Managing your grey fleet vehicles

In 2024, the Department for Transport reported that there were 23,770 collisions involving at least one driver or rider, driving for work.

Driving for work can be dangerous. Employers have a legal duty to ensure that employees are safe when driving as part of their work. Health and Safety law applies to work activities on the road in the same way it does on a site. Therefore, an employer must manage risks that arise from work related driving in grey fleet vehicles.

Risk management is therefore a key responsibility for every policyholder. It’s important to demonstrate that a health and safety management system is in place to manage work related road risk and that safety remains at the forefront of the business operation.  

What is a grey fleet?

A grey fleet vehicle is a vehicle owned by an employee which is used for work related journeys. This does not include commuting between home and a location that is their normal place of work.

A grey fleet vehicle is not a company owned vehicle such as an HGV. Employers would have direct control over the maintenance of these vehicles.

How should an employer manage grey fleet risks?

To ensure grey fleet vehicle drivers are aware of their obligations, a robust and detailed driver policy should be implemented. This should be supported by a suitable risk assessment.

Employers should complete risk assessments and assess journeys, drivers or riders and vehicles. The risk assessment should identify hazards that can cause harm to the driver or rider, passengers and other road users including pedestrians.

When completing a risk assessment employers should consider the following questions:

• What hazards might be present during the journey?

• Who could be harmed?

• Are there any factors that could increase the likelihood of an incident?

• What control measures can be put in place to manage risks?

Appropriate risk assessments help to mitigate and minimise claims – fewer incidents, fewer claims.

Planning journeys

An important part of managing work related road risk is planning a journey. Employers should consider where drivers are travelling, the purpose of the journey, how often they will need to travel and how far they are travelling.

When planning a journey, consider the following questions:

• Is the journey necessary or could you conduct the meeting remotely?

• Does the journey time allow for safe driving or riding, within the speed limit?

• Have you taken into consideration any roadworks and the weather?

Competence and training

Employers should assess whether drivers or riders are fit and suitable to drive and should consider the following:

• Does the driver or rider hold a valid driving licence for that type of vehicle?

• Are there any young or inexperienced drivers or riders?

• Is the driver or rider familiar with the routes they are expected to travel?

• Is the driver or rider medically fit to drive and are they aware that they must report any health conditions or medication they are taking that may impact their ability to drive?

Appropriate training should also be provided to help identify and manage any risks, and to ensure that drivers are aware of the legal requirements when driving for work purposes. As best practice, records of all training and any refresher training should be recorded on a training matrix.