Free Breakdown Procedure Template for Fleets
When a vehicle breaks down, your drivers need to know exactly what to do. This free breakdown procedure template gives them step-by-step guidance: who to call, what information to provide, how to stay safe, and how to document the incident.
Download the template below to add to your fleet handbook, or use Pocket Box fleet management software to give drivers instant access to breakdown procedures through the Driver App, with direct links to your breakdown provider and automatic notifications to the office.
What's Included in This Breakdown Procedure
This breakdown procedure template covers everything your drivers need when a vehicle stops working. Use it for mechanical failures, flat tyres, electrical faults, or any situation where a company vehicle is immobilised.
Immediate Safety Steps
Move to a safe location if possible. Turn on hazard lights. Exit the vehicle safely if on a motorway or fast road. Position warning triangles if appropriate.Who to Contact
Your breakdown provider’s number. The office or fleet manager contact. Emergency services if needed. Clear guidance on what order to make calls.
Information to Provide
Vehicle registration, make and model. Exact location (what3words, road name, nearest landmark). Description of the fault or symptoms. Number of passengers.While Waiting
Where to wait safely. What to do with vehicle keys. How to secure the vehicle and any cargo. Keeping warm and visible.Documentation
What details to record for the incident report. Photos to take. Information to collect from the recovery driver.Return to Base
What happens after recovery. How to report the incident. Follow-up procedures.Why Every Fleet Needs a Breakdown Procedure
A clear breakdown procedure protects your drivers and your business in three ways.
Driver safety comes first
A stressed driver on a busy road can make dangerous decisions. A written procedure removes the guesswork and keeps them focused on staying safe until help arrives.
Faster recovery
When drivers know exactly what information to provide, breakdown calls are quicker and recovery is faster. No back-and-forth calls to get missing details. Less downtime for your vehicle and your operation.
Consistent documentation
Every breakdown gets recorded the same way. You can track patterns (which vehicles break down most, common fault types, response times) and make better decisions about maintenance, vehicle replacement, and which breakdown provider to use.
How to Use This Breakdown Procedure
Print copies and keep one in every vehicle’s glovebox. Include it in your driver handbook. Save the PDF to company phones so drivers can access it even without signal.
For new drivers
Walk through the procedure during onboarding. Make sure they know where to find it and what’s expected of them.For digital access
If you use Pocket Box fleet management software, you can upload the procedure to the Driver App. Drivers have instant access from their phone, and you can update the document centrally without reprinting.Review regularly
Update the procedure when breakdown provider details change. Check contact numbers are still correct. Review after any incident to see if the procedure could be clearer.Digitise Your Fleet Procedures
Paper procedures work, but they get lost, damaged, and forgotten. Pocket Box puts your breakdown procedure (and all your fleet documents) in your drivers’ pockets.
Instant access
Drivers open the app and find the procedure immediately. No hunting through glovebox paperwork.Always up to date
Update the procedure once, and every driver has the new version. No reprinting, no redistribution.Incident reporting built in
When the breakdown is resolved, drivers can log the incident directly in the app. Photos, notes, and details are captured and stored against the vehicle record.Automatic notifications
The office knows immediately when a driver reports a breakdown. No waiting for a phone call that might not come.Breakdown procedures are just one part of Pocket Box fleet management. The platform also handles daily vehicle checks, service scheduling, driver licence monitoring, and vehicle tracking.
Ready to Digitise Your Fleet Management?
Join 200+ UK and Ireland businesses using Pocket Box to manage their fleets. From accident reporting to daily checks, service scheduling, and driver compliance, everything in one platform.
