Download
Get the template
Thanks. Your download should start now.
Free sample, provided as is. Not legal advice. Adapt it to your state's laws and review it with your attorney, HR and IT before adopting it. Free to use and adapt for your organization; please don't resell it. Current as of October 2026.
What this is and who it's for
In the template's words, fuel is one of the largest controllable costs in a public fleet, and fuel cards are one of the most common sources of misuse. This policy sets how your vehicles and equipment are fueled, how fuel cards are issued and protected, and how fuel transactions are reviewed.
It applies to everyone who fuels Organization vehicles or equipment, holds or uses an Organization fuel card or fuel key, or manages fuel sites. It covers gasoline, diesel, diesel exhaust fluid (DEF), other fuels you list and, where used, electric vehicle charging.
What's inside
- Purpose and scope
- Definitions
- Where and how to fuel
- Fuel card issue and security
- Authorized and prohibited purchases
- Transaction data and exception review
- On-site fuel facilities and spills
- Lost cards, misuse and investigations
- Responsibilities and policy review
- Appendix A. Fuel card holder agreement
- Appendix B. Monthly fuel exception review checklist
How to adapt it for your city
- Replace every [BRACKETED] field with your organization's information.
- Read the Guidance notes, which explain why each section is there and what to think about, then delete them before you adopt the policy.
- Cut what does not fit your operation and add what is missing. A two-person shop and a 1,000-unit county fleet will not end up with the same policy.
- Run the draft past finance, purchasing, the internal auditor, environmental or safety staff, legal counsel and, where you have one, your labor union before it goes to your approving authority.
Questions
Is the template free?
Yes. It is free to use and adapt for your organization. Please don't resell it.
Do I need to give my email?
Yes, an email address. Your name is optional. The PDF downloads right away, and we only send occasional fleet resources if you check the box.
What is in the PDF?
8 pages: 9 policy sections with [BRACKETED] fields and guidance notes, a fuel card holder agreement (Appendix A) and a monthly fuel exception review checklist (Appendix B).
Who should review it before we adopt it?
The template suggests finance, purchasing, the internal auditor, environmental or safety staff, legal counsel and, where you have one, your labor union, before it goes to your approving authority.
Is this legal advice?
No. It is a free sample. Adapt it to your state's laws and review it with your attorney, HR and IT before adopting it.
Related templates
Vehicle Use and Take-Home Vehicle Policy Template
A fill-in-the-blank policy for who may drive public vehicles, how they are used, and when they go home overnight.
View the templatePre-Trip Inspection and PM Compliance Policy Template
A fill-in-the-blank policy for daily operator inspections, defect reporting, PM schedules and the follow-through that keeps units safe.
View the templateFleet Operations Manual Template
A ready-to-adapt operations manual: work orders, preventive maintenance, inspections, condition-based replacement and the forms that hold it together.
View the template