In brief
Fleet compliance means fulfilling and documenting all legal duties relating to company vehicles, from driver’s license checks to vehicle inspections. Compliance is demonstrated by records, not simply by performing the tasks.
Which Obligations Does It Include?
The requirements come from several areas of law. Road traffic law covers driver’s license checks and roadworthiness; occupational safety law covers UVV inspections under DGUV Regulation 70 and annual Driver Safety Instruction; tax law covers the valuation of private use; and data protection law governs location and usage data.
Who Is Responsible?
Initially, the management team, acting for the company as Vehicle Owner. It can assign tasks to the fleet manager, but Delegation of Vehicle Owner Duties requires a written assignment and the appropriate authority. Without a valid delegation, responsibility remains with management.
How Often Must Each Obligation Be Met?
The table summarizes recurring obligations that fleets regularly need to document.
| Obligation | Legal basis | Frequency | Evidence |
|---|---|---|---|
| Driver’s license check | § 21 StVG | No statutory interval; every six months in practice | Individual check record |
| Driver instruction | Occupational safety law | Annually, and before first use | Individual attendance record |
| UVV inspection | DGUV Regulation 70 | At least annually | Inspection record for each vehicle |
| Periodic technical inspection | § 29 StVZO | Passenger cars: first after three years, then every two years | Inspection report and sticker |
| Provision of roadworthy vehicles | § 31 StVZO | Ongoing | Maintenance and defect history |
| Valuation of private use | Tax law | Monthly with payroll | Logbook or flat-rate valuation |
| Handling vehicle and driver data | GDPR | Ongoing | Record of processing activities and retention periods |
Where Does Compliance Fail in Practice?
Rarely because of a lack of intent; usually because evidence is missing. Checks take place, but they are documented in separate systems: license appointments in calendars, inspection records with service providers, and instruction attendance on paper sign-in sheets. If a vehicle or person slips through the cracks, nobody notices. This becomes critical in retrospect when the company must prove the situation on a particular date after an accident. A shared view of deadlines for every vehicle and driver is therefore more effective than improving each process in isolation.
Further reading
Fleet Management Without Excel Spreadsheets
With the AZOWO Mobility Cloud, you can keep track of your vehicles, costs, and obligations all in one place.
Book a free product demo