If your company provides vehicles for employees to use, it’s important to have a clear and comprehensive vehicle use agreement in place. In New Zealand, this agreement should outline the expectations and responsibilities of both the company and the employee when it comes to the use of company vehicles.

The purpose of a vehicle use agreement is to establish guidelines for the safe, responsible, and legal use of company-owned vehicles. This can help reduce the risk of accidents, prevent costly damage to vehicles, and ensure that employees understand their obligations under the law. Here are some important points to consider when drafting a vehicle use agreement for your company in New Zealand:

1. Define eligible drivers – Who is authorised to drive company vehicles? Specify which employees are allowed to use company vehicles and under what circumstances. Be sure to check that they have a valid New Zealand driver’s license.

2. Detail the purpose of vehicle use – Are the company vehicles only to be used for business-related trips or can they be used for personal use as well? Be clear about the intended uses of the vehicle(s).

3. Establish rules for vehicle care – Who is responsible for maintaining the vehicle(s)? Outline the maintenance tasks required to keep the vehicle(s) in good condition, such as regular servicing and keeping the vehicle clean.

4. Set limits on usage – Indicate whether there are any restrictions on the amount of time the vehicle(s) can be used. For example, are they only available during normal working hours or can they be used after hours? Specify any other limitations, such as any restrictions on travel outside of major cities or urban areas.

5. Include safety guidelines – It’s essential to outline safety rules and guidelines to minimise the risk of accidents. These might include instructions on seat belt use, speed limits, and other safety measures.

6. Establish consequences for policy violations – Consequences for violating the vehicle use agreement should be outlined, such as fines or other disciplinary action.

By establishing a clear and concise vehicle use agreement, you can help ensure that your employees are using your company vehicles safely, responsibly, and within the bounds of the law. To create a sound vehicle use agreement that is tailored to your business, consider consulting a lawyer or another legal professional who can assist you in drafting a document that reflects your company policies and best practices.