PORTWOOD GUIDES & RESOURCES
Fleet Risk Management
Safer drivers. Fewer incidents. Clearer claims.
A practical guide for cars, vans and mixed fleets. Know what to do after an incident, keep a claim moving and reduce the chance of it happening again.
01At the scene: people firstDriver · Stop, make safe and record the facts.+
- Stop after a collision that causes injury or damage. Move to a place of safety where possible. Call 999 for an emergency; never put yourself in danger to take photographs.
- Give your name, address, vehicle registration and the vehicle owner’s name and address to anyone reasonably entitled to ask. If details are not given at the scene, report to the police as soon as reasonably practicable and within 24 hours.
- If someone else is injured and you do not produce your insurance certificate when required at the scene, report to the police as soon as possible and within 24 hours; produce the certificate to police within seven days.
- When safe, collect the other driver’s details, witness contacts, time, location and photos of damage and the road layout. Preserve original dashcam footage before it is overwritten. Record facts without guessing who was at fault.
02Notify the right people promptlyDriver + fleet manager · Do not wait for a repair quote.+
- Tell your fleet manager and notify your insurer promptly, even if you do not plan to claim. Follow the reporting route and time limit in your policy. Do not wait to decide who was responsible.
- A useful company target is to report an incident internally the same day, once everyone is safe. This is a suggested routine, not a universal insurer deadline. Reporting in the app does not replace emergency help or a required direct insurer notification.
- Send Portwood the policy number, registration, driver, incident details, injuries, third-party details and available evidence. Ask which recovery and repair services to use. Forward any solicitor’s letter or other claim correspondence immediately.
03Keep each claim movingFleet manager · One owner, one record, one next action.+
- Give each incident a named owner. Keep the Portwood and insurer references, contact details, evidence and correspondence together in a secure company record.
- Record the current stage, last update, next action, person responsible and follow-up date. For example: repair estimate requested → fleet manager to chase the approved repairer on Friday.
- Agree repairs, replacement transport and any hire terms with the insurer before committing where possible. Keep reasonable loss-reduction costs and receipts. Confirm any excess, uninsured costs and the final outcome before closing your record.
04Prevent the same incident happening againFleet manager + driver · Fix the cause, not just the damage.+
- Review accidents, thefts and near misses with the driver. Ask what contributed: reversing, a blind spot, tiredness, time pressure, a defect or an unfamiliar route.
- Choose a specific action with an owner and deadline. For example: repeated reversing damage → review parking arrangements, consider suitable cameras and coach drivers on safe manoeuvring.
- Check that the action was completed and worked. Compare incidents against mileage as well as total claims, so a busier fleet is assessed fairly. Share useful lessons with drivers.
05Drivers, journeys and fatigueBefore driving · The right driver and a realistic journey.+
- Check driving entitlement, relevant licence categories and restrictions with the driver’s permission. Record the check and set a repeat schedule appropriate to the risk. Confirm the driver meets your insurance conditions.
- Train drivers for the vehicles, loads and routes they use. Include new starters, agency drivers and employees using their own vehicles for work; check suitable business-use insurance for those vehicles.
- Allow time for traffic, loading, bad weather, rest and welfare stops. Have clear rules on phones, alcohol, drugs and reporting tiredness. Follow any drivers’ hours and rest rules that apply to your operation.
06Vehicle checks, defects and maintenanceDriver + maintenance lead · An unsafe vehicle stays off the road.+
- Use and record a daily walkaround check covering tyres, lights, glass, mirrors, leaks, warning lights and load security. Report defects and record repairs. Do not drive an unsafe vehicle.
- Keep a calendar for MOTs, servicing and safety inspections. An MOT does not replace maintenance. Check load limits and any special equipment; follow the inspection programme that applies to your vehicles.
- Goods vehicle operators must keep the required inspection and maintenance records for at least 15 months. Other fleets should agree suitable retention periods for their duties, insurer requirements and company records.
07Theft, security and keeping work movingFleet manager · Protect vehicles, loads and business continuity.+
- Use secure parking, control access to keys and follow the security conditions in your policy. Assess suitable locks, tracking and other precautions for the vehicles and goods you carry.
- Have a plan for a stolen or unusable vehicle: police reporting, insurer contact, customer updates and alternative transport. Check cover for tools, goods, hired vehicles and replacement transport rather than assuming they are included.
- If you use dashcams or telematics, explain their purpose to drivers and handle recordings securely under a clear privacy and retention policy. Use the findings to support safer driving.
08Your simple fleet review routineFleet manager · Put owners and dates against these checks.+
- Every day: drivers check vehicles, report defects and incidents, and confirm they are fit for the journey. Remove unsafe vehicles from use until the issue is resolved.
- Suggested weekly review: chase open claim actions, check defects are fixed and look ahead to servicing, MOTs and inspections. Suggested monthly review: look for repeat incidents and check driver training actions.
- At renewal or a fleet change: review vehicles, drivers, business use, mileage, claims and sums insured with Portwood. Tell us promptly about changes your policy requires you to report. Check operator licensing and any additional rules for your activities.
This guide helps you organise your own fleet checks and claim records. Reporting tools are in Claims & support. HSE guidance covers Great Britain; use HSENI and the relevant local rules for Northern Ireland operations.
Your policy wording and endorsements determine your cover and specific obligations. Ask Portwood if a requirement is unclear or cannot be met.
Guidance carried over from your Portwood app.