Driver & Fleet Safety Program
Written fleet safety program for light company fleets below the 10,001 lb DOT commercial motor vehicle threshold, with the procedure for testing when a vehicle crosses it. Covers driver qualification, distracted driving policy, motor vehicle records review, accident response, and the insurance carrier expectations.
When this template is required
Required by OSHA's General Duty Clause when motor vehicle operation is part of employees' duties. Where a vehicle meets the commercial motor vehicle definition at 49 CFR 390.5 — a gross vehicle weight rating or gross combination weight rating, or actual weight, of 10,001 lb or more, more than 8 passengers for compensation, more than 15 not for compensation, or placarded hazardous materials — and is operated in interstate commerce, 49 CFR 390.3(a) makes parts 391, 395 and 396 apply whether or not a CDL is required. A CDL is a separate, higher threshold (26,001 lb, 16 or more passengers, or placarded hazmat) and is what brings 49 CFR 382 drug and alcohol testing with it. Motor vehicle crashes are the leading cause of occupational fatalities; insurance carriers increasingly require written fleet safety programs.
Why this template
Motor vehicle crashes = #1 occupational fatality cause
Per BLS, motor vehicle incidents are consistently the leading cause of work-related fatalities. The program is the foundational defense — and insurance carriers increasingly require it as a condition of coverage.
Light-fleet focus with a DOT applicability test
The program is written for fleets below the 10,001 lb commercial motor vehicle threshold at 49 CFR 390.5 — and it does not assume a CDL settles the question. A fleet with any vehicle at or above 10,001 lb GVWR/GCWR in interstate commerce is DOT-regulated even with no CDL holder on the payroll. A step-by-step applicability procedure and a vehicle register record the determination, with its reasoning, for each vehicle.
MVR review point system
Annual MVR review is standard insurance carrier practice. The program includes a point system (DWI = 12 points, speeding = 2-4 points by amount, etc.) with thresholds for warnings, retraining, or removal from the fleet.
Distracted driving — increasing legal exposure
Personal injury lawsuits increasingly target employer-permitted phone use during driving. A written distracted driving policy with enforcement is the standard defense. The template includes a model policy.
What you receive
- Fleet Safety Program (Word .docx)
- Driver qualification file template (per-driver)
- MVR (Motor Vehicle Record) review procedure with point system
- Distracted driving policy (phone, texting, GPS, eating)
- Vehicle inspection checklist (pre-trip + monthly)
- Accident response protocol (per-driver wallet card)
- Personal use of company vehicles policy
- Vehicle assignment and authorisation form
- Annual driver training outline
How you get it
This document is written and reviewed against the standard it cites, and it is ready now. The download link is emailed as soon as your payment clears.
Revisions included — if something about your operation changes what the document should say, reply to the delivery email and we will amend it.
Who buys this
- Field service companies (HVAC, plumbing, electrical, telecom)
- Sales fleets (pharmaceutical, equipment, consumer goods)
- Construction with company trucks
- Property management and real estate fleets
- Healthcare home visit fleets
- Delivery and courier services (non-CDL)
Frequently asked
Does OSHA require a fleet safety program?
OSHA doesn't have a specific motor vehicle safety standard for non-CDL drivers. However, the General Duty Clause (Section 5(a)(1)) requires employers to provide a workplace free from recognized hazards. Motor vehicle operation is a recognized hazard. OSHA has issued enforcement guidance on distracted driving and has cited employers for fleet safety lapses. Insurance carriers and many state OSHA programs also expect a fleet safety program.
What's the difference between this and DOT compliance?
DOT rules turn on the vehicle and the commerce, not on the licence in the driver's wallet. Under 49 CFR 390.3(a) and the commercial motor vehicle definition at 49 CFR 390.5, parts 391, 395 and 396 reach a vehicle rated 10,001 lb GVWR/GCWR or more (or carrying more than 8 passengers for compensation, more than 15 not for compensation, or placarded hazmat) operated in interstate commerce — so a 12,000 lb service truck crossing a state line is DOT-regulated even though no CDL is required. The CDL threshold is separate and higher (26,001 lb, 16 or more passengers, or placarded hazmat) and is what triggers 49 CFR 382 drug and alcohol testing. This program is written for fleets below the 10,001 lb line and includes the procedure and register for making that determination vehicle by vehicle; where the answer comes back yes, see our DOT Driver Qualification Files program.
How do we handle MVRs?
Pre-employment: pull MVR before assigning a driver to a company vehicle. Annually: pull MVR for all drivers and review against the point system. After incidents: pull MVR after any moving violation or accident. The program documents the review process and the point thresholds for action.
What's a defensible distracted driving policy?
Best practice: prohibit hand-held phone use while driving company vehicles, even where state law allows. Prohibit texting, email, and reading during driving (most state laws prohibit this anyway). Require pulling over for calls and other tasks. The policy includes the model language and the enforcement mechanism (warning → retraining → removal from fleet).
Does this cover personal use of company vehicles?
Yes. The program includes a personal use policy covering: who is authorized, when personal use is allowed, who else may drive (the signed agreement permits the named employee only — no spouse, family member or coworker, including moving the vehicle on a driveway), passengers, and the tax and insurance implications. Personal use is a significant liability exposure if not properly managed.