Free guide
Download the grey fleet guide and templates
Managing a grey fleet shouldn't mean chasing paperwork, worrying about HMRC compliance, or losing track of mileage claims.
This guide covers what the law expects of you, what HMRC needs to see, and how to write a policy your drivers will actually follow. It's written for HR, finance and operations teams in the UK.
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Get your copy of the grey fleet guide
With this guide, you'll be able to:
- Build a compliant grey fleet policy
- Handle HMRC-approved mileage reimbursement
- Meet your duty of care requirements
What you'll find in the guide
What a grey fleet is
Your legal responsibilities
Common risks and mistakes
Setting up a grey fleet policy
Managing your grey fleet
How technology can help
Setting up a grey fleet policy
Managing your grey fleet
How technology can help
Who the guide is for
If your employees drive for work, even occasionally, this guide is for you.
- HR and managers
- Finance and payroll teams
- Operations managers
- Fleet managers
- Business owners overseeing employee travel
- Team managers approving mileage claims and reimbursement
Look inside the guide
Seven chapters, from the basics to the tools that keep a growing grey fleet in check.
What is a grey fleet?
Chapter 1 · pages 4–7
What counts as a grey fleet, how it differs from company cars and other fleet types, the trends driving it, and who usually ends up managing it.
Risk assessment
Chapter 2 · pages 8–13
Your duty of care under UK law, how to assess driver, vehicle and journey risk, what evidence to keep, and what happens when risk assessment falls short.
Grey fleet policy
Chapter 3 · pages 14–17
Why anyone driving their own vehicle for work needs a written policy, what it should cover, and how to implement and enforce it without creating admin overhead.
HMRC rules
Chapter 4 · pages 18–24
What HMRC requires of employees and employers, how vehicle ownership affects compliance and tax, and the cost of poor record-keeping.
Reimbursement methods
Chapter 5 · pages 25–34
Grey fleet or company cars? Five vehicle cost models explained, with real-world cost examples for AMAPs, car allowances and company cars, and their tax implications.
Scaling checklist
Chapter 6 · pages 35–43
What breaks as you grow from 10 to 25 to 50+ drivers, and what to have in place at each stage for processes, compliance and ownership.
Software and tools
Chapter 7 · pages 44–52
Why spreadsheets stop working, what to look for in grey fleet software, and how mileage tracking keeps records accurate and audit-ready.
Tools and templates included in the bundle
The guide comes with three files that turn the advice into something you can use on Monday.
Risk assessment and compliance template
Check driver eligibility, vehicle standards and business insurance for every employee who drives for work.
Grey fleet policy example
A policy to adapt, covering travel decisions, vehicle standards, driver responsibilities and reimbursement.
Grey fleet scaling checklist
What happens when you grow from 10 to 25 to 50+ drivers, and what to put in place at each stage.
Get the guide and the templates
54 pages written for UK employers, plus a risk assessment template, a policy example and a scaling checklist.