The Ultimate Grey Fleet Checklist for Employers

Employees using their personal cars for business purposes – known as “grey fleet” – is now a major part of business travel in the UK. It’s estimated that there are 14 million grey fleet vehicles on UK roads, and more than 80% of businesses rely on them.  

While grey fleets may offer flexibility and cost savings, they also create significant compliance responsibilities for employers. In fact, many businesses are either unaware of these obligations or unsure how to manage them.   

This checklist will help you keep your grey fleet safe, compliant and well-managed. 

1. Check all documentation

Every employee who uses their own vehicle for business purposes must have: 

• A valid MOT certificate (if the car is over three years old) 

• Road tax up to date 

• Appropriate insurance that includes business use, not just social, domestic and commuting 

• A full, valid driving licence 

It’s vital to carry out regular checks - ideally once a year - to make sure nothing has lapsed. 

2. Check the safety of your drivers

Under the Health and Safety at Work Act 1974, employers must assess whether employees are safe and competent to drive for work. This includes reviewing:  

• Driving experience and skill level  

• Attitude and maturity behind the wheel  

• Health or medical conditions that could impact driving  

• Previous driving offences or penalty points  

Assessing driver suitability isn’t just a box-ticking exercise. It’s about protecting your employees and minimising the risk of road accidents. 

3. Check the safety of each vehicle

A vehicle might be insured and MOT-certified, but that doesn’t always mean it’s safe. Employers should collect and monitor key information on every grey fleet vehicle, such as:  

• Registration number  

• Make, model, and age of the car  

• Current mileage  

• Safety rating  

• Service history  

This information helps you track whether vehicles are becoming high-risk, for example, due to age, wear, or high mileage. 

4. Invest in training

Employers also have a responsibility to ensure staff are trained to drive safely for work. In addition to driving skills, training should also include awareness of what to do in the event of an emergency. Useful courses include:  

• First aid at the roadside  

• Incident response and accident reporting  

• Defensive or eco-driving skills (for high-mileage drivers) 

5. Create a driving policy

A clear driving-for-work policy sets expectations and ensures employees understand their responsibilities. It should cover: 

• Minimum requirements to drive for work (MOT, insurance, licence checks) 

• What’s expected of drivers (safe conduct, reporting incidents, fatigue management) 

• Employee responsibilities for keeping vehicles roadworthy 

6. Offer guidance on repairs and maintenance

Regular servicing and repairs play a crucial role in keeping vehicles safe. Employers should:  

• Provide guidance on when vehicles should be serviced  

• Encourage routine checks (tyres, brakes, lights, fluids)  

• Support access to trusted garages to make compliance easier  

FixMyCar can help you take this one step further by providing access to a nationwide network of vetted garages, ensuring that every vehicle in your grey fleet receives proper servicing and repairs. That means safer cars, lower risk and peace of mind for you as an employer. 

Read more here: Why choose FixMyCar?

Grey fleets may appear to be a low-cost option, but without proper checks and support, they can quickly become a liability. By following this checklist, you can protect your business, safeguard your employees and keep your grey fleet moving safely. 

More advice about grey fleet: 

• Grey fleet compliance: what employers need to know