Company Cars, Vans and Grey Fleet: What’s the Difference?

Organisations often have all three at once: company cars, company vans and employees using their own vehicles for business travel. HSE guidance is clear that the law applies to both company and grey fleet vehicles, and that vehicles used under cash allowance schemes are grey fleet too.

Company cars

The most straightforward group to manage: the organisation chooses the vehicle, controls the maintenance schedule and has visibility of condition. The risk profile is typically dominated by high motorway and trunk-road mileage, in-vehicle distraction and fatigue on long journeys between appointments.

Company vans and light commercial vehicles

Vans introduce factors that cars do not. Loading affects handling and braking, payload limits can be exceeded, height and length awareness matter, rearward visibility is often restricted, and roof-mounted equipment changes both handling and clearance. Manoeuvring and reversing are typically where avoidable damage concentrates.

Grey fleet — employees’ own vehicles

This is where documentation gaps are most common, because the vehicle is not the organisation’s and often is not recorded anywhere. Typical questions worth being able to answer:

• Is the vehicle insured for business use, and is that confirmed periodically?
• Is the vehicle roadworthy, with a current MOT where one is required?
• Is the vehicle suitable for the journeys and any loads involved?
• Is the driver’s licence entitlement checked as it would be for a company vehicle?
• Is the driver included in the same assessment and development arrangements as company vehicle drivers?
• Is business mileage recorded, so exposure is visible?

Grey fleet drivers are frequently outside the fleet risk register entirely — not through any decision, but because no process placed them inside it. Bringing them within the same arrangements is usually one of the more straightforward improvements available.

Mixed fleets

Where employees move between vehicle types, it is worth being clear which vehicle an assessment or development session relates to, and noting the others. Competence in a car does not automatically transfer to a loaded long-wheelbase van.

Sources

• HSE — Employers: driving and riding safely for work
• HSE — Make sure vehicles used for work are safe
• GOV.UK — Check the MOT history of a vehicle
• GOV.UK — Check someone’s driving licence information