Need to address improper vehicle use? This template helps you handle the situation professionally while maintaining clear boundaries. Fill in the bracketed sections with the specific details of your situation.
Important: Please read the disclaimer at the bottom before using this document.
Email/Letter Template
Date: [Insert Date]
To: [Employee Name]
From: [Your Name/Title]
Subject: Unauthorised Use of Company Vehicle
Dear [Employee Name],
As you know, your company vehicle has a tracking device that records accurate information in real time. This includes when and where the vehicle is used, distances travelled, speeds, time spent idling, and other details.
Company policy clearly states that private use of your vehicle is not allowed. Our tracking data shows that you used the vehicle outside of normal working hours as follows:
[Summarize unauthorised use from vehicle log, include dates, times, locations, and duration].
When we spoke about this, you explained that [give details of employee's explanation].
We have decided not to take formal disciplinary action at this time. However, we will keep a record of this informal warning on your personnel file for [number of months]. If there are any future violations of company vehicle policy, this warning will be taken into account.
Please remember that company vehicles are for business use only. If you need clarification about vehicle usage policies, speak with your supervisor or [contact person].
We trust this matter is now resolved and look forward to your continued compliance with company policies.
Yours sincerely,
[Your Name]
[Your Title]
[Company Name]
Disclaimer
This document is intended for your own internal use as a guide only and you should not make it available to any third parties. Whilst RAM Tracking believes the information contained in this document to be correct, it is not a substitute for appropriate legal advice and it is made available to you strictly on the basis that you will not place any reliance upon it.
RAM Tracking and its officers, employees and agents take no responsibility for actions taken based on the information contained in this pack. RAM Tracking and its officers, employees and agents each make no representation or warranty (express or implied) and take no responsibility or liability for the accuracy or completeness of the information in this document or any other information made available to you in our training materials and any such liability is expressly disclaimed.
Nothing in this disclaimer will operate to exclude or restrict RAM Tracking’s or its officers’, employees’ and agents’ liability (if any) for (i) death or personal injury resulting from its negligence; (ii) their fraud or fraudulent misrepresentation; and/or (iii) any matter for which it is not permitted by law to exclude or limit, or to attempt to exclude or limit, liability. Except as set out in the preceding sentence, RAM Tracking and its officers, employees and agents each exclude all warranties, conditions and other terms implied by law (whether by statute, common law or otherwise).