Tag Archives: company cars

10 Top Tips to keep your SME fleet legally compliant

IF YOU run a small fleet of 5 or more vehicles you have a legal obligation to ensure you assess the road risk of your drivers and that your company cars comply with safety and documentation requirements.

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Many small business owners understand these responsibilities and ensure that their company cars and drivers operate under the rules of Corporate Governance and meet HSE requirements. 

It’s crucial that you can demonstrate that the vehicle is safe and the driver is trained

10 Top Tips of what you need to do split up into the requirements for drivers and vehicles. 


1.  Keep full records and vehicle documentation where they are both safe and accessible. Appoint someone sensible to be responsible for them. For each vehicle you should have the V5 (log book), insurance documentation, MOT (if applicable), service records and maintenance reports.

2.  Keep a dedicated ‘Daily Log’ for each vehicle, where regular checks can be recorded. These must show that every vehicle is safe, and roadworthy. This becomes the vehicle’s ‘audit trail’.
These daily checks are done by the vehicle’s driver and/or the business car manager, but whoever does it, keep contemporaneous notes on what was found and what action was taken to correct any faults or damage.

3.  Don’t neglect those company cars that are used only occasionally, and don’t neglect employees’ own cars that are used on company business – the so-called ‘grey fleet’. If the vehicle is being used on company business, you are responsible for ensuring that it is legal and roadworthy. It even applies to contractors’ vehicles.

4.  Resolve problems straight away, and if you find something dangerous or even just potentially dangerous the vehicle must not be used.


5.  Your responsibilities cover any driver working on your company business. So whether the driver is a full or part-time employee, an agency driver or someone working for a sub-contractor, you must ensure that they are fit to drive.

6.  You must have a ‘Driving at Work’ policy for your business drivers.
Keep it up to date as legal obligations and requirements change.
Give a copy to every driver; they should sign to confirm they’ve received it, and again to confirm they’ve read and understood it, and will comply with its requirements.
Your Driving at Work policy should cover such issues as mobile phone use, smoking, eating, driving, drug use, speeding and other driving offences. It should describe what the driver should do in the event of an accident. Consider the risks your drivers may encounter if, for example, you expect them to make long journeys or deliveries, and cover these points too.

7.  Always do a full driver’s license check, not just a simple visual check. The information needs to come from the DVLA to ensure that you achieve compliance and are 100% sure the driver is legal to drive.
License checking is a vital part of the risk management process. It should be repeated at least annually, and more frequently for drivers with points on their licenses. I always recommend that companies check drivers’ licenses before they are employed – and that includes agency and part-time workers.

 8.  You have a legal responsibility to assess each and every driver for road risk. This can be done online but it’s imperative to remember that if any driver shows up as ‘high risk‘, you must follow up the assessment with training.
Again, much of this can be done online unless the driver’s risk assessment demands in car training. Online training is cost effective, particularly if large groups of drivers are involved, it ensures that you can demonstrate that you have met your Duty of Care, and it creates an audit trail for your records.

9.  If your risk assessment finds a driver who is at high risk, failure to act can mean that you may be held culpable if the driver is subsequently found to be at fault in an accident.
Since you knew there was a risk, it was your responsibility to act and failure to do so puts you in a worse position than if you’d been ignorant of the risk.
So make sure that you satisfy yourself that you have access to remedial training before you begin your risk assessments.

10.  It is  also recommended  that you ask that your drivers to take annual health and eyesight checks which can catch problems early and help to ensure drivers are physically fit to drive and comply with the minimum eyesight requirement.  

It seems exhaustive but it’s worth implementing a plan of action and a driving at work policy.

Comply and stay legal or, chance your arm and hope that your drivers aren’t involved in an accident where the consequences leave your and the company exposed to prosecution through criminal or civil proceedings.

We hope you will find the above information usefull as we  feel we should always try to keep  all our CVSL customers  well informed about any new  legal requirments.


BMW 5 Series Targets The Company Car Sector

The BMW 5 Series is now available with a lower-powered engine making it more desirable for companies to contract hire and  use in there fleets as well as the personel contract hire market.
Powered by a 143bhp version of BMW’s 2.0-litre diesel engine, the 518d is a new starting point to 5-series which offers lower running costs. Fuel economy on the combined cycle is 62.8mpg (Touring: 58.9mpg) while CO2 emissions are 119g/km (Touring: 127g/km), which attracts a BIK rate of 18%.
With 266lb-ft of torque at 1,750 rpm it accelerates from 0-62 mph in 9.7 seconds (touring 10.1 seconds).
It comes at the same time as the 5 Series has been given a facelift with additional contour lines around the grille and a re-structured lower air intake, while indicator repeaters are incorporated into the door mirrors as standard. Standard equipment now includes business navigation, xenon headlights, BMW emergency call and teleservices. The saloon and touring also have new-style tail lights with LED light strips. Feel free to check out our up to the minutes rates on the CVSL website at www.cvsl.co.uk or call one of our sales team on 0800 084 4256 who will be only to happy to discuss your personnel requirements.

BVRLA claims plans will push fleets away from greenest vehicles

Plans to remove 100% First Year Allowances on low-emission cars purchased for leasing will push fleets away from the greenest vehicles, the BVRLA has warned the chancellor in its Budget submission.

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The submission focusses on three key areas where the association feels the Government’s strategy to reduce road transport carbon emissions is badly flawed.

The leasing industry has led the way in driving down CO2 emissions, helped by a tax regime that incentivises fleets and drivers to choose greener vehicles, But this  is being threatened by some glaring policy errors that the government needs  to deal with.

The BVRLA  is arguing for the Government to retain 100% First-Year Allowances for low-emission leased cars.

These allowances give corporate purchasers the ability to write-off the cost of low-emission cars against their taxable profits in the first year of ownership, says the BVRLA.

Unfortunately, even allowing for reduced fuel costs, such low-emission eco-diesel, hybrid and plug-in cars are more expensive than their higher-emitting petrol and diesel counterparts and the allowances play a vital role in enabling fleets to bridge this cost gap. 

It says that UK leasing companies have been very successful at passing on the benefit of these allowances to their customers. More than 19% of the company cars they supply currently qualify by virtue of emitting less than 110g/km CO2.

However, from April, the government wants to remove the ability to claim 100% first year capital allowances on low emission leased cars, while retaining it for direct purchasers.

It has justified this move by claiming that it is worried about the potential for the allowances to be claimed by companies leasing UK vehicles into other countries.

The association believes that removing the allowances discriminates against the thousands of businesses who rely on leasing to finance their transport requirements and will encourage them to lease cheaper, higher-emitting vehicles.

It estimates that the removal of 100% first-year allowances for the sector will lead to average new car emissions rising during the next tax year.

It is also arguing for a review of the current Approved Mileage Allowance Payment (AMAP) system, which reimburses employees who use their car at work as this  is the only company car tax or allowance that incentivises motorists to drive more.

In most cases, current AMAP rates overcompensate for work use of the average car and as such can provide tax-free extra income to many workers, who have an incentive to drive more ‘business miles’.

The BVRLA wants AMAP rates reviewed and linked to vehicle emissions, to encourage  fleet drivers to use greener cars and remove any incentive for extra mileage.

Finally, it is also calling for a re-think the Plug-in Car Grant scheme. The Government’s Plug-in Car Grant has been successful in subsidising manufacturers’ over-expensive list prices, but has struggled to drive significant take-up of ultra-low or zero emission vehicles.

The Government needs to replace or support the existing grant with guaranteed long-term incentives such as VED-exemption, subsidised charging points and free parking, which would support owners and stimulate demand for used plug-in cars.

So lets see what happens on March the 20th and hopefully we will have some good news to talk  about.