Company Vehicle Policy Template for the UAE (Word and PDF)

Download the company vehicle policy template

Free, no sign-up. Edit the Word file, fill in the highlighted [placeholders] and delete the options you do not use.

This is a template, not legal advice. Adapt it to your company, your employment contracts and the rules of each emirate where you operate, and ask your HR and legal advisers to review the final text before you use it.

Why UAE companies need a written company vehicle policy

Three UAE rules make a written policy more than a formality:

• Fines go to the owner. Traffic fines are issued to the registered owner of the vehicle, and for a company car that is the company. A policy agrees in advance what happens next.
• Black points can follow the driver. They can be transferred to the actual driver’s licence through the official channel of the emirate, for example TAMM in Abu Dhabi. That needs a clear record of who drove.
• Unlicensed driving is costly. Under the federal traffic law in force since 29 March 2025, a vehicle impounded because an unlicensed person drove it is released only to the owner or an authorised representative. A licence check before each trip protects the company.

Speed matters too. Abu Dhabi and Sharjah give a 35% discount on many fines paid within 60 days, so the faster you identify the driver, the more the policy saves.

What the template covers

The template has 17 sections and two annexes. The clauses written for the UAE:

• Eligibility and licence check before each trip: valid UAE licence, periodic checks, and the duty to report a suspension or black points.
• Booking and pool use: book before use, only the booked driver may drive, return on time, no key sharing.
• Inspection, handover and return: walk-around and time-stamped photos before and after each trip, with the vehicle handover form for assigned cars.
• Private use: two options (no private use, or limited use with kilometre and cost rules) and a list of uses that are never allowed.
• Fuel: one fuel card per vehicle, receipts, and fuel card misuse as a serious violation.
• Salik and Darb: rules for the Salik tag and the Darb account, and who pays tolls on business and private trips.
• Traffic fines and black points: identification of the driver from trip records, a neutral clause (“per company policy and applicable UAE law”) and a placeholder for the procedure your HR and legal advisers approve.
• Accidents, damage and theft: 999 for police and 998 for ambulance, the police report, photos and who arranges repairs.
• EV charging: minimum battery level at return, approved chargers and charging on private trips.
• Data and tracking notice: what the telematics records, why, who can see it and for how long.
• Violations and sanctions: examples and the range of measures, linked to your HR procedure.

The other sections cover purpose and scope, definitions, vehicle care and safe driving, responsibilities, policy review and, in section 17, an employee acknowledgement with a signature table. The two annexes are a fleet contacts table (Annex A) and a short before-trip checklist (Annex B).

UAE facts to check before you publish the policy

Rules change. Check salik.ae, admobility.gov.ae and the police services of each emirate before you publish the policy, and see our Salik and Darb guide for company cars.

Tell employees what the tracking records

If your vehicles have telematics, the policy should say so in plain words. Section 13 of the template lists what is recorded (location and route, trip times, mileage and speed, fuel or battery level, driving events, the driver of each trip, bookings and inspection photos), why the data is used (safety, maintenance, matching tolls, fines and damage, cost control, incidents), who can access it and how long it is kept. It also has a placeholder for how tracking works during approved private use.

Being open about tracking is good practice and helps employees accept the system. Apply the data protection rules that cover your company, including free zone rules where relevant, and have this section reviewed by your legal adviser.

How to roll out the policy in five steps

1. Fill in the placeholders and choose the private-use option.
2. Ask HR and your legal adviser to review the clauses on fines, damage and sanctions.
3. Translate the final text into the languages your drivers read, for example Arabic.
4. Collect a signed acknowledgement from every driver (section 17).
5. Set up your tools so that they follow the policy: who may book which vehicle and when, and what the driver must do before and after each trip. Review the policy every year.

Enforce the policy on every trip with CT Mobility

A policy only works if it is followed on a busy Monday morning. CT Mobility builds the main rules into the trip itself:

• Only authorised drivers: access rules by employee, department, vehicle, day and time, and a selfie liveness check of the driver before each trip.
• Booking and keyless access: employees book in your branded app and unlock the car with the phone, without key handovers.
• Photo inspections: photos before and after every trip, with damage and technical issue reports.
• Trip records: driver, start and end time, route, mileage and fuel level for every trip, so fines and Salik or Darb tolls can be matched to the right employee; reports can be exported.
• Alerts: harsh driving, towing, suspected theft, low fuel and maintenance.

Tracking is included and the driver is known on every trip, for AED 50 per vehicle per month. In a pilot for up to 2 vehicles with no subscription fee for 3 months (only the hardware, installation and mobile data are paid), our team helps you set up access rules that follow your policy. See pool car management, the vehicle booking system for employees and company car fines and Salik management.

CT Mobility Solutions F.Z.C. · E-Commerce Hub BC-8, Ajman Free Zone C1 Building, Ajman Free Zone, Ajman, United Arab Emirates

Frequently asked questions