Vehicle & Transportation

Safety & Equipment

A company truck towing a loaded trailer is the most dangerous piece of equipment you operate. Drive accordingly, secure everything, and report problems before they become emergencies.

Company Vehicle Policies

Only authorized employees with a valid driver's license may operate company vehicles. Report any moving violation to management within 24 hours. Speeding, reckless driving, and distracted driving are grounds for disciplinary action. No personal use of company vehicles unless authorized in writing. Cell phone use while driving is prohibited — pull over for calls or texts. Seatbelts are mandatory for all occupants at all times. No passengers beyond authorized company employees. Report any accident, damage, or mechanical issue immediately — do not attempt to hide or self-repair. Lock vehicles when unattended, even briefly, with windows up and valuables out of sight.

Trailer Safety & Operation

Trailer incidents are the most preventable and most expensive accidents in this industry. Before every trip, verify the hitch is fully seated and the locking pin or coupler is engaged. Attach safety chains in an X-pattern under the tongue using chains rated for gross weight. Connect the electrical plug and test every trailer light: brakes, turns, running, and reverse. Check tire pressure and condition on all trailer tires, including the spare. Test trailer brakes if equipped. When backing, use a spotter, check mirrors constantly, and go slow. Allow significantly more stopping distance — a loaded trailer does not stop like an empty truck. Take wide turns so the trailer clears curbs, signs, and obstacles. Maximum trailer speed is 55 mph on highways unless posted lower; reduce speed in curves and crosswinds.

Equipment Loading & Securing

Distribute weight evenly with heavier items like mowers centered over the axle. Keep 10–15% of total trailer weight on the tongue for stable towing. Use ratchet straps rated for the load — minimum two per mower — attached to designated tie-down points, not rails or loose fittings. Latch and lock trimmer racks; an unsecured trimmer on the highway is a liability lawsuit. Store fuel cans upright in a ventilated area with caps tight. Chemical containers go upright and separated from food, water, and personal items. Secure loose tools — rakes, shovels, and brooms become projectiles in a sudden stop. Walk around the entire trailer before departure and check every strap, latch, and gate pin.

Fuel Card Usage & Policies

Fuel cards are for company vehicle and equipment fuel purchases only. No personal vehicle fueling under any circumstances — misuse is treated as theft and is grounds for termination. Enter correct vehicle mileage or equipment hours at the pump every time. Keep all receipts and submit them with weekly paperwork. Report a lost or stolen card to your supervisor immediately for deactivation. Purchases are audited regularly and discrepancies are investigated. Use only the approved fuel grade for each vehicle and equipment type — regular unleaded for trucks, manufacturer-specified mix for 2-cycle equipment.

Accident & Breakdown Procedures

First, ensure the safety of all crew members and other parties — move to a safe location if possible. Call 911 if anyone is injured or the road is blocked. Do not admit fault or discuss details with other parties — exchange insurance and contact information only. Contact your supervisor immediately. Photograph all damage to company vehicles, other vehicles, the scene, and relevant road conditions. Get the police report number if law enforcement responds. For breakdowns: hazard lights on, reflective triangles out, vehicle as far off the road as safely possible. Do not attempt repairs beyond basics like changing a flat with proper jack and stands. Complete a Vehicle Incident Report before end of day.

Vehicle Maintenance Responsibilities

Run the daily pre-trip inspection using the vehicle checklist before every shift. Report unusual noises, vibrations, warning lights, or handling changes to management immediately — do not wait to see if it gets worse. Check tire pressure weekly; under-inflated tires waste fuel and blow out. Keep the interior and exterior clean; wash at least weekly. The check engine light and dashboard warnings get reported the same day, not next week. Oil changes and scheduled maintenance are handled by management, but drivers must track and report mileage milestones. Never skip or delay a scheduled maintenance appointment.

Checklists

Pre-Trip Vehicle & Trailer Inspection

  • Walk-around visual inspection completed (body, tires, lights, leaks)
  • Hitch connection verified — pin, coupler, and safety chains secured
  • Electrical connection confirmed — all trailer lights tested and working
  • Tire pressure checked on truck and trailer (including spare)
  • Mirrors properly adjusted for trailer visibility
  • Brakes tested — truck and trailer (if equipped)
  • All equipment secured with properly rated straps
  • Fuel cans upright, sealed, and in ventilated area
  • Loose tools and supplies secured
  • Registration, insurance, and DOT paperwork in cab
  • Fire extinguisher present and charged
  • Final walk-around completed before departure