensure that every journey is a safe one.

Remember, getting to a destination a few minutes earlier is never worth the risks associated with speeding. Our collective safety and reputation depend on responsible driving, and adhering to speed limits is a critical part of that commitment.

Drive Without Distractions

The road demands our undivided attention. Distractions, no matter how trivial they may seem, can lead to dire consequences in mere seconds. We can't emphasize enough the importance of distraction-free driving.

Common distractions like texting, adjusting the radio, eating, or even engaging in intense conversations can divert your focus, impairing judgment and slowing reaction times. According to the National Safety Council, more than 3,000 people died in distraction-affected crashes in 2020. Furthermore, texting while driving is six times more likely to result in an accident than driving intoxicated.

Our policy is unambiguous: When driving on company time, or in a company or rental vehicle, all potential distractions should be set aside. Before starting your journey, set up your navigation, make necessary calls, and adjust your settings so that once you're in motion, your sole focus is the road ahead.

Ensuring a distraction-free driving environment not only reduces the risk of accidents but also allows you to be more alert to the unpredictable elements of driving. By giving the road your complete attention, you're playing a vital role in keeping yourself, your passengers, and other road users safe.

Avoid Driving When Drowsy

Driving while drowsy is a silent but serious hazard. Fatigue impairs reaction time, decision-making, and concentration, putting you on par with some intoxicated drivers in terms of risk. In fact, the Sleep Foundation reports that going without sleep for 24 hours and then driving is akin to having a blood alcohol content of 0.10%, exceeding the legal limit in many places.

We urge our employees to prioritize rest before hitting the road. Should you ever feel drowsy while driving, follow these essential steps:

  1. Pull Over Safely: At the first sign of fatigue, find a safe spot to park.
  2. Take a Short Nap: A quick 20-minute power nap can rejuvenate you.
  3. Grab a Caffeinated Drink: While not a long-term solution, it can help improve alertness temporarily.
  4. Plan Breaks: On long journeys, schedule stops to rest and stretch.

Your well-being matters to us. If ever in doubt about your ability to drive alertly, it's always better to pause, rest, and resume when you're fully attentive.

Always Drive Sober

At this company, our commitment to safety is unwavering, and when it comes to driving under the influence of alcohol or drugs, our stance is unequivocal: We have a zero tolerance policy.

Driving under the influence doesn't merely increase the risk of accidents; it imperils lives. Alcohol and drugs significantly impair cognitive functions, motor skills, and judgment. The National Highway Traffic Safety Administration highlights that every day, about 37 people in the United States die in drunk-driving crashes. Such tragedies are entirely preventable.

For us, the well-being of our employees and the community at large is paramount. Hence, when representing our company — whether in a company vehicle, rental car, or your own car while on company business — driving sober is not just a recommendation, it's a mandate.

It's also worth noting that driving under the influence carries legal repercussions, including potential job loss, fines, and even jail time. Beyond these consequences, it's about upholding the values and integrity of our company and ensuring we all return safely to our loved ones.

Always choose sobriety behind the wheel. It's a decision that safeguards lives and preserves trust.

Control Road Rage

Road rage, a volatile combination of impulsive anger and aggressive behavior while driving, poses significant risks not just to the one expressing it but to everyone sharing the road. Such behaviors can escalate minor traffic situations into severe and sometimes fatal confrontations. We believe in driving with both hands on the wheel and emotions in check.

The triggers for road rage can be varied, from heavy traffic to being cut off. However, responding with aggression only amplifies the danger. It's essential to recognize the signs within oneself and actively work to de-escalate.

For employees representing our company on the road, here are some strategies to keep a level head:

  1. Deep Breathing: It sounds simple but taking deep breaths can regulate your heartbeat and calm heightened emotions.
  2. Limit Exposure: If someone else is exhibiting aggressive behavior, distance yourself. Avoid making eye contact or retaliating.
  3. Listen to Calming Music: A soothing playlist can work wonders to reduce stress.
  4. Reframe Perspective: Remind yourself that getting angry won’t help the situation or get you to your destination faster.

At the end of the day, we want every journey to be safe. Let’s ensure our driving reflects patience, understanding, and the exemplary standards of our company.

What To Do If You Have an Accident

Personal Vehicle

Accidents, while unfortunate, can occur even to the most cautious drivers. If you find yourself in an accident while using your personal vehicle for company purposes, it's crucial to remain calm and follow this step-by-step protocol:

  1. Prioritize Safety: If possible and safe, move your vehicle out of active traffic lanes to a secure location. Turn on hazard lights.
  2. Check Well-being: Ensure you and any passengers are okay. If anyone is injured, call 911 immediately.
  3. Contact Law Enforcement: Even for minor incidents, it's essential to have an official record. Dial the non-emergency police number or wait for a patrol officer at the scene.
  4. Exchange Information: Collect the names, addresses, phone numbers, insurance details, and license plate numbers of all parties involved. If witnesses are present, gather their contact information too.
  5. Document the Scene: Use your smartphone to take photos of vehicle damages, road conditions, and any other relevant scene details.
  6. Avoid Admitting Fault: Stick to the facts when discussing the accident with others at the scene. Avoid admitting liability or placing blame.
  7. Report to the Company: Inform your supervisor and the HR department about the accident as soon as possible. Provide all relevant details to aid in potential claims or investigations.

Remember, we’re here to support you. We prioritize your well-being above all else and will guide you through any subsequent processes or needs.

Company Vehicle

In the event you have an accident while driving a company vehicle, follow this clear, step-by-step protocol to ensure everyone's safety and protect the interests of the company:

  1. Prioritize Safety: First, assess the situation. If it's safe, move the company vehicle out of active traffic lanes and turn on the hazard lights.
  2. Check Well-being: Confirm that you and any passengers are uninjured. Should there be injuries, call 911 immediately.
  3. Notify Law Enforcement: It's crucial to obtain an official accident report. Contact the police, even for minor collisions.
  4. Locate Insurance Information: In the glove compartment, you'll find the company vehicle's insurance card. Present this to any other involved parties.
  5. Exchange Details: Collect and provide names, addresses, phone numbers, and insurance information. If there are witnesses, document their contact details as well.
  6. Document the Scene: Snap photos of the damages, license plates, roadway, and any other pertinent scene aspects.
  7. Stay Neutral: Discuss the accident facts without admitting fault or assigning blame.
  8. Immediate Company Notification: Once you’ve exchanged information with the other party, call the HR representative designated on the vehicle's documentation. Relay all accident details, so we can initiate any necessary procedures.

Our commitment is to your safety and well-being. Trust that we will support you throughout any aftermath and guide you seamlessly through subsequent steps.

Rental Vehicle

Navigating an accident in a rental vehicle can be daunting given the unfamiliarity, but with clear steps, you can ensure everyone's safety and manage the situation efficiently. If you're in an accident while using a rental for company purposes, adhere to the following protocol:

  1. Prioritize Safety: Initially, check your surroundings. If it’s feasible, move the rental vehicle out of traffic and engage the hazard lights.
  2. Check Well-being: Ensure that you and any passengers are safe. If there are any injuries, dial 911 right away.
  3. Notify Law Enforcement: Always involve the police to secure an official accident record.
  4. Retrieve Rental Documents: Within the vehicle, you should find a rental agreement or related paperwork. This will contain essential information, including the rental company's protocols for accidents.
  5. Exchange Information: Share and collect details like names, addresses, phone numbers, and insurance data with all involved parties. Note any witness contact information too.
  6. Document the Scene: Capture photographs of the damages, the surrounding scene, and any other relevant details.
  7. Contact the Rental Company: Notify them about the accident as soon as possible and follow their specific guidelines.
  8. Inform [Company Name]: Report the incident to your supervisor or designated contact at our company to ensure all procedures are correctly followed.

Your safety and clarity in such events are paramount. We are here to assist and guide you through the resolution process.


Safety isn't just a checklist; it's a mindset, a commitment that we make to every member of our team. Our Safe Driving Policy isn't merely a set of guidelines; it's an embodiment of our care for you and the communities we serve. 

Each time you take the wheel, myriad uncertainties lie ahead. While we can't predict every eventuality, we can equip ourselves with knowledge, preparedness, and a deep sense of responsibility. This policy ensures that when the unpredictable happens, you're not left in the dark, but instead have a beacon guiding you to safety. 

By adhering to this policy, we not only safeguard our own well-being but also contribute to safer roads for all. At the heart of it, we value every journey you undertake and want each one to end safely. Here's to safe travels and the journey ahead.

By e-signing, you acknowledge that you understand and agree to follow all of the guidelines outlined in this policy. 

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