Company Vehicle Use Policy Letter
Letter 1:
Subject: Company vehicle use policy 20XX-20XX
Dear employees,
I hope you all will be fine and enjoying the best of your health. I, being the chief manager of the company, announce through this letter, the vehicle use policy. This must be regarded as a new policy with some amendments to the existing one. However, the company reserves the right to terminate the policy at any time without any prior notice.
Company vehicles are meant to be used for business purposes and to carry out official tasks assigned. Employees will also be reimbursed for categorized traveling provided that the company vehicle is used as per the following policy and rules;
- It must be noted that the vehicle, in any case, must not be used by any employee, without prior permission of the respective supervisor. Supervisors must check the driving license and record of such employees.
- Employees who usually need to drive company vehicles must be able to meet with approved driving standards as per this policy.
- Only those departments of the company will be assigned permanent vehicles that have expressed their dire need. Additional vehicles will be reserved at the motor pool so that they might be used by all employees as and when required.
- For business purposes, an employee can use the company vehicle with the prior permission from his supervisor. If, however, no vehicle is available at the motor pool at the time of need, the employee can use his own and, in that case, a reimbursement will also be made as per existing rules.
- Employees will assure the company to comply with traffic safety rules. No mobile phones will be used by employees while driving. Similarly, fastening the seat belt is a must while driving.
- Any damage, theft, or malicious activity pertaining to company vehicle must be reported to the supervisor regardless of the extent of the damage.
- Only such an employee who is called on a 24-hours basis will be able to take the company vehicle home, in order to make a quick response possible.
The above-mentioned policy must be followed by all the employees regardless of their posts.
Yours sincerely,
[XYZ]
Size: 21 KB Word .doc File 2003 & later
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Letter 2:
Subject: Company vehicle use policy 20XX-20XX
Dear employees,
The Stars Marketing Company is hereby issuing company vehicle use policy. This particular policy is meant to be followed by all such employees of the company who use the company vehicles during and after working hours.
- First of all, if an employee thinks that he must be issued with a company vehicle, he must contact the HR department which will check the driving record and driving license of such an employee. So, an employee must possess a fair driving record and a valid driving license.
- Disable employees, who qualify for vehicle usage, will also be able to use a company vehicle. However, the company will accommodate such employees especially.
- In case an accident occurs, report it to the HR department as soon as possible so that the insurance providing company could be contacted as soon as possible.
- While using company vehicles, employees are expected to;
- Abide by the traffic rules, maintain driving expense documents, monitor gas and tire pressure and fuel of vehicle, always lock the vehicle, avoid smoking within the vehicle, report any damage or accident to the company, avoid calling and texting while using the company vehicle.
- Only authorized employees are allowed to use the company vehicle. If any unauthorized use of a vehicle is reported, severe action will be taken against such an employee who has issued that vehicle.
Employees must not violate the company vehicle use policy. In case of noncompliance, severe disciplinary action will be taken which may include written warning, suspension, legal action, or even termination from the job.
Yours sincerely,
[XYZ]
Size: 23 KB Word .doc File 2003 & later
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