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Specialty Trade - Company Truck Policy Template

Learn about our company trucks — including expectations for maintenance, safe driving, and incident communication.

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Specialty Trade - Company Truck Policy Template

Learn about our company trucks — including expectations for maintenance, safe driving, and incident communication.

About Company Vehicles


At our company, we value efficiency, professionalism, and customer satisfaction. Our company truck plays a pivotal role in delivering top-notch services to our clients.

This SOP outlines the guidelines and best practices for utilizing the company truck effectively and safely. From understanding the make and model of the truck to highlighting the reasons behind using the company vehicle, this document aims to ensure consistent quality and professionalism in our operations.

Make & Model of the Truck

Our choice of company truck is a deliberate decision aimed at optimizing our operations. Familiarizing yourself with the make and model of the truck ensures efficient usage and maintenance.


  • Make and Model: Our company truck is a Ford Transit T-250, renowned for its reliability, spacious cargo area, and versatility in accommodating HVAC and plumbing equipment.
  • Cargo Space: The Ford Transit T-250's cargo capacity offers secure storage for a wide range of tools, equipment, and materials required for various service tasks.
  • Equipment Compatibility: With interior dimensions of [Dimensions], the truck accommodates large equipment while ensuring safe and organized transportation.

Why We Have a Company Truck

Understanding why we prefer our company truck over personal vehicles underscores our commitment to professionalism, convenience, and cost efficiency.

Here are some reasons we use company trucks:

  • Professionalism: The Ford Transit T-250's appearance exudes professionalism and consistency, establishing trust and confidence with our clients.
  • Equipment Storage: The truck's spacious cargo area ensures efficient and safe storage of tools and equipment, allowing quick access during service tasks.
  • Cost Savings: Using the company truck minimizes wear and tear on personal vehicles, saving employees maintenance expenses and prolonging the life of their cars.
  • Insurance Coverage: Our insurance policy covers the company truck, offering protection to both the vehicle and employees while on the job.
  • Branding: The company truck serves as a mobile advertisement, showcasing our brand to potential clients across the region.

Truck Maintenance

About Maintaining Trucks

Our company truck is the backbone of our operations. Regular maintenance checks are an essential part of our commitment to safety, efficiency, and the reliable delivery of our services. This policy outlines the comprehensive maintenance expectations to ensure our company truck remains in optimal condition.

Our certified maintenance technicians, possessing specialized expertise, will be exclusively responsible for executing the maintenance checks.


Maintenance checks will be scheduled according to the manufacturer's recommendations and industry standards to ensure thorough evaluations.

Examples of Maintenance Checks

  • Engine inspections and service to ensure efficient performance.
  • Brake system inspections to guarantee safe stopping.
  • Tire and wheel checks to maintain proper traction and stability.
  • Fluid levels and filters assessments for optimal functionality.
  • Lighting and electrical system evaluations to enhance safety.
  • Suspension and steering components checks for smooth rides.
  • Exhaust system and emissions inspections for eco-friendly operation.
  • Interior and cabin safety verifications to ensure driver and passenger well-being.

Documentation and Record-Keeping

Detailed documentation and record-keeping play a pivotal role in tracking the history of maintenance checks, repairs, and improvements, fostering accountability and strategic planning.


  • Maintain comprehensive logs for each maintenance check, detailing inspection outcomes and any required repairs or maintenance.
  • These records serve as invaluable resources for assessing trends, making informed decisions, and optimizing our maintenance strategy.

Reporting Issues

The prompt reporting of any identified issues, malfunctions, or maintenance requirements is crucial in addressing them promptly, thus minimizing potential disruptions to our operations.


  • Immediately report any observed issues to our maintenance team for timely assessment and necessary action.
  • Proactive communication ensures that concerns are addressed before they escalate into larger problems.

Driving Expectations

Before You Start Driving

Before you can drive the company truck, we require several documents and qualifications to ensure the safety of the driver, the company's assets, and the general public.

You'll need to provide the following to HR:

  • Valid Driver's License: First things first, you'll need a valid driver's license that covers the appropriate vehicle class for the Ford Transit T-250. This is the foundation, as we want you to be legally qualified to drive the type of vehicle we use.
  • Driving Record Check: We'll be checking your driving record to make sure you have a history of safe driving. Any major violations or a problematic driving record could impact your eligibility to drive our company vehicle.
  • Insurance Coverage: Please provide proof of your personal auto insurance. Our company policy requires that your insurance coverage meets our minimum requirements. We also offer additional coverage for our company vehicles, so we'll discuss that as well.
  • Background Check: We'll conduct a background check to ensure that your history aligns with our company's values and the nature of our services. This step is crucial, especially as you'll be representing us when you're out on the road.
  • Drug and Alcohol Testing: Given the responsibilities of driving and interacting with clients, we have a policy of pre-employment drug and alcohol testing to ensure safety and maintain a professional image.
  • Age Requirement: You need to meet our minimum age requirement of 18 to drive our company vehicle. This helps ensure a level of experience and maturity that's important for responsible driving.
  • Driving Experience: While we value a diverse team, we do require a minimum level of driving experience to ensure that you're comfortable and confident behind the wheel of our Ford Transit T-250.

Best Practices on the Road

You must comply rigorously with traffic laws and regulations while operating the company truck.

Here are some specific safe driving practices tailored for driving the Ford Transit T-250 at our HVAC and plumbing company:

  • Pre-Trip Inspection: Before you hit the road, conduct a thorough pre-trip inspection of the Ford Transit T-250. Check tire pressure, fluid levels, brakes, lights, and mirrors to ensure the vehicle is in optimal condition.
  • Load Securement: If you're carrying equipment or materials, ensure they are properly secured within the vehicle to prevent shifting during transit. Use appropriate tie-downs, straps, and cargo barriers to keep everything in place.
  • Adjust Mirrors: Properly adjust all mirrors before you start driving to eliminate blind spots. Be especially vigilant when merging, changing lanes, and reversing.
  • Maintain Safe Following Distance: Keep a safe following distance from the vehicle ahead. The larger size of the Ford Transit T-250 requires more stopping distance, so maintain a cushion to react to sudden stops.
  • Use Turn Signals: Always use your turn signals well in advance to signal your intentions to other drivers. This is especially important due to the size and visibility of the Ford Transit T-250.
  • Slow Down for Turns: Reduce your speed when making turns, especially sharp ones. The Ford Transit T-250's higher center of gravity requires more careful handling during turns.
  • Avoid Distracted Driving: Keep your attention on the road at all times. Avoid using your phone, adjusting the radio, or engaging in other distracting activities while driving.
  • Obey Speed Limits: Adhere to posted speed limits, and adjust your speed based on road conditions. The weight and size of the Ford Transit T-250 can affect braking distances, so avoid speeding.
  • Stay Alert in Residential Areas: When driving in residential areas, be prepared for pedestrians, cyclists, and children playing near the road. Slow down and exercise caution.
  • Parking Safety: Choose parking spots that allow for easy entry and exit. Be mindful of the vehicle's size and avoid parking in spaces that are too tight.
  • Use Parking Assist Technology: If your Ford Transit T-250 is equipped with parking assist technology, utilize it to safely maneuver the vehicle into parking spaces.
  • Adverse Weather: Exercise extra caution in adverse weather conditions such as rain, snow, or fog. Reduce your speed and increase your following distance to accommodate for reduced visibility and slippery roads.
  • Braking Techniques: Apply brakes gently and progressively to avoid sudden stops. Sudden braking can cause skidding due to the vehicle's weight.
  • Mirror Checks: Regularly check your mirrors to be aware of your surroundings, especially when changing lanes or backing up. Use the proper mirror settings to minimize blind spots.
  • Defensive Driving: Anticipate the actions of other drivers and be prepared to react to unexpected situations. Maintain a defensive driving mindset to minimize risks on the road.
  • Cell Phone Use: Refrain from using mobile phones or other electronic devices while driving, unless you are using hands-free technology as permitted by local laws.

Remember, these safe driving practices are crucial not only for your safety but also for the safety of your passengers, fellow road users, and the reputation of the company. Adhering to these practices will help ensure smooth operations and uphold the professionalism of your HVAC and plumbing services.

Continued Qualifications

As a driving employee at our HVAC and plumbing company, there are certain qualifications and standards you need to uphold to ensure the safety of yourself, our clients, and our company's reputation.

These qualifications encompass various aspects of professionalism, safety, and responsibility:

  • Valid Driver's License: Maintain a valid and appropriate driver's license that is required for operating the Ford Transit T-250 and any other vehicles in our fleet.
  • Clean Driving Record: Uphold a clean driving record with minimal or no traffic violations, accidents, or incidents. Any violations can impact your eligibility to drive for our company
  • No Impaired Driving: Avoid driving under the influence of alcohol, drugs, or any substances that may impair your ability to operate a vehicle safely. This includes medical marijuana or any other prescribed medications that could impair your ability to drive.

Tickets & Accidents

Outside of Work

Inform your supervisor or manager about any driving-related tickets or accidents outside of work within 48 hours from receiving the ticket, and before operating any equipment at work.

This includes detainment or police contact for suspected driving under the influence (DUI or DWI). Be sure to provide them with accurate information and any relevant details.

At Work

Don't worry — we know mistakes happen! But you must be sure to communicate any accidents, traffic violations, or police interactions that occur while on the job. This ensures transparency, safety, and compliance with driving standards.


Immediate Reporting: In the event of an accident while on the job, employees must report the incident to their immediate supervisor or manager as soon as it is safe to do so. This should be done before the end of the workday, regardless of the severity of the accident.

  • Information to Provide: Employees should provide accurate details about the accident, including the location, circumstances, involved parties, any injuries, and any actions taken at the scene.
  • Incident Report: Employees may be required to complete an incident report as per company procedure. This report should include all relevant information about the accident.

Traffic Violations (Tickets)

  • Notification: If an employee receives a traffic ticket while on the job, they must inform their supervisor or manager within one business day of receiving the ticket.
  • Ticket Details: Employees should provide information about the violation, the ticket's outcome (e.g., paid, contested), and any potential implications for driving privileges or insurance.

Police Contact

  • Interaction Reporting: If an employee has any interaction with law enforcement while on the job, such as a routine traffic stop, they should report the interaction to their supervisor or manager within one business day.
  • Details: Employees should provide details about the nature of the police contact, including the reason for the interaction and any actions taken by law enforcement.


  • Confidential Reporting: All information shared with supervisors or managers in relation to accidents, tickets, or police contacts will be treated as confidential. This information will only be shared with individuals within the company who have a legitimate need to know.
  • Non-Discrimination: Reporting an accident, ticket, or police contact will not result in any form of discrimination, retaliation, or adverse action against the employee. The company is committed to maintaining a culture of safety and transparency.


  • Review and Assessment: Reported accidents, tickets, and police contacts will be reviewed by the company to assess their impact on driving privileges, insurance, and compliance with company policies.
  • Training or Corrective Actions: Depending on the nature of the incident, corrective actions or additional training may be recommended to improve driving skills and safety awareness.

Adhering to this policy ensures that our company maintains high standards of safety, professionalism, and compliance with driving regulations. By promptly reporting accidents, tickets, and police contacts, we prioritize the safety of our employees, clients, and the community.

By e-signing, you acknowledge that you read and understood the guidelines outlined in this topic.

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