Acceptable Use of Vehicles & Equipment Policy
This Vehicle and Equipment Use Policy outlines how staff, board members, and volunteers may access and operate vehicles and other assets owned or managed by a community organisation. The policy helps ensure that all organisational property is used safely, responsibly, and in line with legal requirements. It covers key areas such as safe driving practices, booking procedures, maintenance responsibilities, and appropriate use of equipment. Having a clear policy protects the organisation from liability, promotes accountability, and extends the life of valuable assets.
Download a copy of the policy and edit for to fit your organisation's needs.
What Is a Vehicle and Equipment Use Policy?
A Vehicle and Equipment Use Policy is a document that outlines how vehicles, machinery, tools, and other organisational assets can be accessed and used by staff, volunteers, and board members. The policy sets clear expectations around safety, maintenance, booking procedures, and appropriate use. It helps ensure that all equipment and vehicles are operated responsibly, legally, and in line with the organisation’s values. By defining who can use these resources and under what conditions, the policy reduces the risk of damage, misuse, or liability. This is particularly important for community organisations that rely on shared vehicles or equipment to deliver programs and services.
Why Your Organisation Needs a Vehicle and Equipment Policy
Every community organisation that owns or manages vehicles, tools, or equipment should have a clear Vehicle and Equipment Use Policy. This policy helps protect people, property, and the organisation’s reputation by providing consistent guidelines for safe and appropriate use. It outlines who is authorised to use organisational vehicles or equipment, what conditions apply, and what responsibilities users must follow. A well-documented equipment and vehicle policy reduces the risk of accidents, misuse, unauthorised access, and legal liability. It also helps extend the lifespan of valuable assets by ensuring they are maintained properly and treated with care. For organisations that rely on shared resources, having this policy in place promotes accountability, transparency, and trust among staff and volunteers.
ICDA Policy Bank
The ICDA website hosts over 80 policy templates that your organisation can adapt and use. Check out the full suite of policy templates here.