Short answer
What should a company transport policy cover?
Eight things: who is eligible, how pickups and drops work, how and by when changes are requested, waiting and no-show rules, conduct in the vehicle, safety (including women employees and incidents), how employee data is handled, and who pays. Each section should match what the transport contract actually commits the vendor to.
The most common policy problem is a promise the vendor never made, such as "a guard on every night drop" or "a car within fifteen minutes". Employees read the policy, not the contract, so a gap between the two lands on HR. Writing the policy alongside the contract, section by section, keeps the promises to employees the same as the commitments from the vendor.
Policy outline
What goes into each section?
Use this outline; the right column shows what our service supports.
| Section | What it says | What our service supports |
|---|---|---|
| 1. Eligibility | Which shifts, grades or areas get transport | Any roster your company sets |
| 2. Pickups and drops | Door or collection point; timing | Both; driver details before pickup |
| 3. Changes | How and by when to change | Your cut-off time |
| 4. Waiting and no-shows | How long the car waits | 30 minutes free, then ₹100/hour; charges once the car has left |
| 5. Conduct | Behaviour in the vehicle | Drivers briefed; complaints reviewed |
| 6. Safety | Women employees, night drops, incidents | Female drivers on request, live location, incident steps, confidential line to the owner |
| 7. Data | Who sees employee details | Our office and the route driver only; NDA |
| 8. Cost | Company-paid or shared | Billed per vehicle to the company |
Process
How do you write and roll out the policy?
Draft with the contract open, check with the vendor, then brief employees.
- Draft the eight sections. Using the outline above.
- Check against the contract. Every promise backed by a commitment.
- Confirm with the vendor. We confirm what our service supports.
- Brief employees. Pickup rules, contacts, safety steps.
- Review yearly. With the contract renewal.
Questions & answers
Policy questions
From HR teams.
Can the policy say employees get a female driver?
It can say female drivers are available on request, which is what we commit to.
What should the policy say about no-shows?
That changes must be made before the cut-off; once the car has left the garage, the trip may be charged.
Should employees be able to call the driver?
Yes. Driver name, phone and car number are sent before every pickup.
Can employees report a problem confidentially?
Yes, safety concerns can go confidentially and directly to our owner; put that in the policy.
Do you provide a sample policy?
We share our commitments section by section so your policy matches them; the policy itself is your company's.