A vehicle policy is unusual among workplace policies in that its failure mode is immediate and expensive. Most policies fail slowly, by being ignored. This one fails the first time somebody who should not have been driving is driving, and the questions asked afterwards are all questions the document should have answered in advance.
Who may drive, and how you know they still may
Name the categories of person authorised to drive company vehicles and state how often licences are checked. The second half is the one that gets left out. A licence checked at hire and never again tells you about a person's status on their first day and nothing about today, and the gap between those two is exactly the period the policy was written to cover.
Personal use, stated rather than assumed
Say whether the vehicle may be used outside work, whether family members may drive it, and whether it may leave the state. Every one of these is assumed differently by different reasonable people, which is the definition of something that has to be written down. It also has tax consequences that are easier to handle when the rule is explicit from the start.
Fuel, tolls, fines and damage
Who pays, how it is claimed, and what the excess is. Fines are worth a sentence of their own because the answer people assume is usually wrong in one direction or the other. Being explicit here is not administrative fussiness: these are the small recurring disputes that make a driver feel the policy is arbitrary, and a policy that feels arbitrary is not followed on the parts that matter.
The incident procedure, and the acknowledgement
What a driver does at the roadside, who they call, what they must not say, and how quickly it must be reported. Then the record that this driver, on this date, agreed to this version. When an insurer or a lawyer asks whether the driver knew the procedure, the acknowledgement record is the answer, and it is not something that can be produced afterwards.
Questions people ask about company vehicle policy
Should the policy cover personal cars used for work?
Yes, and it is the half most policies omit. Insurance, licence checks and reimbursement all need stating for a personal vehicle driven on company business.
How often should licences be checked?
Pick an interval, write it in the policy and keep the evidence. The interval matters less than the fact that one exists and is followed.
Does every driver need to sign?
Every driver, against the version in force when they drove. That is the whole point of keeping the acknowledgement per version rather than once per person.