Paper forms in a filing cabinet
A client updated its fleet policy in the spring: new rules on phone use, a change to private mileage and a new accident reporting process. They ask you to make sure every driver has read and accepted it. Your team emails a PDF and a form. Some drivers sign and return it. Some reply saying they have read it. Many do nothing. A few months later, a driver has an accident and the client asks whether he signed the new policy. Someone searches the inbox.
The client also wants each driver to make an annual declaration, which goes the same way.
Why sign-off never reaches everyone
Getting a signature once is easy. Getting it from every driver across many clients, for each new version, with proof, is not.
- Policies are sent as attachments that drivers do not open.
- Replies are stored in inboxes and folders.
- Nobody tracks which drivers have not responded.
- New starters join after the mailing and are missed.
- Each client has its own policy, questions and timetable.
The cost of unsigned policies
Clients cannot show that drivers were told about their rules, which weakens their position after an incident. Declarations that drivers were meant to make are missing. Your team spends time chasing drivers who ignore email. And when a client asks for a list of who has signed, the answer is unreliable.
The sign-off portal we build
- Each client's policy is loaded as a version, with the date it takes effect and the declaration questions they want asked.
- Drivers receive a text and email with a link. They read the policy on their phone, with the key changes highlighted, and confirm.
- Declaration questions are answered in the same flow, using the client's own wording. Answers that the client has asked to see are flagged to their contact.
- Drivers who have not responded get reminders on a schedule, then their manager is told, according to the client's escalation rule.
- New starters are sent the current version as part of their onboarding, and when a new version is issued, everyone is asked again.
- Each client sees who has signed which version and when, and can export the record.
| Item | Before | With the portal |
|---|---|---|
| Policy delivery | PDF attachment | Readable on a phone, changes highlighted |
| Confirmation | Email reply or paper form | Recorded with version, date and time |
| Chasing | By hand, when remembered | Scheduled reminders and escalation |
| Proof | Inbox search | Record per driver and version |
The wording is the client's
We do not write fleet policies or decide what drivers should declare. The client's policy and questions, prepared with their own advisers, are loaded as they are. The portal makes sure every driver sees them, records the response and follows up. If a driver's answer needs action, the client decides what that is.
Every driver, every version, on record
Suppose a client issues a revised policy on the first of the month. That morning, every current driver gets a text. Most read and confirm on their phones that evening. By the end of the first week, the client's contact can see the remaining names, and those drivers have had a reminder. In the second week their managers are told. The few declaration answers the client asked to see have already gone to their contact, and nobody on your team has sent a single chasing email by hand.
When a policy changes, drivers are asked to confirm within days, and the chasing happens on its own. New starters are covered from their first week. When a client needs to know whether a driver accepted the policy in force on a given date, the answer is one search away. Your team spends its time on the few drivers who need a conversation.
Are policy sign-offs patchy?
- Fleet policies are sent to drivers as email attachments.
- Signed forms are kept in folders or inboxes.
- You cannot easily list which drivers have not signed.
- New starters miss the latest policy.
- Annual driver declarations are patchy.