In today’s complex and compliance-focused business environment, a motor vehicle policy is more than just a document—it guides how your organisation manages vehicles, drivers and operational responsibilities. Many organisations continue to operate with policies that are outdated or incomplete , which may not completely reflect the realities of modern fleet requirements.
A Motor Vehicle Policy Review (MVPR) provides an independent assessment of your policy, highlights potential gaps, and offers guidance on aligning policies with current practices. It supports informed decision making, clearer operational expectations and a foundation for smarter, more effective fleet management.
The policy problem: outdated, incomplete, and risky
Paul Oliver, Principal Consultant at Fleet Advisory, told Australasian Fleet Management Association (AfMA), many organisations still rely on vehicle policies that are outdated and fail to address current challenges and the modern work environment. (Fleet Policy & Vehicle Safety Standards - AfMA) This is especially concerning given that vehicles used for work purposes are legally treated as a place of work under Australian WHS legislation. For many individuals, the vehicle functions as a 'third space'—following the workplace and home—in terms of the amount of time spent there on a typical day.
What is a Motor Vehicle Policy Review?
The MVPR is a structured, expert-led assessment of your existing motor vehicle policy. It examines how well your policy addresses:
- Driver safety practices
- Regulatory requirements
- Operational effectiveness
- Grey fleet and pool vehicle management
- Onboarding, training, and incident response
The process is both comprehensive and collaborative. Organisations submit their current policy, which is then reviewed against a detailed checklist of essential and recommended criteria—many of which are grounded in best practice and effectiveness.
Why it matters: understanding legal and operational considerations
The consequences of an inadequate policy can be significant. In the event of a serious incident, regulators such as WorkSafe may request the organisation’s motor vehicle policy as a reference point. If the policy does not clearly outline the organisation’s approach to safety, there may be legal and reputational implications.
“We’ve reviewed over 100 policies in recent years. Most are good at describing the vehicle benefits but fall short on defining the vehicle as a place of work and what that means for the driver. That’s where the real risk lies. If you’re in court or responding to questions from a regulator, your policy is your frontline. You want to be confident it articulates your obligations and protects your organisation.”
Mat Prestney and Jeremy Sneddon, co-founders of Plumfleet
A strategic platform for fleet management
Beyond compliance, the MVPR provides strategic insights. It provides a clear roadmap for improvement and opens the door to broader fleet transformation. Crucially, it also highlights that managing your fleet in-house is not a substitute for a comprehensive policy review. In fact, the MVPR helps map out the requirements that a Fleet Management Organisation (FMO) like Interleasing is uniquely positioned to fulfill.
Once the policy is reviewed and updated, Interleasing can help bring it to life through:
- Driver Hub – for policy distribution and acknowledgement
- Driver Manager – to support ongoing compliance and engagement
- Pool Booking and Grey Fleet tools – for operational control
- Driver Training – to encourage safe driving practices
The process is both comprehensive and collaborative. Organisations submit their current policy, which is then reviewed against a detailed checklist of essential and recommended criteria—many of which are grounded in best practice and effectiveness.
Why it matters: understanding legal and operational considerations
The consequences of an inadequate policy can be significant. In the event of a serious incident, regulators such as WorkSafe may request the organisation’s motor vehicle policy as a reference point. If the policy does not clearly outline the organisation’s approach to safety, there may be legal and reputational implications.
“We’ve reviewed over 100 policies in recent years. Most are good at describing the vehicle benefits but fall short on defining the vehicle as a place of work and what that means for the driver. That’s where the real risk lies. If you’re in court or responding to questions from a regulator, your policy is your frontline. You want to be confident it articulates your obligations and protects your organisation.”
Mat Prestney and Jeremy Sneddon, co-founders of Plumfleet
A strategic platform for fleet management
Beyond compliance, the MVPR provides strategic insights. It provides a clear roadmap for improvement and opens the door to broader fleet transformation. Crucially, it also highlights that managing your fleet in-house is not a substitute for a comprehensive policy review. In fact, the MVPR helps map out the requirements that a Fleet Management Organisation (FMO) like Interleasing is uniquely positioned to fulfill.
Once the policy is reviewed and updated, Interleasing can help bring it to life through:
- Driver Hub – for policy distribution and acknowledgement
- Driver Manager – to support ongoing compliance and engagement
- Pool Booking and Grey Fleet tools – for operational control
- Driver Training – to encourage safe driving practices
Who should care? Everyone!
The MVPR isn’t just for fleet managers. It’s relevant to:
- HR and WHS teams – who are responsible for employee safety practices
- CFOs and CEOs – with strategic oversight and accountability considerations
- Line managers – who supervise staff using vehicles
- Employees – who benefit from clear, safety-aware, and fair policies
By engaging all stakeholders, the MVPR creates alignment and accountability across the organisation.
Take the first step
If your motor vehicle policy hasn’t been reviewed in the last two years - or if you’re unsure whether it meets current operational standards - it’s time to act.
A Motor Vehicle Policy Review is more than a compliance exercise. It provides insights that can support safer practices, improved operational clarity and informed decision making.
Contact Interleasing today to schedule your MVPR and take the first step toward a more effective, smarter fleet.
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