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6 min read.

What Is a Fleet Plan?

Nov 30, 2023 2:53:13 PM

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What is a fleet plan and what does it entail? A fleet plan is a set of guidelines made by fleet operators to manage and maintain their fleet of vehicles. Whether a company operates a small fleet of cargo vans or a large fleet of semi-trucks, an organized fleet management process can be used as a roadmap for lowering operational costs, maintaining regulatory compliance, streamlining fleet management procedures, and improving fleet performance. Knowing what is fleet management planning and implementing a good strategy can help businesses simplify their operations, improve safety, and make smarter business decisions. In this post, we will explain what a fleet management business plan is and how to make one.

The Importance of a Fleet Management Strategy

By creating an effective fleet management plan, a fleet operator can have clear guidelines on how to manage a team of drivers. Fleet plans can help reduce operational costs, lessen vehicle downtime through regular maintenance, improve driver safety, and increase fleet productivity. A strategic fleet plan helps businesses meet regulatory requirements and adapt to changing market conditions. By following an organized and constructive fleet plan, fleet managers can reach their business goals by running a successful fleet.

How to Write a Fleet Management Plan

Making a fleet plan can seem like a daunting task. You might be wondering what things you should consider when making a fleet management business plan or how a vehicle management strategy works. Before you create a fleet plan, consider the steps below and use them as a guideline during your planning process.

1. Consider your fleet's goals.

The first step when creating a fleet plan is to consider your fleet's business goals and evaluate the strengths and weaknesses of your fleet operations. Then, consider which tools could improve fleet management procedures and help drivers during hauls. By addressing these issues, you can pinpoint what resources you will need as you implement your fleet plan. For instance, if a priority is to gain better control over your drivers' spending habits, then consider evaluating the best fuel cards for your business and look for options with adjustable purchase controls for each driver. If a priority is more flexibility for where drivers can fuel, then look for options that offer wide acceptance to various fuel sites nationwide, including major brand gas stations and truck stops.

2. Plan for fleet maintenance.

Create a detailed inventory of all fleet vehicles, including their make, model, year, and maintenance history. Establish a regular fleet maintenance planning schedule by outlining routine tasks such as oil changes, tire rotations, and brake inspections. Factor in your vehicles' manufacturer recommendations and industry standards for each vehicle type. Implement a tracking system to record maintenance activities, ensuring that they are performed on time. Regularly review and update the plan to adapt to changing needs, vehicle performance data, and industry best practices. A well-structured fleet maintenance plan can help prevent costly future breakdowns while improving the safety of your drivers.

3. Establish clear policies and procedures.

To make sure your business is operating legally and safely, always follow the Department of Transportation (DOT) compliance and regulations. Below is a brief list of some DOT compliance rules that your fleet should follow when establishing policies and procedures in your fleet plan:

  • Hours of Service (HOS): Always follow the hours of service regulations which control the maximum number of hours a commercial driver can operate a vehicle daily and weekly to prevent driver fatigue and ensure road safety.
  • Driver Qualifications: DOT requires commercial drivers to meet specific qualifications, including background checks, medical examinations, and CDL (Commercial Driver's License) requirements before operating.
  • Hazmat Transportation: If your business transports chemicals or hazardous materials, then make sure your vehicles have the proper labeling, packaging, and handling before each haul.
  • Drug and Alcohol Testing: DOT mandates drug and alcohol testing programs for CDL holders to maintain sobriety while operating commercial vehicles.
  • Vehicle Maintenance: Carry out regular vehicle inspections, maintenance schedules, and recordkeeping to ensure the safety and roadworthiness of commercial vehicles.
  • Cargo Securement: Always make sure that your cargo is loaded, secured, and transported to prevent accidents, damage, and loss during transit.
  • Weight Limits: Always adhere to varying weight limit standards depending on your vehicles' sizes to protect road infrastructure and ensure safe transportation of cargo.
  • Recordkeeping: DOT requires accurate documentation of various aspects, including driver logs, vehicle inspections, and maintenance records.
  • Safety Inspections: Commercial vehicles must comply with safety regulations, including equipment maintenance and periodic inspections.
  • Electronic Logging Devices (ELDs): Commercial vehicles must use ELDs to track and record driver hours accurately, replacing traditional paper logbooks.
  • Vehicle Inspection Reports: Drivers are required to complete pre-trip and post-trip vehicle inspection reports to ensure vehicle safety.
  • Insurance Requirements: DOT sets minimum insurance coverage requirements for commercial vehicles to protect against liability in case of accidents.

Make sure that these policies and procedures are well-documented and regularly updated to stay in line with industry standards and practices. Adhering to DOT rules and regulations not only improves safety and compliance but also contributes to the overall efficiency and reliability of your fleet. To view a full list of the DOT's rules and regulations, read here.

4. Perform routine fleet monitoring.

Fleet monitoring involves real-time tracking of vehicles, driver behavior, and performance metrics to ensure efficient and safe fleet operations. Start by installing GPS and telematics systems in each vehicle, allowing for location tracking and data collection. Use software platforms to monitor vehicle speed, route adherence, fuel consumption, and maintenance schedules. You can analyze this data to identify trends and areas for improvement, such as optimizing routes or addressing driver behavior issues. Generate regular reports that provide actionable insights, helping fleet managers make informed decisions, improve safety, and reduce operational costs.

5. Implement safety measures.

Implementing safety measures for a fleet begins with driver training programs that focus on safe driving practices and compliance with the Department of Transportation (DOT) regulations. Regular fleet maintenance schedules are needed to maintain vehicles in good working condition. Use telematics systems to monitor driver behavior, identifying and addressing risky actions like speeding or harsh braking. Install safety features such as collision avoidance systems and lane departure warnings to increase driver awareness. Enforce strict policies for seatbelt use, distracted driving, and substance abuse. Conduct regular safety audits, encourage open communication, and provide incentives for safe driving to foster a culture of safety among fleet personnel.


Now that you know what is a fleet plan, you can start implementing one for your fleet operations. A fleet management business plan can be a helpful tool when you're overseeing a fleet of vehicles. A fleet plan is likely going to cover different areas of the business, from vehicle maintenance and safety measures to driver training and compliance with regulations. It should enable businesses to make better data-driven decisions, optimize resources, and adapt to changing industry standards. Overall, understanding how vehicle fleet management strategy works will help you build an effective fleet plan to guide your operations toward success.

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Kira Odlozil

Written by Kira Odlozil

Based in San Diego, CA, Kira Odlozil is the Digital Content Coordinator at P-Fleet. She writes about fuel management, the trucking industry and business-related topics. When Kira isn’t writing, she’s cooking up new recipes, doing yoga, traveling or all of the above.