One of the largest vulnerabilities for organizations today may be one many don’t realize they have. Fleet safety impacts not only companies that own vehicles but also those with employees driving personal cars for work, sales teams, staff running errands, or anyone using a personal vehicle for business duties. These exposures are costly and growing. According to the Bureau of Labor Statistics, roadway incidents remain the leading cause of occupational fatalities, accounting for 36.8% of all workplace deaths in 2023.
Preliminary 2025 data shows motor vehicle crashes continue to rank first or second in every major industry group. The National Safety Council estimates 18,720 motor-vehicle deaths occurred in the first half of 2025, down slightly from 2024 but still alarming.
Financially, the burden is staggering: the Network of Employers for Traffic Safety (NETS) is updating its landmark report, projecting employer crash-related costs to exceed $80 billion annually in 2025, up from $72.2 billion in 2019
The Hidden Exposures
- "Hidden Fleet" - Too often, organizations have an uninsured hidden fleet. Employees using their personal vehicles for work-related duties are often overlooked in the risk assessment.
- Hired and Rental Vehicles - Business travel involving rental cars or short-term hired vehicles introduces liability under the doctrine of respondeat superior. Without formal guidelines for driver authorization, insurance verification, and accident reporting, companies face significant exposure.
- Cybersecurity in Connected Fleets - Modern fleets rely on telematics and GPS systems, which can be vulnerable to cyberattacks.
Lowering the Exposure with a Strong Fleet Safety Program
Every solid fleet safety plan, therefore, should consider every possible scenario of what constitutes their fleet. A smart organization conducts a thorough evaluation of its fleet, identifying any employee vehicles used on the clock. Here are our top 10 best practices for fleet safety:
- Management Commitment: Leadership proactively support fleet safety by allocating resources for training, technology, and maintenance.
- Fleet Safety Policy: Develop a clear, written policy outlining driver responsibilities, vehicle use, maintenance schedules, and incident reporting.
- Driver Screening and Qualification: Know the driver's past driving history. An evaluation of their motor vehicle record can uncover unwanted behavior. All new drivers should undergo defensive driving training.
- Driver Training: Provide regular training on defensive driving, fatigue management, and emergency procedures.
- Daily Vehicle Inspection: Perform daily walk-around checks to identify defects before operating vehicles. Maintain a robust defect reporting system and keep records for audits.
- Preventative Maintenance: Scheduled maintenance for brakes, tires, lights, and fluid levels.
- Utilize Telematics and Technology: Consider using telematics devices to monitor driver behavior. Such devices makes it possible to spot where additional training may be needed.
- Seat Belt and Distraction Policies: Mandate seat belt use and prohibit mobile device distractions. Include these rules in your safety policy.
- Incident Reporting and Analysis: Establish clear procedures for reporting accidents and near misses.
- Incentivize Safe Driving: Reward drivers for maintaining safe practices, through bonuses, recognition, or privileges.
Whether your employees drive for a construction site or make in-person sales calls, your fleet exposures - and the best practices needed to reduce those exposures - are the same. Your best fleet safety program starts with your commitment to lowering your exposures. If you put the right standards in place and actively manage the program, your losses will decrease, and your fleet - no matter what vehicles are part of it - can operate safely.
