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Download Vehicle Use and Take-Home Vehicle Policy Template (PDF)
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
A policy that sets the rules for driving and using vehicles and self-propelled equipment owned, leased or rented by your organization. In the template's words, it protects employees and the public, controls cost and liability, and makes sure public vehicles are used only for public business.
It applies to all employees, elected and appointed officials, volunteers and contractors who drive Organization vehicles, and to employees who drive personal vehicles on Organization business. It covers light vehicles, trucks, heavy equipment, specialty units and pool vehicles. Where a collective bargaining agreement or state law sets a different rule, that rule controls for the employees it covers.
What's inside
- Purpose and scope
- Definitions
- Authorized drivers and licensing
- Acceptable and prohibited use
- Driver conduct and safety
- Take-home vehicle assignment
- Taxable fringe benefit and recordkeeping
- Responsibilities
- Violations and review
- Appendix A. Take-home vehicle request and annual review form
- Appendix B. Driver acknowledgment
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 HR, risk management, finance or payroll, 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?
9 pages: 9 policy sections with [BRACKETED] fields and guidance notes, a take-home vehicle request and annual review form (Appendix A) and a driver acknowledgment (Appendix B).
Who should review it before we adopt it?
The template suggests HR, risk management, finance or payroll, 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.
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