ALLIANZ GLOBAL CORPORATE & SPECIALTY®

SAMPLE FLEET
MANAGEMENT
POLICY
ALLIANZ RISK CONSULTING
TABLE OF CONTENTS
1 Motor Vehicle Safety Policy
2 Organization and Responsibilities
3 Vehicle Use
4 Driver Selection
5 Accident Recordkeeping, Reporting and Analysis
6 Employee Accident Reporting Procedure
7 Company Accident Review Board
8 Vehicle Selection, Inspection and Maintenance
9 Driver Training
10 Driver Safety Regulations
11 Appendix
Vehicle Assignment Agreement
Application Addendum For Employment Requiring Driving
Guide For Preventable and Nonpreventable Accidents
Vehicle Inspection Report
Accident Report Form

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MOTOR VEHICLE SAFETY POLICY ORGANIZATION AND RESPONSIBILITIES
1. Policy 1. Company President
Many employees operate company owned, leased, The company president is responsible for directing
rental or personal vehicles as part of their jobs. an aggressive vehicle safety program.
Employees are expected to operate vehicles safely
2. Management will
to prevent accidents which may result in injuries and
property loss. It is the policy of (INSERT COMPANY a. Implement the Motor Vehicle Safety Program
NAME HERE) to provide and maintain a safe working in their areas of responsibility.
environment to protect our employees and the citizens
b. Establish measurement objectives to ensure
of the communities where we conduct business from
compliance with the program.
injury and property loss. The company considers the
use of automobiles part of the working environment. c. Provide assistance and the resources necessary
The company is committed to promoting a heightened to implement and maintain the program.
level of safety awareness and responsible driving
3. Supervisors will
behavior in its employees. Our efforts and the
commitment of employees will prevent vehicle a. Investigate and report all accidents involving
accidents and reduce personal injury and property loss a motor vehicle used in performing company
claims. This program requires the full cooperation business. Forward all accident reports to the Vehicle
of each driver to operate their vehicle safely and to Safety Coordinator.
adhere to the responsibilities outlined in the Motor
b. Be responsible for taking appropriate action to
Vehicle Safety Program. Elements of this program
manage high risk drivers as defined by this program.
include:
c. Provide driver training either internally or through
• Assigning responsibilities at all levels of
external means for high risk drivers.
employment.
4. Vehicle Safety Coordinator
• Vehicle use and insurance requirements.
a. Issue periodic reports of losses for the president’s
• Employee driver’s license checks and identification
review.
of high risk drivers.
b. Review motor vehicle accident reports as part
• Accident reporting and investigation.
of the Company Accident Review Board.
• Company Accident Review Board.
c. Revise and distribute changes to the Motor Vehicle
• Vehicle selection and maintenance. Safety Program to managers, supervisors and
• Training standards. drivers as necessary.

• Safety regulations. d. Maintain appropriate records.

2. Responsibility 5. Drivers will

Management is responsible for successful a. Always operate a motor vehicle in a safe manner
implementation and on-going execution of this as explained under the section titled, “Driver Safety
program. Supervisors and employees are responsible Regulations”.
for meeting and maintaining the standards set forth in b. Maintain a valid driver’s license and minimum
this program. insurance requirements on personal vehicles used
in company business.
3. Scope
c. Maintain assigned vehicles according to established
This policy applies to employees who operate vehicles
maintenance standards.
on company business and will be reviewed by
managers and supervisors to ensure full
implementation and compliance.

Signed Date

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VEHICLE USE DRIVER SELECTION
1. Company Owned Vehicles 1. Driver Evaluation
a. Passenger Cars Employees will be evaluated and selected based on
their driving ability. To evaluate employees as drivers,
Employees authorized by their supervisors will be
management will:
permitted to operate a passenger car. When the
vehicle is driven for personal use, only the employee a. Review past driving performance and work
or the employee’s spouse will be permitted to experience through previous employers reference
operate the vehicle. No one under the age of 21 checks. All new employees and current employees
will be permitted to operate the vehicle. recently assigned to driving duties will be required
to complete the “Application Addendum For
b. Commercial Vans and Trucks
Employment Requiring Driving”.
Employees with appropriate commercial driver’s
b. Review the employee’s Motor Vehicle Record (MVR)
license (if required by the state), authorization from
annually (more frequently if reasons warrant).
their supervisor and qualified by state and Federal
DOT when applicable will be permitted to operate c. Ensure the employee has valid driver’s license.
the vehicle.
d. Ensure the employee is qualified to operate the type
2. Personal Vehicles on Company Business of vehicle he/she will drive.
a. Employees who drive their personal vehicles on 2. Driver Qualification
company business are subject to the requirements
Effective driver qualification controls are important
of this program including:
elements of a successful motor vehicle safety program.
i. Maintaining auto liability insurance with minimum Management developed and incorporated standards
limits of $______________ for bodily injury and into this program, which reflect the skills necessary for
$_________ for property damage with combined satisfactory job performance while taking into
single limit of $____________. consideration applicable Federal and state regulations.
ii. Maintain current state vehicle inspections when a. The company has implemented three levels of driver
required. qualification criteria. Use of any or all of these
criteria is dependent upon the nature and scope
iii. Maintain their own vehicle in a safe operating
of the driving requirements.
condition when driven on company business.
i. State-regulated driver qualification parameters
iv. Proof of insurance (copy of declaration page)
must be met. Regulatory information will be
will be sent to ______________.
obtained from applicable state departments
v. Acceptable Motor Vehicle Report (MVR). of transportation and motor vehicle services.
vi. No ‘business use’ exclusion on personal insurance ii. Where applicable, drivers will comply with DOT
policy. Commercial Driver License (CDL) regulations.
3. Rental Vehicles iii. Drivers involved in interstate or foreign commerce
in vehicles with Gross Motor Vehicle Weight Rating
a. Rental vehicles will be leased from (INDICATE
(GMVR) of 10,001 pounds or more, designed to
VENDORS SUCH AS HERTZ, AVIS, ETC..).
transport 16 or more passengers, including the
b. Collision damage waiver will be refused. driver, or used in the transportation of hazardous
materials in a quantity requiring placarding under
4. Unauthorized Use of Vehicles
the DOT Hazardous Materials Regulations, are
Assigned drivers and other authorized employees will subject to the requirements of the DOT Federal
not allow an unauthorized individual to operate a Highway Administration’s Federal Motor Carrier
company vehicle. No exceptions! Disciplinary action Safety Regulations.
may be taken. Additionally, if unauthorized use results
iv. Drivers involved in intra or interstate operations
in an accident, the responsible employee will be
with GMVR of 26,001 pounds or more must have
required to make restitution for the damages.
a CDL license and be enrolled in a DOT Drug
5. Contractors and Temporary Hire Employees and Alcohol Testing Program.
Contractors and temporary employees will be treated b. The following criteria was established to identify
as company employees and will comply with the high risk drivers. A driver is unacceptable if the
requirements of this program. Failure to meet all driver’s accident/violation history in the past year
requirements will result in the immediate loss of driving includes one or more of the following moving
privileges. violation convictions:

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 i. Driving under the influence of alcohol or drugs 3. Responsibility
(DWI). Implementation of these procedures remains the
ii. Hit and run. responsibility of both the driver and manager.
iii. Failure to report an accident. a. Driver
iv. Negligent homicide arising out of the use Since the driver is the first person at the accident
of a motor vehicle. scene, he/she will initiate the information-gathering
process as quickly and thoroughly as is feasible.
v. Operating during a period of suspension
or revocation. b. Management
vi. Using a motor vehicle for the commission Management will obtain accident data from the
of a felony. driver through the Transportation Accident Report
form and/or by verbal communication. It is
vii. Operating a motor vehicle without the owner’s
important for management to determine the extent
authority.
of the accident, especially if it involves injury or
viii. Permitting an unlicensed person to drive. death to the driver, passengers, or other parties.
ix. Reckless driving. c. Management will immediately proceed with a
x. Speeding (3 or more in a 3 year period). formal investigation to determine the underlying
causes as well as what can be done to prevent
xi. Two preventable accidents in a 12 month period. similar occurrences. The accident report will be
Drivers who are identified as high risk or in violation forwarded to the insurance claims office along with
may be subject to several actions from any additional support data (e.g., witness
management including, but not limited to: statements, photographs, police reports, etc.).

i. Driver may be required to attend a Defensive or 4. Driver Participation In Repair Costs

Safety Driving course on their own time & expense. If a vehicle is involved in an accident which is
ii. Driver may be required to operate their own
determined preventable, driver reimbursement
personal vehicle on company business. to the company should be as follows:

iii. Driver may have their driving privileges suspended a. The first 50% of the repair cost, up to a maximum
or revoked. reimbursement of $250 per accident, if the vehicle is
repairable, will be charged back to the driver.
ACCIDENT RECORDKEEPING, b. If the vehicle is a total loss, the driver will be charged
$250.
REPORTING AND ANALYSIS
5. Preventable/Non-Preventable Accidents
1. This company considers elimination of motor vehicle The following definitions relate to motor vehicle
accidents as a major goal. To meet this objective, all accidents:
accidents will be reported to management,
a. A motor vehicle accident is defined as “any
investigated, documented and reviewed by the occurrence involving a motor vehicle which results in
Company Accident Review Board. The investigation death, injury or property damage, unless such
identifies need for: vehicle is properly parked. Who was injured, what
2. A more intensive driver training and/or remedial property was damaged and to what extent, where
training. the accident occurred, or who was responsible, are
not relative factors”.
a. Improved driver selection procedures.
b. A preventable accident is defined as “any accident
b. Improve vehicle inspection and/or maintenance involving the vehicle, unless properly parked, which
activities. results in property damage or personal injury and in
c. Changes in traffic routes. which the driver failed to do everything he/she
reasonably could have done to prevent or avoid
3. Motor vehicle accident recordkeeping procedures the accident”.
consist of the following components:
Note 1: A properly parked motor vehicle is one that is
a. Documentation of causes and corrective action. completely stopped and parked where it is legal and
prudent to park such a vehicle or to stop to load/unload
b. Management review to expedite corrective action.
property. Vehicles stopped to load/unload passengers is
c. Analysis of accidents to determine trends, recurring not considered parked.
problems and the need for further control
measures.

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Note 2: Parking on private property will be governed Note 4: Accident reporting kits: every company vehicle
by the same regulations that apply on public streets and should have an accident reporting kit in the glove box.
highways. A vehicle stopped in traffic in response to a sign, This should include an accident report form, pen or pencil,
traffic signal or the police is not considered parked. and an inexpensive or disposable camera.
c. The determination of preventability of an accident
is the function of the Company Accident Review COMPANY ACCIDENT REVIEW BOARD
Board.
All vehicle collisions should be analyzed, and a written
Note 3: See attached “Guide For Preventable report submitted to management for review.
and Nonpreventable Accidents” in Appendix. A determination of accident preventability should be
made. Where the collision was preventable by the
EMPLOYEE ACCIDENT REPORTING company driver, the driver should be counseled, given
additional training, given time off without pay, placed
PROCEDURE on probation, transferred to non-driving duties, disciplined
in other ways, or employment (or services for independent
Employees will take the following actions when there contractors) terminated according to corporate, union,
are injuries to persons and/or damage to other vehicles and governmental guidelines.
or property:
However, this does not absolve management from
1. If possible, move the vehicle to a safe location out improving safety of the work and driving environment.
of the way of traffic. Call for medical attention The Vehicle Safety Coordinator, drivers and management
if anyone is hurt. personnel should each participate in the analysis.
Management deficiencies and/or lack of management
2. Secure the names and addresses of drivers and
action should also be part of the accident review.
occupants of any vehicles involved, their operator’s
Management has the legal obligation not only for driver
license numbers, insurance company names and policy safety but the safety of the general public as well.
numbers, as well as the names and addresses of
injured persons and witnesses. Record this information To determine preventability an accident review board has
on the Accident Report form (in the reporting packet). been established. Members consists of both management
and field personnel. The main charge, of the review
Do not discuss fault with, or sign anything for anyone
board, is to determine whether the fleet accident was
except an authorized representative of (INSERT
preventable or nonpreventable and whether or not it is
COMPANY NAME HERE), a police officer, or a chargeable to the driver.
representative of the (INSERT THE COMPANY
INSURANCE COMPANY NAME HERE). The attached material, “Guide For Preventable and
Nonpreventable Accidents”, will be used as a guide
3. Immediately notify the Vehicle Safety Coordinator for this determination. Majority vote rules.
(INSERT NAME AND TELEPHONE NUMBER HERE).
The committee will report to the Vehicle Safety
If any injuries were involved and the Vehicle Safety
Coordinator within 3 working days the results of their
Coordinator is not available, contact your supervisor review. The Vehicle Safety Coordinator will take the
immediately. appropriate steps and communicate the results to the
4. You will be contacted by the Vehicle Safety Coordinator affected driver and supervisor.
to advise you how to arrange for repairs to the vehicle.
Do not have the vehicle repaired until you receive VEHICLE SELECTION, INSPECTION
authorization from the Vehicle Safety Coordinator.
AND MAINTENANCE
When there is theft of or damage to your vehicle only:
1. Introduction
1. If you did not witness the damage to the vehicle, you
must notify the local police department immediately. Proper selection and maintenance of equipment
are important aspects of this program. Reduced
2. Immediately notify Vehicle Safety Coordinator (INSERT operational costs and accidents from vehicle defects
NAME AND TELEPHONE NUMBER HERE). are the direct result of a well implemented
3. You will be contacted by the Vehicle Safety Coordinator maintenance policy.
to advise you how to arrange for repairs or 2. Vehicle Selection
replacement of the vehicle. Do not have the vehicle
Selection of vehicles begins with understanding the
repaired until you receive authorization from the
wrong equipment can result in excessive breakdowns,
Vehicle Safety Coordinator. create hazards to personnel, incur costly delays and
4. Send a copy of the police report along with a memo contribute to poor service and customer complaints.
outlining any additional information to the Vehicle The company will purchase vehicles designed for their
Safety Coordinator. intended use.

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3. Vehicle Inspection DRIVER TRAINING
The employee responsible for the vehicle will inspect
the vehicle semi-annually using the Vehicle Inspection 1. Drivers hired by this company to operate a motor
Report form (see appendix) and forward the report vehicle will have the basic skills and credentials
to the Vehicle Safety Coordinator. More frequent necessary to perform this function as confirmed through
inspections and reports may be required based the driver selection process.
on heavy use.
2. New employees, contractor, and temporary hires will
4. Vehicle Maintenance receive a copy of this program as part of their initial
Vehicle maintenance can take the form of three distinct orientation. A formal orientation program is established
programs: preventive maintenance, demand to help assure all drivers are presented with the
maintenance, and crisis maintenance. While all three company policy, understand their responsibilities and
types have their role in the Motor Vehicle Safety are familiarized with their vehicle. Areas that must be
Program, the most cost effective control is preventive addressed, with the driver, include:
maintenance. The groundwork for a good preventive
maintenance program starts with management. a. Understand, review and given a copy of the Fleet
A review of manufacturer’s specifications and Safety Program.
recommendations for periodic preventive maintenance b. Understand and sign the Vehicle Assignment
should be integrated with the actual experience Agreement.
of the vehicles.
c. Review individual Motor Vehicle Report (MVR).
a. Preventive maintenance (PM) is performed on a
mileage or time basis. Typical PM includes oil/filter d. Understand accident reporting & emergency
changes, lubrication, tightening belts and procedures.
components, engine tune-ups, brake work, tire e. Review operation and controls of vehicle being
rotation, hose inspection/replacement and radiator assigned.
maintenance.
f. Inspect vehicle using Vehicle Inspection Form.
b. Demand maintenance is performed only when the
A copy of this program will be kept in the vehicle.
need arises. Some vehicle parts are replaced only
when they actually fail. These include light bulbs 3. License Suspension
window glass, gauges, wiring, air lines, etc. Other Drivers must notify the Vehicle Safety Coordinator
“demand maintenance” items involve vehicle
components that are worn based on information if their license is suspended or revoked.
from the vehicle condition report. These include 4. Remedial Training
tires, engines, transmissions, universal joints, Drivers may be required to attend a safe driving school
bushings, batteries, etc. Since these situations are (National Safety Council Defensive Driving course or
identified through periodic vehicle inspection, they
equivalent) or an alcohol/drug abuse program on their
can actually be classified within the PM program.
own time and at their own expense if a review of the
c. Crisis maintenance involves a vehicle breakdown driver’s MVR indicates:
while on the road. While situations of this type may
happen regardless of the quality of the PM a. One or more violation convictions within
program, it is an expensive alternative to not having any one-year period, or
an effective preventive maintenance program at all. b. A conviction for driving while under the influence of
Crisis maintenance situations should be minimized alcohol or drugs.
through proper PM procedures.
Also, depending on the severity of the conviction, the
5. Recordkeeping employee’s driving privileges may be revoked and/or
may result in employment termination.
This company’s vehicle selection, inspection
and maintenance program is only as good as its
recordkeeping procedures. Employees will forward
all vehicle maintenance records for maintenance
performed each quarter to the Vehicle Safety
Coordinator.

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DRIVER SAFETY REGULATIONS d. Incoming calls should be limited.
e. For any vehicle equipped with cellular telephone
1. Safety Belts that does not meet the above equipment
The driver and all occupants are required to wear safety specifications, use of the telephone is authorized
belts when the vehicle is in operation or while riding in when the vehicle is safely parked.
a vehicle. The driver is responsible for ensuring f. Employees are prohibited from using headphones,
passengers wear their safety belts. Children under four ear buds or similar devices while operating a motor
years of age or under 40-pounds in weight must be vehicle.
secured in a DOT approved child safety seat.
g. Inputting addresses or destinations into a GPS
2. Impaired Driving while vehicle is in motion is prohibited.
The driver must not operate a vehicle at any time when
6. Motorcycles
his/her ability to do so is impaired, affected, influenced
Employees are prohibited from using motorcycles when
by alcohol, illegal drugs, prescribed or over-the-counter
traveling on company business.
medication, illness, fatigue or injury.
7. General Safety Rules
3. Traffic Laws
Drivers must abide by the federal, state and local motor Employees are not permitted to:
vehicle regulations, laws and ordinances. a. Pick up hitchhikers.
4. Vehicle Condition b. Accept payment for carrying passengers or
Drivers are responsible for ensuring the vehicle is materials.
maintained in safe driving condition. Drivers of daily c. Use any radar detector, laser detector or similar
rentals should check for obvious defects before leaving devices.
the rental office/lot and, if necessary, request another
d. Push or pull another vehicle or tow a trailer.
vehicle if the first vehicle is deemed unsafe by the
employee. Drivers are encouraged to rent vehicles e. Transport flammable liquids or gases unless a DOT
equipped with air bags and ABS brakes, where or Underwriters’ Laboratories approved container is
available. used, and only then in limited quantities.

5. Cellular Telephones, GPS, Radios f. Use of burning flares will be discouraged. The
The following procedures apply to employees driving preferred method is the use of reflective triangles.
on company business who wish to use cellular g. Assist disabled motorists or accident victims beyond
telephones in the vehicle. their level of medical expertise. If a driver is unable
to provide the proper medical care, he/she must
a. External speaker and microphone must be included restrict his/her assistance to calling the proper
to allow hands-free operation. authorities. Your safety and well being is to be
b. Phone number memory and programming protected at all times.
capabilities are to be included. 8. Company and Personal Property
c. Drivers are to refrain from placing outgoing calls or Employees are responsible for company property such
responding to texts while the vehicle is in motion. as computers, work papers and equipment under their
control. The company will not reimburse the employee
for stolen personal property.

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APPENDIX
FORMS/ATTACHMENTS
• Vehicle Assignment Agreement
• Application Addendum For Employment Requiring Driving
• Guide For Preventable and Nonpreventable Accidents
• Vehicle Inspection Report
• Accident Report Form

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VEHICLE ASSIGNMENT AGREEMENT
The undersigned hereby acknowledges receipt of a company-owned or leased automobile. I understand this vehicle
is to be regularly maintained and serviced, according to the service schedule outlined in the Owner’s Manual or the
instructions issued by the Vehicle Safety Coordinator, whichever is appropriate.
Further, it is agreed this vehicle will be operated in a safe manner. I agree to wear my seat belt whenever the vehicle
is in motion and will require other occupants to do so. I agree to be responsible for all traffic and parking violations
that occur while the vehicle is assigned to me.
I understand articles of this agreement apply regardless of who is operating this vehicle. I may authorize others to drive
this vehicle according to the following guidelines:
• Licensed spouse except if under 21 years of age.
• Licensed employees of (INSERT COMPANY NAME HERE) or its subsidiaries or affiliates.
• Other licensed drivers as I so designate in emergency situations only.
I agree to promptly report all accidents or incidents resulting in injury or damage to the vehicle or other property,
no matter how slight.
I understand I am required to maintain a valid driver’s license. Further, I herewith grant (INSERT COMPANY NAME
HERE) the right to investigate my motor vehicle driving record any time. My current driver’s license is issued from the
State of (STATE NAME) and is No._________. I understand that I am responsible for my own license plate renewal, the
cost of which will be reimbursed by the company. (Optional)
If my driving record contains two moving violations within one-year period, my record will be brought up before the
Company Accident Review Board for consideration of remedial training and/or loss of driving privileges.
I will be required to attend a safe driving class on my own time and at my expense, and to provide the Vehicle Safety
Coordinator with confirmation of attendance within thirty days of notification if decided by the review board.
I understand I am not to modify the vehicle in any way without written permission. This specifically applies to the
installation of cellular telephones, radios, CBs, speakers, etc. Further, trailer hitches and towing trailers are specifically
prohibited. Further, I will not take this vehicle out of the United States without written permission from the Vehicle Safety
Coordinator.
I agree to reimburse the company for damages done to this vehicle because of my negligence. In the event of an
accident, which has been determined to have been my fault by citation, traffic court conviction, by my own admission,
or determination by management, I recognize that I am responsible for the first 50% of the repair cost, up to a maximum
reimbursement of $250 per accident, if the vehicle is repairable. If the vehicle is a total loss, I agree to be responsible
for $250 as reimbursement for the loss.
I understand the operation of this vehicle in a safe operating condition is my responsibility. If this vehicle becomes unsafe,
it is my responsibility to notify my supervisor immediately.
I read and agree to the provisions of this Vehicle Assignment Agreement and the requirements of the Motor Vehicle
Safety Program.

Signed Date

Vehicle Assigned:

VIN Number:

Plate Number:

Mileage:

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OTHER DRIVERS
The undersigned agree to comply with the requirements of this Agreement, The Vehicle Safety Rules and the Vehicle
Safety Program. (This section is to be completed by the employee’s spouse and any other employees of the Company
who seek eligibility to operate the Company vehicle.)

NAME (PRINT) SIGNATURE/DATE LICENSE # ST BIRTHDATE SS #

APPLICATION ADDENDUM FOR EMPLOYMENT REQUIRING DRIVING

COMPANY

ADDRESS

NAME PHONE:

First Middle Last

DRIVER LICENSES: (list all licenses held in past 3 years and indicate those that are current)

STATE LICENSE NUMBER CLASS ENDORSEMENT(S) EXPIRATION

Have you ever been denied, or had revoked or suspended any license, permit, or privilege to operate a motor vehicle?
Yes No
If you answered YES to the above questions, give details: (if additional space is needed, attach sheet)

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TRAFFIC CONVICTIONS AND FORFEITURES FOR PAST 3 YEARS (Other than parking)
LOCATION (CITY & STATE) DATE CHARGE PENALTY

DRIVING EXPERIENCE
DATE
CLASS OF EQUIPMENT APROX. NO. OF TOTAL MILES
From To

Automobile

Van/Pickup

Truck/Tractor

Bus

Other (Specify)

ACCIDENT RECORD FOR PAST 3 YEARS: (if additional space is needed, attach sheet)
DATE LOCATION NATURE OF ACCIDENT FATALITIES INJURIES

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GENERAL

Have you ever been convicted of a felony? Yes No

Have you ever been refused bond Yes No

If you answered YES to either question, give details: (if additional space is needed, attach sheet)

List special training related to transportation: (If additional space is needed, attach sheet)

TO BE READ AND SIGNED BY APPLICANT

This certifies that this application was completed by me, and that all entries on it and information in it are true and
complete to the best of my knowledge. I understand that, if hired, any misrepresentation of information in this
application is cause for immediate dismissal. I authorize (INSERT COMPANY NAME HERE) to investigate my
background to ascertain all information of concern to my employment history, whether same is of record or not, and
release those providing such information from all liability for any damages resulting from furnishing this information.
Further, I understand that I may be asked to demonstrate my ability to perform the essential functions necessary to
complete the job and, if offered the job, that it may be conditioned on results of a physical examination, and controlled
substances and alcohol misuse test.

Date Applicant’s Signature

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GUIDE FOR PREVENTABLE OR QUESTIONS TO CONSIDER – GENERAL
NONPREVENTABLE ACCIDENTS When judging or discussing preventable accidents,
these are some questions to consider:
An accident is preventable if the driver could have done
something to avoid it. Drivers are expected to drive 1. Does the report indicate that the driver considers
defensively. Which driver was primarily at fault, who the rights of others or is there evidence of poor driving
received a traffic citation, or whether a claim was paid habits which need to be changed?
has absolutely no bearing on preventability. If there was
anything the driver could have done to avoid the collision, 2. Does the report indicate good judgment? Such phrases
then the accident was preventable. as “I did not see,” “I didn’t think,” “I didn’t expect,” or
“I thought” are signals indicating there is something
An accident is nonpreventable when the vehicle was wrong. An aware driver should think, expect, and see
legally and properly parked, or when properly stopped
hazardous situations in time to avoid collisions.
because of a law enforcement officer, a signal, stop sign,
or traffic condition. 3. Was the driver under any physical handicap which
If a stationary object is struck, then it is usually a could have been contributory? Did the accident
preventable incident. If the driver rearends another vehicle happen near the end of a long and/or hard run? Does
then it is usually a preventable incident. It should be noted the driver tend to overeat? Did the driver get sufficient
there are exceptions to any rule, but they are just that sleep before the trip? Is the driver’s vision faulty?
- exceptions!
4. Was the vehicle defective without the driver’s
It should be the objective of any person discussing or knowledge? A gradual brake failure, a car which pulls
judging accidents to obtain as many facts as possible to the left or right when the driver applies the brakes,
and to consider all conceivable conditions. Adverse faulty windshield wipers, and similar items are excuses,
weather conditions, actions of other drivers, or other such and a driver using them is trying to evade responsibility.
excuses must not influence the judgment of preventability. Sudden brake failure, loss of steering, or a blowout may
If procedures, scheduling, dispatching, or maintenance
be considered defects beyond the driver’s knowledge;
procedures out of the control of the driver were found
however, the inspection and maintenance program
to be factors, that should be taken into account.
The company must take responsibility for the work should work to prevent these hazards.
environment and recognize that drivers cannot control 5. Would taking a route through less congested areas
some aspects. It is critical that drivers have the ability to reduce the hazardous situations encountered?
refuse to operate an unsafe vehicle without reprisal from
management.
Professional drivers are expected to drive in a manner
which allows them to avoid conflicts when they arise.
Whether a driver has a 25-year safe driving record, or
started driving the day before has no bearing on whether
an accident is or is not preventable. Taking a fair attitude
does not mean leniency. If an accident is judged
nonpreventable and the drivers know the accident could
have been avoided, they will lose respect for the safety
program.

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QUESTIONS TO CONSIDER – 1. Did the driver look to front and rear for approaching
and overtaking traffic immediately before starting
SPECIFIC TYPES OF ACCIDENTS to pull away from the curb?
2. Did the driver signal before pulling away from the
INTERSECTION COLLISIONS curb?
Failure to yield the right-of-way, regardless of stop signs or 3. Did the driver look back rather than depend only upon
lights, is preventable. The only exception to this is when the rearview mirrors?
driver is properly proceeding at an intersection protected
by lights or stop signs and the driver’s vehicle is struck in 4. Did the driver start into traffic only when this action
the extreme rear, side, or back. would not require traffic to change its speed or
direction in order to avoid his or her vehicle?
Regardless of stop signs, stop lights, or right-of-way, a
professional driver should recognize that the right-of-way
IF THE ANSWER TO ANY QUESTION IS NO, THE
belongs to anyone who assumes it and should yield
accordingly. In addition, a professional driver is expected DRIVER WAS NOT DRIVING DEFENSIVELY AND IS
to know the turning radius of the vehicle and be able to RESPONSIBLE.
avoid damaging others. These accidents are normally
considered preventable. SKIDDING
1. Did the driver approach the intersection at a speed Many skidding conditions are caused by rain, freezing rain,
safe for conditions? fog, and snow, which all increase the hazard of travel.
Oily road film, which builds up during a period of good
2. Was the driver prepared to stop before entering
weather, causes an especially treacherous condition
the intersection?
during the first minutes of a rainfall.
3. At a blind corner, did the driver pull out slowly, ready Loss of traction on a grade can be anticipated, and these
to apply the brakes? accidents usually are preventable. Chains or other suitable
4. Did the driver operate the vehicle correctly to keep traction devices should be used, if they are available.
from skidding?
1. Was the driver operating at a safe speed considering
IF THE ANSWER TO ANY QUESTION IS NO, THE weather and road conditions?
DRIVER WAS NOT DRIVING DEFENSIVELY AND IS
2. During inclement weather was the driver keeping at
RESPONSIBLE.
least twice the safe following distance used for dry
pavement?
SIDESWIPES
3. Were all actions gradual?
Sideswipes are often preventable since drivers should not
get into a position where they can be forced into trouble. 4. Was the driver anticipating ice on bridges, gutters, ruts,
A driver should pass another vehicle cautiously and pull and near the curb?
back into the lane only when he or she can see the other
5. Was the driver alert for water, ice or snow in shaded
vehicle in the rearview mirror. A driver should also be
ready to slow down and let a passing vehicle into the lane. areas, loose gravel, sand, ruts, etc.?
A driver should not make a sudden move that may force 6. Did the driver keep out of other vehicle tracks or cross
another vehicle to swerve. Unless the driver is swerving to them at wide angles?
avoid another car or a pedestrian, sideswiping a stationary
object is preventable. IF THE ANSWER TO ANY QUESTION IS NO, THE
Drivers are expected to be able to gauge distances DRIVER WAS NOT DRIVING DEFENSIVELY AND IS
properly when leaving a parking place and enter traffic RESPONSIBLE.
smoothly.
A driver is expected, whenever possible, to anticipate the PEDESTRIAN AND ANIMAL COLLISION
actions of an oncoming vehicle. Sideswiping an oncoming
vehicle is often preventable. All types of pedestrian accidents, including collision with
pedestrians coming from between parked cars, are usually
The doors of a vehicle should never be opened when considered preventable. There are few instances where the
it is in motion. and should not be opened on the traffic action of pedestrians is so unreasonable that the operator
side, unless clear of traffic, when it is parked. could not be expected to anticipate such an occurrence.
A parked vehicle can be seen from a sufficient distance;
therefore, the operator of an approaching vehicle should
be prepared in case the doors of the parked vehicle are
opened. This type of accident is nonpreventable only when
the door is opened after the driver has passed it.

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Collisions with animals are normally preventable, unless NONCOLLISION VEHICLE DAMAGE, MECHANICAL
the movement on the part of an animal was unusual and FAILURE, AND MISCELLANEOUS PROBLEMS
unexpected. This is also taking into consideration the fact
that the driver was aware of animals in the vicinity. The accident should be considered preventable if the
investigation shows a mechanical defect of which the
1. Did the driver go through congested sections expecting
driver was aware, a defect the driver should have found
that pedestrians would step in front of the vehicle?
by inspecting the vehicle, or the driver caused by rough
2. Was the driver prepared to stop? and abusive handling.
3. Did the driver keep as much clearance between his or When a mechanical failure is sudden or unexpected,
her vehicle and parked vehicles, as safety permitted? not resulting from abuse or ordinary wear, it may be
considered nonpreventable. Bad brakes should not be
4. Did the driver stop when other vehicles has stopped considered a mechanical failure unless the failure was
to allow pedestrians to cross? sudden and the driver could have had no previous
knowledge of the condition. However, this type of failure
5. Did the driver wait for the green light or stop for the
cannot excuse a driver who does not know how to properly
caution light?
pre-trip inspect the vehicle or is too lazy to do the
6. Was the driver aware of children and prepared to stop inspection correctly.
if one ran into the street? It is a driver’s responsibility to keep the cargo in mind and
7. Did the driver give all pedestrians the right-of-way? be aware of any sudden vehicle movements which may
cause damage to the cargo. Driving off the highway to
8. Did the driver stop for a school bus which was stopped avoid a collision may be preventable. Drivers should try
and properly signaling that passengers were loading not to place themselves in such a position. “U” turns are
or unloading? a monkey wrench in the smooth flow of traffic. Accidents
which occur while this maneuver is attempted are
IF THE ANSWER TO ANY QUESTION IS NO, THE considered preventable.
DRIVER WAS NOT DRIVING DEFENSIVELY AND IS 1. Could the driver have done anything to avoid the
RESPONSIBLE. accident?

PARKED OR STOPPED 2. Was the driver’s speed safe for conditions?

3. Did the driver obey all traffic signals?
Accidents occurring when vehicles are properly and legally
parked are considered nonpreventable. Accidents 4. Was the driver’s vehicle under control?
occurring while the vehicle was double parked or in a
“No Parking” zone are preventable. 5. Did the driver follow the routing and delivery
instructions?

1. Was the vehicle parked on the proper side of the road? IF THE ANSWER TO ANY QUESTION IS NO,
2. Was it necessary to park near the intersection? THE DRIVER WAS NOT DRIVING
DEFENSIVELY AND IS RESPONSIBLE.
3. Did the driver have to park on the traveled part
of the highway, on the curve, or on the hill?
4. When required, did the driver warn traffic
by emergency warning devices?
5. Did the driver park parallel to the curb?
6. Was it necessary to park so close to an alley or directly
across from a driveway?

IF THE ANSWER TO ANY QUESTION IS NO,

THE DRIVER WAS NOT DRIVING
DEFENSIVELY AND IS RESPONSIBLE.

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VEHICLE INSPECTION REPORT
This report is due during the month of April and October each year. A separate report must be completed for each unit.
After completion this report should be forwarded to:

Date

License
Vehicle unit number Mileage
number
Branch and
Driver
Department number

Reporting office Department

Year Make Model

Serial number

4 cylinder 6 cylinder 8 Cylinder Other Cruise Tilt wheel

INSPECT AND CHECK ONE

LIGHTS

Head OK Out Back-up OK Out

Parking OK Out Side OK Out

Tail OK Out Flashers OK Out

Directional OK Out

TIRES

Front left Good Fair Poor Front right Good Fair Poor

Rear left Good Fair Poor Rear right Good Fair Poor

Conventinal
Good Fair Poor Snow tires Yes No
spare

Mini spare Yes No Good Fair Poor

Note and explain uneven wear

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BRAKES
Check for master cylinder leaks. If unusual conditions, explain

Check brake pedal: High Low

Comments

Check brake fluid: Full Low

EXTERIOR

Paint, overall condition Good Fair Poor

Chrome, overall condition Good Fair Poor

Glass, overall condition No damage Damage

Explanation of overall exterior condition

Nonstandard ornamentation or equipment? (decals, trailer hitch, etc.) Yes No

If “Yes,” describe

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Exterior damage? Yes No

If “Yes,” note and explain estimated cost of repairs

If “Yes,” was claim submitted? Yes No

If “No,” why not

INTERIOR

Overall appearance Clean Worn Dirty

Condition of seats Good Springs broken Sagging

Condition of Burn
Clean Worn Dirty Torn
upholstery holes
Condition of carpets Clean Worn Dirty Torn

Floor mats Yes No

Windshield wipers Good Fair Poor

Knobs, handles, etc. Good Broken Missing

Accessories

Flash light Yes No

Horn working Yes No

Safety belts Working Nonworking

Windshield scraper: (if applicable) Yes No

Rear window defroster Working Nonworking

Accident report kit Yes No

Driver's manual Yes No

Condition of trunk: Clean Dirty

Accessories

Jack Yes No

Handle and base Yes No

Lug wrench Yes No

Flares or reflectors (2-6) Yes No

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UNDER HOOD
Engine: Clean Dirty

Note apparent leakage

Engine oil: Full Low

Condition

Mileage of last oil change Mileage of last filter change

Mileage of last lubrication

Windshield washer fluid: Full Low

Battery water level: Full Low

Nonfillable: Yes No
Transmission fluid condition: Full Low Color: Red Black

Power steering fluid: Full Low

OVERALL RATING OF CAR

Excellent Good Fair Poor

Driver’s comments

Inspector’s comments and recommendations

Inspector’s signature

Branch/Fleet Coordinator signature

Driver’s signature

Scheduled completion date of corrective action

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AUTO ACCIDENT REPORT FORM Keep In Your Glove Box

WHEN AN ACCIDENT OCCURS

First Steps Do Not Say While Still At the Scene

• Remain calm • It’s all my fault, (even if it is) • Get as much information as
possible on this report.
• Get to a safe place • My insurance will pay for
everything • Take Pictures
• Check for injuries
• It’s OK, I have full coverage • When the police come, cooperate
• Administer First Aid
and tell them what you know
• Call police/EMT

ACCIDENT DETAILS

Day/Date/Time AM/PM

Weather/Road Conditions

Location of Accident

Accident Details

DAMAGE DESCRIPTIONS

Your Vehicle Other Vehicle

Towing Company Name & Phone Towing Company Name & Phone

OTHER DRIVER/VEHICLE INFORMATION

Owner's Name

Owner's Address

Owner's Phone

Vehicle Make

Vehicle Model & Year

Vehicle Color

License Plate Number

Insurance Company

Agent Name & Phone

Other Drivers Name

Other Drivers Address

Other Drivers Phone

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PASSENGERS/INJURIES

Your Vehicle Other Vehicle

# Passengers: # Passengers:

POLICE INFORMATION

Officer Name

Department

Phone

Badge Number

Other Info

WITNESS INFORMATION

Name Name

Address Address

Home Phone Home Phone

Work Phone Work Phone

SKETCH THE ACCIDENT SCENE

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The material contained in this publication is designed to provide general information only. While every effort has been
made to ensure that the information provided is accurate, this information is provided without any representation or
guarantee or warranty of any kind about its accuracy and completeness and neither Allianz Global Corporate &
Specialty SE, Allianz Risk Consulting GmbH, Allianz Risk Consulting LLC, nor any other company of Allianz Group can be
held responsible for any errors or omissions. This publication has been made on the sole initiative of Allianz Global
Corporate & Specialty SE.

All descriptions of services remain subject to the terms and conditions of the service contract, if any. Any risk
management duties as laid down in the risk service and/or consulting contracts and/or insurance contracts, if any,
cannot be delegated neither by this document, no in any other type or form.

Some of the information contained herein may be time sensitive. Thus, you should consult the most recent referenced
material. Some of the information given in this publication may not apply to your individual circumstances. Information
relating to risk services is intended as a general description of certain types of risk and services to qualified customers.
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