Please read the disclaimer before sharing this templated document.


Dear [Employee],

As you are aware, your vehicle is fitted with a tracking device. This device gathers, in real time, a range of accurate data. The data relates to matters such as date and time of vehicle use, location, distance covered, current and average speed, idling time and so on.

An analysis of the data generated by the tracking device fitted to your vehicle cannot be reconciled with the time sheets submitted by you. Having discussed this with you your explanation for the discrepancy was [that this was a mistake/ an oversight/ an error on your part]

On this occasion, we do not propose to take formal disciplinary action. However, a record of the fact that you have received this informal warning will be placed on your personnel file and this informal warning will remain live for a period of [Number of months]. The fact that you have received this informal warning will be relevant if at any time in the future we identify a breach by you of the rules applicable to the use of your vehicle.

Yours Sincerely



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).

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