Chauffeur Handbook
GEFCO Fleet Management Solutions
Introduction
GEFCO Fleet Management Solutions provide a vehicle movement/inspection solution for various customers. The services include Demonstration, Company car, Electric, used vehicles, hire vehicle infleets, dealer transfers, leasing company, Dealer deliveries and inspect & collect movements.
- Demonstration - The demonstration fleet including Citroen, Peugeot & DS. All vehicles to be delivered in good condition and the customer must receive a handover of controls and sign for proof of insurance.
- Company car – key for keys company car deliveries. All vehicles must arrive with the customer in A1 condition
- Used vehicle sales – Deliveries to dealerships using Trade Plates, vehicles not always in good condition.
- Leasing/Dealer deliveries – Deliveries on behalf of leasing companies. Most have either extra paperwork or use of the MoDel app.
- Dealer deliveries – delivering NEW vehicles on behalf of some of the largest dealerships in the country. These vehicles need to arrive with customers in A1 condition.
- Inspect & Collect – Ex-finance vehicles collected on behalf of the auctions. Most are 4 years old and are in used condition. Be aware of some extra checks on the app for V5 etc.
The Mission
To move and inspect our customer’s vehicles to a consistent and high standard, ensuring that vehicles arrive damage free, on time, clean and with the appropriate fuel or charge level. A vehicle handover is required on delivery and a full vehicle inspection is required when collecting.
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Drivers should approach work with a professional attitude to both customer and co-workers.
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Eating, drinking and smoking is strictly prohibited in any of our vehicles. Please also ensure you and the vehicle are smoke free before greeting any customers due to lingering odors.
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A zero-tolerance policy is in effect regarding alcohol and non-prescribed drugs. Please declare any medication you are prescribed to your agency representative and GEFCO line manager, in line with the DVLA requirements. Random drug & alcohol checks will also be held.
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At all times you must remain professional, no personal opinions towards the end user’s vehicles should be expressed. You are the face of the company, customer and manufacture and as such you are expected to perform at the highest level.
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Uniform and PPE
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- Tailored Black Trousers
- White Shirts
- Grey Tie
- Waterproof coat & Fleece
- Black footwear
- Hi Viz Waistcoat – Igloo to Supply
- KN95 Mask – GEFCO to supply
- Gloves – GEFCO to supply
- Antibacterial wipes and Gel
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Mobile Phones
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Please ensure that you follow the guidelines issued by the Highway Code on the use of your mobile phone whilst in a vehicle. We advise to avoid the below to always attach your phone to the vehicle by Bluetooth where available.
- Do not use your phone when driving.
- Before taking a call, stop and park your vehicle safely before using your phone.
- Do not use your phone near any petrol or diesel pumps as the phone could generate a spark, which could ignite any petrol, or diesel fumes.
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Site Rules
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For Health and Safety reason, please ensure that whilst you are on GEFCO premises you wear the high visibility vests and stick the foot paths provided.
Please report any Health and Safety issues by completing a near miss form available from the Fleet Solutions Office.
No smoking is permitted on site unless using the designated area.
Please stick to the speed limits provided and take caution when manoeuvring around the site.
In the event of a fire on site the tannoy system will be sounded. Please make your way to assembly Point.
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Breakdowns
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All breakdowns should be reported immediately to the Fleet Solutions contact. They will advise the correct breakdown procedure to follow.
When contacting recovery, you will require the following information:
- Your vehicle model and registration number
- A brief description of the problem and the location of the vehicle
- A telephone number where you can be contacted at the scene
Where possible you should try to leave your vehicle in a safe place and turn on your hazard warning lights. Ideally, you should wait near your vehicle, but away from the carriageway or the hard shoulder.
If you feel at risk return to your vehicle by the passenger door and lock all the doors but do leave your vehicle if you think that danger has passed.
The recovery agent will advise when they will attend on scene, giving you an approximate time, you must then contact the Fleet Solutions office, advising them of the current situation.
If the vehicle is not repairable, please contact the Fleet Solutions office for a recovery destination. If the vehicle is drivable, contact the Fleet Solutions office who will advise a course of action.
If the vehicle has broken down due to wrong fuel, Assist will not attend until they have received payment for the recovery. This is the Chauffeurs responsibility
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Road Traffic Accident
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Under no circumstances do you admit liability in the event of an accident.
Please complete the Accident Checklist, capturing all the relevant information from the third party. To help with the investigation we suggest taking some picture of the area and vehicles involved.
As part of the investigation a work-related incident form must be completed, and a drugs & alcohol test must be completed.
Ensure that all incidents are reported to the Fleet Solutions office immediately.
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If the vehicle you’re being asked to move isn’t taxed, you will find a tag attached to your job stating TRADE PLATES REQUIRED or your name will be added to the white board in the clocking in room. Please collect the plates from the Chauffeur team/security hut and complete the signature log. These need to be returned to the security hut when you return to site. If the vehicle has no glazed rear window, please use the magnets to secure the plate to the rear of the vehicle.
Please be aware that once these plates have been handed to you, they are your responsibility. Please keep them safe and report any lost or stolen plates immediately.
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You will be issued a fuel key for on-site fuel (Corby only) and fuel cards for external fuel. All fuel entries must be added to the job using the Moveecar app on the day of purchase.
Please take care of these items and report if lost or stolen to your Fleet Solutions contact immediately.
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Vehicle Issues Procedure
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If you discover any issues with your vehicle before exit, please follow the below: Vehicle damage – Do not move the vehicle and contact your Fleet Solutions contact or the out of hours number before leaving site and they will advise if the vehicle is to be delivered or not. Technical issues – Contact your Fleet Solutions contact or the out of hours number before leaving site and they will advise the next course of action.
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Vehicle Familiarisation
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You will be driving lots of different vehicles, so before setting off please familiarise yourselves with the vehicle controls and features. This will also be very important for your vehicle handover. Please don’t hesitate to contact your Fleet Solutions contact if you require more information on any vehicle.
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Please ensure all Congestion charges & Tolls have been paid if your journey takes you through these areas.
This is the Chauffeurs responsibility to make sure the vehicle in their care is covered. Failure to pay these will result in the fines being passed on to the Chauffeur.
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Communication
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It is the Chauffeurs responsibility to contact the customer at least 1 hour before arrival.
It is extremely important to not only communicate with your customers, but also the other Chauffeurs you are working with as you will all be relying on each other when assisting with each other’s movements. Please ensure you have contacted your coworkers in the evening to discuss the following days work and to arrange start times.
You will all receive a message from GEFCO each evening with the work details for the following day. If you haven’t received this by 18:00 please call the out of hours support number.
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Vehicle Handover
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When you arrive at the delivery destination please contact the customer to announce your arrival. The vehicle should only be delivered to the named customer, if the customer isn’t available please contact the Fleet Solutions office. Once the customer has inspected the vehicle please offer the handover. This should include the Bluetooth and satnav operation if present. Please also try and answer any of the customer’s questions, you can also contact your Fleet Solutions contact if assistance is needed.
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Customer Signature
During the COVID pandemic it will not always be possible to gain a customer signature. If the customer isn’t happy to sign on glass, you can replace this with either a picture of their driving license or a picture of the customer standing next to the vehicle. If the customer wants to sign, please wipe the phone before and after with an antibacterial wipe.
Public Transport
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Once the work has been sent to the app we require you to plan all journeys for the following day. Please ensure you contact your colleagues to ensure you have all the days locations before planning. Please contact your Fleet Solutions contact for authorisation on taxi fares over £10.00.
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Vehicle Collection
On arrival at the customer’s address, contact the named customer. Once you have been given the keys, you can then complete the inspection. A thorough check for damage must be made at this point. Under no circumstances can you complete the vehicle inspection without first having the permission of the customer. Once complete, please review the damage with the customer, gain the customers signature/Photo and check the POC email has the correct address before sending.
Working Time
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You are not permitted to work more than 13 hours without authorisation. Please contact your Fleet Solutions contact by 16:00 or 12 hours, whichever comes first. A decision will be made whether you are required to stay out for the evening. This information is also required to help with the next day’s route planning.
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Overnight Stays
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Once it has been agreed that an overnight stay is required please ask the planners for assistance in making a booking. Once you arrive at the hotel please text IGLOO on the app. You are then required to clock back on the following morning once you are back in the vehicle ready to start your return journey.
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Holiday Requests
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As we are taking booking 4-5 days in advance, we require you to give at least a week’s notice if you require time off. Please complete the holiday request form and hand to the IGLOO.
Holiday request are not guaranteed and are treated on a first come first serve basis.
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Absense
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Your planned workload will be advised to you the evening before your day of work. If you will be unable to attend work, please contact the Chauffeur you are working with, the IGLOO team and the Out of Hours phone by no later than 07:30 am on the day of your absence, this will enable us to make alternative arrangements for your planned deliveries and collections.
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Expenses
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Once the expense has been added to the Moveecar app, please add all receipts for the day to the expense form and hand in to the Fleet Solutions Office. If you have any expenses where the receipts are email to you, please forward these to sarah.brennan@gefco.net The expense are paid back to you the following week.
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Driving License
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If you incur a penalty that results in points being added to your license you must advise the Chauffeur team and IGLOO. Failure to do so could invalidate the motor insurance; you must supply a copy of your updated license on receipt from the DVLA.
Please note that you will be expected to supply a copy of your driving licence on request, normally every three months.
Please ensure you always have your Driving license with you.
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Traffic Offences
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Any traffic violations are the responsibility of the Chauffeur, GEFCO UK Ltd will NOT accept any responsibility.
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Highway Code
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Please ensure that you are conversant with the Highway Code. Please also take notes of the below UK van speed limits.
UK van speed limits:
- Built-up areas: 30mph
- Single carriageways: 50mph
- Dual carriageways: 60mph
- Motorways: 70mph
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Security
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Whilst the vehicle is in your care, it is your sole responsibility, please ensure that you follow the guidelines below:
- Never put yourself or your licence at risk.
- The vehicle should not be left unattended, apart from at handover or refuelling. On these occasions the vehicle must be locked, and the alarm activated.
- Be pro-active with security and always try to expect the unexpected.
- At no point must you leave the vehicle unattended with the keys still inside
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Vehicle Inspection
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A thorough inspection is required on every vehicle we move. Please ensure clear pictures are taken and the magnetic arrows and rulers are also used. No damage is too small to record so please take your time to ensure all damage is captured.
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If the driver notes state that the vehicle is required to be cleaned this must happen. Please be aware most vans won’t fit in a carwash, so please use a jet wash. If coin operated, please ensure to take a picture next to the machine as this will act as your receipt.
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Unauthorised Passengers
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Under no circumstances are you allowed the carriage of passengers, unless advised to do so from the Chauffeur team. Please note that unless approval is given the motor insurance in place will be invalidated. Disregard of this could result in disciplinary action
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Each vehicle collected from a GEFCO site may have paper/plastic floor protectors and a yard ticket inside. These are to be removed and disposed of before you leave site.
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If you arrive at a site or customer and the vehicle you’re collecting isn’t available, please contact the office or Out of Hours and make them aware of your arrival time and the time you receive the vehicle.
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NEW Vehicle Collection and Delivery Process
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The new process is as follows – when collecting a vehicle please ensure the vehicles is aired for at least 10 minutes. This is now an ideal time to complete the external inspection of the vehicle. You are now required to wipe down the vehicle controls, steering wheel and door handle of the vehicle with antibacterial wipes. Please follow this process again just before the vehicle is handed over to the customer.
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Electric Vehicle Process
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We now have many contracts which require GEFCO to deliver and collect Electric vehicles to and from customers. If you are assigned one of these there will be a TAG on Moveecar line this ELECTRIC. If collecting from a GEFCO site, the vehicle should have at least 60% charge. It should also arrive with the customer with 60% charge. Please plan your journey accordingly to include the relevant charging stops to ensure you and the vehicle arrive safely and with the correct amount of charge. We recommend downloading the following apps to your phone. The first one is ZapMap, this will allow you to plan your journey on the correct route that will include charging point. You will also need to set up accounts for Ecotricity and BP Polar. The average cost for charging is around £6.00. This needs to be added to the Moveecar expenses on the same day as the purchase and marked as fuel. We will then reimburse this amount to you through expenses.
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Key Contacts
Planners – 8:30 – 17:00
Sheerness & Sandtoft
01536 272162
Corby & Portbury
01536 272179
Out of Hours support – 17:00 – 8:30
Sheerness & Sandtoft
07912980385
Corby & Portbury
07980700441
I confirm I have read the Chauffeur handbook and fully understand and acknowledge its contents.
Name:
Date: October 16, 2026
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