Communicating with the employee is a key and delicate step when introducing measures for risk reduction. Below
you can find an example from British Telecom’s guide for employees, a manual created to help all drivers reduce their
risk while driving on company business.

BT Example – Why do I need to provide details about my personal vehicle and insurance? If you drive your own private vehicle on BT business, BT has a duty of care to manage this, and help protect you. This is in line with the joint Health and Safety Executive and Department for Transport guidance on ‘’Driving at work’’. The questions about your own vehicle and insurance details are based on the minimum level of information BT is required to hold as part of the risk assessment process for managing its ‘grey fleet’ drivers. Increased attention is being focused on drivers using their own vehicle for work journeys by the regulators and professional bodies, which is why BT has now introduced this process in line with industry good practice and compliance requirements. It is particularly relevant because different types and ages of vehicle have different in-built safety, environmental and fuel efficiency standards. The data is only used to help BT better quantify and manage its exposures, risks and compliance.

Managing grey fleet safety European Transport Safety Council

Employers need a robust strategy to manage employee-owned vehicles used for business journeys, known as grey fleet, so here are some top tips to help.


  • Employers thinking about grey fleet need to consider the implications of breaching the Corporate Manslaughter and Corporate Homicide Act 2007.
  • All organisations running company car schemes require a clear grey fleet policy.
  • Employers can help to reduce their grey fleet risk by removing financial incentives, such as mileage reimbursement, which may incentivise employees to make unnecessary business trips by car.


“If an employee has an accident and somebody is killed, there could be questions asked about who has given the permission, what the employer’s policy is and what procedures are in place, as well as whether there is insurance on their car, whether the car is fit for purpose and who owns the vehicle,”

John Pryor, chairman of the Association of Car Fleet Operators (ACFO)