Fleet Policies (SOPs) · Word template
Free Distracted Driving & Cell Phone Policy
A distracted-driving and cell phone policy template that bans handheld device use, sets hands-free rules, and defines enforcement, so phone use never becomes the cause of a crash. Use it alongside our fleet calculators to size the costs this template tracks, or browse fleet management software when you are ready to automate the workflow. See all downloads in the template library, and check the fleet glossary for any unfamiliar terms.
Built and reviewed by the FleetOpsClub research team. Preview it free below.
- Clear scope covering phones, tablets, and any in-cab device
- A handheld-use prohibition with hands-free and pull-over rules
- Rules for texting, email, and app use while the vehicle is in motion
- Manager and dispatcher expectations (don't require drivers to respond while driving)
- Editable CSV. Yours to keep
- Print or save as PDF
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How to use it
- 1
Set the policy to match or exceed your jurisdiction's distracted-driving laws: confirm current local rules.
- 2
Decide your hands-free stance: many fleets go further than the law and prohibit all phone use while driving.
- 3
Brief dispatchers and managers that they must not expect drivers to answer while in motion.
- 4
Distribute, train, and collect signed acknowledgments from every driver.
- 5
Reinforce with coaching and telematics/event data, and review annually.
What's inside
- Clear scope covering phones, tablets, and any in-cab device
- A handheld-use prohibition with hands-free and pull-over rules
- Rules for texting, email, and app use while the vehicle is in motion
- Manager and dispatcher expectations (don't require drivers to respond while driving)
- Editable Word document with enforcement and acknowledgment language
Preview the template
Here's a real sample of the layout — the actual columns and structure you'll work in. The complete template, plus the editable spreadsheet, unlocks the moment you enter your email.
Preview
Distracted Driving & Cell Phone Policy
1. Purpose & Scope
Explain that distracted driving is a leading crash cause and that the policy applies to all drivers operating company vehicles or driving on company business, including in personal vehicles where applicable.
2. Prohibited Device Use
3. Permitted Use & Pull-Over Rule
4. Manager & Dispatcher Responsibilities
5. Enforcement & Consequences
Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
Many fleets do. Research consistently shows hands-free conversations are still cognitively distracting. A total-ban policy is simpler to enforce and the safest position, though some operations allow brief hands-free use. Decide based on your risk tolerance and route demands.
Distracted-driving and handheld laws vary by state, province, and country and change over time. Commercial drivers are often subject to stricter rules. Confirm the current rules in every jurisdiction you operate in and set your policy to meet or exceed them.
Combine clear policy, manager modeling, telematics or dashcam event data, and post-incident review. The strongest deterrent is a culture where dispatch never expects a response from a moving vehicle.
Yes, the risk is the same regardless of who owns the device. The policy should cover any phone or device used while operating a company vehicle or driving on company business.