Unveiling the 7 Deadly Sins of Employees and their Company Cars (2024)

In a previous blog, we discussed why you should draft a contractual agreement for your drivers to ensure they always know where they stand when using a fleet vehicle. However, in addition to the black-and-white boundaries, there are numerous other road rules that employees should follow.

Just as they would take care not to make these mistakes while driving their own vehicle, your drivers must be mindful of the potential problems that could arise if they don’t avoid the pitfalls listed below. Each of these may seem obvious, however, drivers are prone to deviating from fleet guidelines in the midst of their daily duties.

1. Wrong driver - Allowing someone else to drive tops the list of fleet driver failures. It's possible that their lease agreement prohibits them from allowing friends or family to drive, or even borrow, the vehicle. Some third-party clauses, such as allowing additional spouse divers, may be included, but employees must strictly adhere to the rules they agreed to. If not, and an unnamed driver causes an accident in the vehicle, the insurance company may refuse to pay out, putting the employee in hot water.
2. Misfuelling mishaps - The AA reports that its breakdown engineers are called out more than 45 times per day by motorists who have put the wrong fuel in their tanks. At times of greater stress, such as nationwide fuel shortages, the problem worsens as people rush to keep their vehicles fueled. Repairing a misfuelled engine can be expensive and time-consuming; some fleet managers penalise their drivers for such errors, while others may be more lenient. It is always a good idea to remind your drivers to take a step back and remember which nozzle to reach for.
3. Under pressure - Motorists might think they have enough to worry about in their daily duties without adding tyre pressure to the list. The truth is that more than half (57%) of cars on UK roads are estimated to have significantly low pressure, which can cause an assortment of complications. First and foremost, an accident caused by low tyre pressure may invalidate insurance coverage. Second, with fuel costs currently high, motoring inefficiency caused by under-pressurised tyres may drastically decrease fleet fuel budgets. While maintenance is frequently handled by the fleet management team, there is never a bad time to remind your drivers to report any problems with a vehicle's tyres, especially in this day and age when many cars have sensor-driven automatic pressure alerts on dashboard displays.
4. Temperature check - Still on the subject of tyres, drivers occasionally overlook the need to change them in colder and hotter weather. This may not be an issue in much of the United Kingdom, where winters are mercifully short and mild. In theory, winter tyres should be used for extended periods of sub-7°C weather for safety and efficiency reasons. The issue that arises is the need to recall the vehicle in order to switch back to summer tyres once warmer weather returns. Timing is everything if your fleet wants to avoid the risks associated with the wrong tyres hitting the road.
5. Maintenance matters - The fleet service team is primarily responsible for keeping a vehicle in good operational condition, but your drivers should also contribute. Remind your employees to check their vehicles' maintenance schedules on a regular basis. It's also critical that they report any damage as soon as possible following an incident. Businesses frequently include this in vehicle lease agreements to ensure that drivers understand they may be held liable if they fail to maintain and repair their vehicles properly.
6. Total wipeout - Not everyone is accustomed to using a carwash. If an employee is making their debut among the dusters and brushes, it’s worth ensuring that they fold their vehicle's wing mirrors before driving through the facility. If damage occurs, your company must be able to demonstrate that the car wash owner is liable, with your fleet vehicle driver taking all reasonable precautions.
7. Organisation is key - Our final pitfall may appear insignificant in comparison to some of the other mishaps we've encountered. However, losing car keys is no laughing matter: it can cost your company time and money if your employee is unable to get into or start their vehicle. According to the RAC, one in every 20 drivers permanently misplaces a car key. Overcoming this costly absent-mindedness is an example of promoting attention to detail. Teach your employees to develop good habits by keeping the keys where they can always be found when not in use.

Rethink your mobility when it comes to the trends we are facing.