Tool Kit

Policies and Procedures

Policies and procedures are the foundation of a good road safety program. Their primary goal is to help keep workers safe and prevent crashes by reducing or eliminating risk. They also provide decision-making guidance and instructions for all employees. Learn how to create your own road safety policies and procedures using our templates.


What are policies and procedures?

Policies define an organization’s commitment to safety. Procedures explain the actions needed to fulfill the policy.

Road safety policies

Policies cover the principles and strategies an organization uses to guide its decisions. They explain the “why” and set out the roles and responsibilities of the employer, supervisors, and employees. Effective policies provide clear guidance and need to be communicated to everyone in the organization.

Here’s an example of a basic road safety policy:

“XYZ Inc is committed to employee safety. To protect our employees, other drivers, pedestrians, and cyclists, we require our employees who drive for work to focus on their driving and avoid engaging in distracting activities.”

Road safety procedures

Safe work procedures are road safety cornerstones. They explain how the organization expects its employees to drive. Effective procedures are easy to understand and apply. Employers need to train and instruct employees in their procedures and ensure they are being followed.

Here’s an example of a very basic safe driving procedure:

When driving for work, employees will:

  • Pay full attention to driving at all times
  • Identify hazards and respond proactively
  • Avoid high-risk driving behaviours, such as speeding, tailgating, failing to yield, improper passing or lane changes, etc.

Creating road safety policies and procedures

Your organization can have separate road safety policies and procedures or combine them. To be effective, policies and procedures need to provide clear guidance and be communicated to everyone in the organization. Use our templates to get started.

Steps to follow

Following these basic steps, you can build your own driving policies and procedures. Even a small organization with limited resources can do it.

1. Build a team
2. Determine priorities and set goals
3. Gather information
4. Answer the 5 Ws
5. Put them on paper
6. Publish and communicate
7. Revise and improve

Topics to cover

Your organization can create a policy and procedures for any driving-related hazard. Download and adapt our templates for the following topics:

You can create policies and procedures to cover a number of other road safety issues, including:


Resources

Template

Check-in Procedures Template

Keeping in contact with drivers helps ensure their safety. Customize this template to create procedures for regular check-ins while they’re on the road.
Template

Distracted Driving Policy Template

Distracted driving can be prevented. Customize this template to create procedures your drivers can follow to reduce the risks created by phones and other distractions.
Template

Driver Assessment Procedure Template

Assessing driver skills and behaviours is a cornerstone of road safety. Customize this template to create procedures to help you evaluate drivers.
Template

Driver’s Seat and Mirror Adjustments Procedure Template

Adjusting their workplace on wheels can increase driver comfort and visibility while reducing the risk of injury. Customize this template to create a policy and procedures for adjusting seats and mirrors.
Template

Impairment Policy Template

Employers need to reduce the risk of impaired driving on the job. Customize this template to build an impairment policy that’s right for you and your employees.
Template

Journey Management Policy Template

Journey management can help ensure all driving is necessary and as safe as possible. Customize this template to create procedures driver can follow to plan their trips.
Template

Safe Driving Procedures Template

Written procedures explaining your expectations for work driving help drivers understand what to do behind the wheel. Customize this template to build safety rules that suit your organization.
Template

Using Employee Owned Vehicles for Work Procedure Template

Employers are responsible for the safety of employees who drive a personal vehicle for work. Customize this template to create a policy for the use of employee vehicles.
Template

Using Rented or Shared Vehicles for Work Procedure Template

Renting or sharing vehicles can be a cost-effective way for employees to travel. Customize this template to create a policy and procedures for the use of rentals and shared vehicles.
Template

Winter Driving Policy and Procedures Template

Organizations of all sizes can benefit from having a winter driving policy. Customize this template to help keep your drivers safe.