# Writing a company transport policy: eight sections HR needs

A transport contract says what the vendor must do; a transport policy says what employees can expect and must do. This guide from Shiv Shakti Tours & Travels lists the eight sections a Sanand unit's policy usually needs, and notes where each one depends on the vendor's commitments.

- Eligibility and rules
- Safety and conduct
- Cut-off times

ItemIn the contractEligibilityWho may use company transportRulesPickup, waiting, changesSafetyDrivers, women employees, incidentsDataWho sees employee detailsCostCompany-paid or shared
The policy is your company's document; we confirm which commitments it can rely on from us.

## 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.

- **8**: Sections
- **Cut-off**: Times for changes
- **Safety**: Section for women employees
- **Data**: Handling rules

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.

## 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 |

## 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.

## 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.

## Related pages

- [Women employees](https://www.shivshaktitoursandtravels.in/sanand-gidc/women-employee-transport.html): The safety section.
- [Data privacy](https://www.shivshaktitoursandtravels.in/sanand-gidc/employee-data-privacy-nda.html): The data section.
- [Roster planning](https://www.shivshaktitoursandtravels.in/sanand-gidc/route-roster-planning.html): Cut-off times.
- [All contract guides](https://www.shivshaktitoursandtravels.in/sanand-gidc/corporate-contracts.html): The full list.

**Written by [Vaibhaviba Bhavsinh Solanki](https://www.shivshaktitoursandtravels.in/author/vaibhaviba-bhavsinh-solanki.html)**, owner of Shiv Shakti Tours & Travels: GST and MSME registered, 8+ years in business, with cars based near Sanand and an Ahmedabad office in Ghatlodiya. Rates and terms last checked 10 October 2026. Distances are approximate road distances; fares are indicative and confirmed on call. Spotted something out of date? [Tell us](https://www.shivshaktitoursandtravels.in/contact.html).

## Check your policy against our commitments

Send your draft policy. We confirm which parts our service supports and where you need a different arrangement.


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- Source page: https://www.shivshaktitoursandtravels.in/sanand-gidc/transport-policy-hr.html
- Written by: Vaibhaviba Bhavsinh Solanki, owner of Shiv Shakti Tours & Travels (GST and MSME registered, since 2018, rated 4.9 on Google)
- Last checked: 10 October 2026
- Book or ask: call or WhatsApp +91 99745 30788 (24/7), contact@shivshaktitoursandtravels.in
- Branch: Hansalpur Circle, Becharaji, Near SMG (Maruti Suzuki) Plant, Gujarat 384210
- Head office: B-50, First Floor, Jay Bhanu Society, Gate No. 2, Ghatlodiya, Ahmedabad, Gujarat 380061
- Fares are indicative and confirmed on call; tolls, parking and the 20% night charge (10 PM to 6 AM) are extra.