A pool vehicle agreement regulates the use of shared company vehicles – so-called pool vehicles – within a company. It is a central component of legally compliant and efficient fleet management and creates clarity for all parties involved.
What is a pool vehicle agreement?
The pool vehicle agreement is an internal document that defines the conditions of use, responsibilities and obligations of the drivers. It is concluded between the company and the employees who are authorized to use pool vehicles for business purposes. Unlike the company car regulation , this is not about the permanent provision of a vehicle, but about situational use on demand.
Contents of a typical pool vehicle agreement
A well-founded agreement contains the following points, among others:
- Purpose of use (exclusively business or also private)
- Booking and vehicle allocation (e.g. via digital tools)
- User obligations: driving license check, compliance with accident prevention regulations, vehicle maintenance, return condition
- Liability and insurance in the event of damage, accidents or traffic violations
- Behavior in the event of accidents, including documentation requirements
- Exclusion of private use, unless otherwise regulated
- Data protection and telematics data if the vehicle is equipped with tracking systems
Why is a pool vehicle agreement important?
- Legal certainty: It protects the company from liability risks (e.g. if the driver’s license is not valid).
- Transparency: Clear rules avoid misunderstandings between drivers and fleet managers.
- Sense of responsibility: The agreement obliges employees to use it properly.
Integration into fleet management
The pool vehicle agreement should be part of every professional fleet policy. It can be supported by digital fleet software– for example through automated bookings, electronic driver’s license checks or documented handovers.
Conclusion
The pool vehicle agreement is more than just an internal form – it is an essential building block for the safe, legally compliant and smooth operation of pool vehicles in the company. It creates the basis for clear processes and protects both the employees and the company.
