Vehicle suitability

Quick links
When considering and comparing new vehicles, you need to take the time to think about their specifications and features as this will greatly influence what you can safely use them for, as well as associated expenses.

Driver safety, load stability and security features should be the first points to check off during the shortlisting process, but there’s also issues like fuel efficiency and emissions to think about.

Once a vehicle becomes part of a fleet or starts being used for commercial activities, the responsibility to have defect repairs, maintenance and safety inspections conducted in a timely and effective manner, and to make appropriate reports and records, should be shared between managers and drivers. Even if the vehicle being used is personally owned by a worker, their employer must ensure that it’s safe and suitable.

Key actions to ensure vehicles are safe for their intended use

  • Limit the variety of vehicles within your fleet so you can maintain a good understanding of the standard and performance ability of the vehicles that make up your fleet. This will make it easier to decide which vehicles can be used for certain tasks and to keep track of what each driver can or cannot operate.
  • Make sure that all vehicles are insured for commercial use, appropriately maintained and have a valid MOT certificate (if necessary). This is the minimum you should be doing to fulfil your responsibilities.

    - Drivers and managers must understand the insurance cover each vehicle has and the conditions on the policies (e.g. maximum load height).
  • Think about what restrictions you might want to have in place, such as engine size and type, when deciding which vehicles to purchase for your fleet. The performance of drivers can be enhanced by avoiding higher performance and/or prestige vehicles.
  • Consider what the maximum height of vehicles (including car transporters and HGVs) that you purchase should be, particularly if it’s likely that your drivers will have to take routes with potential obstacles like low bridges.

    - If this is not practicable, look into how technology could help, e.g. proximity warning devices and in-vehicle CCTV.
  • Check that each driver has the right training and experience for the vehicle they’re assigned and conduct regular driving licence checks. Driver selection is just as, if not more, important than your vehicle purchase choices.
  • Work out how often each vehicle should be inspected. This will depend on what the vehicle is used for (e.g. towing) and mileage.
  • Ensure the following aspects are checked on a weekly basis, alongside additional bespoke checks carried as and when it is necessary:

    - brake and power steering fluids;

    - engine coolant and oil;

    - horn;

    - lights/bulbs/reflectors;

    - mirrors;

    - seat belts;

    - tyres, including the spare (pressure, tread depth, damage); and

    - windscreen washer fluid (including anti-freeze in  winter) and wipers.
  • Ensure windows are clean so that the driver’s field of vision isn’t restricted and cabs are kept tidy to minimise the risk of objects causing obstructions around the pedals and other controls. (Also consider that a dirty vehicle will not create a good impression to a customer!)

Relevant suppliers

We have a wide range of preferred suppliers who can help with a variety risk management issues, with special offers for Allianz Commercial policyholders. The following might be useful for fleet operators:

Fleet risk solutions

Vehicle CCTV and tracking

Real-time driver coaching

Vehicle incident analysis

Additional resources

Getting the standard right

Find information on regulations that you and your business may need to comply with.
A-Z of legislation

Products and services

Allianz policyholders benefit from exclusive promotions from trusted providers.
Preferred supplier offers

Ask an expert

Got a risk management issue that you'd like to talk with someone about?
Send us your query
Frequently asked questions
Find answers to some common queries about managing risks to people, property and business continuity.
Search FAQs

Related topics

Maintain safety and security throughout your fleet operations by also considering these topics:

Arson
Construction site traffic management
Driving conditions
Environmental management systems
Health and safety risk assessments
Lone and mobile workers
Management of keys and access codes
Perimeter and building defences
Route planning
Storage of flammables and explosives
Vehicles and parts (security)
Workplace transport

Useful links for vehicle suitability

More guidance and support on purchasing and maintaining vehicles for commercial use can be found at these websites:

BSI (The British Standards Institution)
CILT (Chartered Institute of Logistics and Transport)
DfT (Department for Transport)
DfT - Safety of loads on vehicles: code of practice
DVLA (Driver and Vehicle Licensing Agency)
DVSA (Driver and Vehicle Standards Agency)
DVSA - Vehicle approval
Highways England
HSE (Health and Safety Executive)
HSE - Work related road safety
HSE - Vehicle safety
HSE - Load safety
HSL (Health & Safety Laboratory)
ISO (International Organization for Standardization)
RoSPA (Royal Society for the Prevention of Accidents)
SOE (Society of Operations Engineers)

Follow us