Grey fleet management: Turning hidden risk into stronger governance

At Fleet & Mobility Live, a panel of fleet and mobility experts explored one of the most important, and often underestimated, aspects of business travel: grey fleet management. Among those contributing to the discussion was Dom Surlis, Specialist Consultant at Ayvens, who joined industry peers to examine the legal, operational and sustainability considerations associated with employees using their own vehicles for work.

While grey fleet can offer flexibility and employee choice, the discussion highlighted the importance of having the right controls in place to ensure journeys remain safe, compliant and aligned with wider business objectives.

Grey fleet is often viewed as an expenses issue, but it carries wider responsibilities for employers.

Whenever an employee drives for work, organisations retain a duty of care, regardless of who owns the vehicle. This means having confidence that drivers are appropriately licensed and insured, and that vehicles are suitable for business use.

As grey fleet populations grow, businesses can find themselves responsible for a significant number of drivers without the same visibility and controls typically applied to company vehicles.

A key theme from the discussion was the balance between flexibility and control.

Unlike company cars, grey fleet vehicles sit largely outside an employer's direct control. However, organisations still need assurance that drivers and vehicles meet the standards required for business travel.

Creating that assurance requires collaboration across fleet, HR, finance, line management and leadership teams, supported by clear policies and consistent governance.

Common measures include:

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  Driving licence checks
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  Business-use insurance verification
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  MOT and vehicle tax validation
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  Driver risk assessments
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  Permit-to-drive processes
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  Ongoing driver training

Many organisations are also finding that technology is helping to automate these processes, reducing administration while providing a clearer view of compliance status and supporting more consistent decision-making.

Effective grey fleet management relies on everyone understanding their role.

Drivers are responsible for maintaining valid documentation and ensuring their vehicle is roadworthy. Managers must ensure journeys are appropriately authorised, while fleet teams provide oversight through policy, monitoring and governance.

The discussion made clear that organisations achieve the best outcomes when responsibilities are clearly defined and consistently applied.

Grey fleet also presents challenges and opportunities from a sustainability perspective.

Many organisations have made significant progress in reducing emissions across company car fleets but often have less visibility over emissions generated through grey fleet travel.

Measures such as vehicle eligibility criteria, emissions thresholds and EV salary sacrifice schemes can help organisations support lower-emission travel while maintaining employee choice.

For a deeper look at salary sacrifice best practice and tax considerations, download our 2026/27 EV Salary Sacrifice & Tax Guide.

Perhaps the most important takeaway from the discussion was that grey fleet should be considered a strategic mobility issue rather than simply an expenses process.

With the right combination of policy, technology and ongoing engagement, organisations can improve visibility, strengthen compliance and better support their safety and sustainability objectives.

The goal isn't necessarily to eliminate grey fleet. It's to ensure every business journey is given the support needed to protect both employees and the organisation.