As of 13 August 2026, AI can only partly create a company car policy for your UK business.

What to actually do

1. Hand it to a person

   The route this page recommends

   Someone with a licence or accountable authority has to sign this before it counts.

2. Use a tool built for this

   Second choice

3. Do it yourself

   The distant third

   A chat interface, chat-fluent skill, and roughly 1 hour until you can act on the result.

   How to actually do it

   1. Open GOV.UK pages relevant to company cars, taxable benefits, expenses, driving licences and data protection, then save the links you want the draft to use.
   2. Gather your current employment contracts, staff handbook, fleet or leasing agreement, insurance wording, mileage rules, charging arrangements and payroll process.
   3. Write down the business decisions the policy must reflect, including who qualifies, whether private use is allowed, who may drive, employee contributions, treatment of fines and what happens when someone leaves.
   4. Paste the gathered material and decisions into the prompt, replacing every bracketed slot and removing any section that does not apply.
   5. Ask the chatbot to produce the draft and its unresolved-decisions table, then compare every factual statement against the GOV.UK links, insurance wording, contracts and payroll process you supplied.
   6. Send the checked draft to a UK employment solicitor for employment and equality issues, a tax adviser for benefit and payroll treatment, and your insurer or broker for cover and driver requirements.
   7. Apply the professionals' changes, obtain approval from the person who owns HR policy, then publish the final policy with an owner, version date and route for employee questions.

   Prompt

   Create a draft company car policy for a UK business using the information below. Write in plain British English for employees and managers. Do not invent facts, rates, legal requirements, tax treatment, insurance cover or deadlines. Where information is missing, write [BUSINESS DECISION NEEDED] and list the question separately.
   
   Business details:
   - Business name: [BUSINESS NAME]
   - Industry and workforce: [INDUSTRY AND WORKFORCE]
   - Employees eligible for company cars: [ELIGIBILITY RULES]
   - Job roles or grades covered: [ROLES OR GRADES]
   - Vehicle types or approved list: [VEHICLE RULES]
   - Business mileage rules: [BUSINESS MILEAGE RULES]
   - Private use permitted: [YES OR NO AND LIMITS]
   - Family or other-driver use: [RULES]
   - Fuel and charging arrangements: [FUEL AND CHARGING RULES]
   - Employee contributions or deductions: [CONTRIBUTION RULES]
   - Insurance arrangements: [INSURANCE DETAILS]
   - Maintenance, servicing, tyres and breakdown cover: [ARRANGEMENTS]
   - Accidents, damage, theft and fines: [RULES]
   - Driving licence and driver checks: [CHECKING PROCESS]
   - Leaving employment, long-term absence and role changes: [RULES]
   - Payroll and benefit reporting process: [PROCESS]
   - Equality, reasonable adjustments and accessibility requirements: [REQUIREMENTS]
   - Data handling and monitoring: [DATA RULES]
   - Existing handbook or contract wording to preserve: [TEXT]
   
   Structure the draft with: purpose and scope; eligibility; vehicle selection; ordering and delivery; acceptable use; authorised drivers; driving licence and safety requirements; fuel and charging; maintenance; accidents, damage, theft and fines; insurance; expenses and records; tax and payroll administration; monitoring and data protection; absence and changes of role; leaving employment; breaches and appeals; and policy ownership and review.
   
   For every tax, employment law, insurance or data protection statement, either cite a current GOV.UK page or mark it [SPECIALIST CHECK]. Do not state a tax rate, allowance, deadline or legal conclusion unless it is supported by a current official source supplied with the answer. Finish with a table of unresolved business decisions, source checks and points that must be reviewed by a UK employment solicitor, tax adviser, insurance broker or other appropriate professional. State clearly that this is a draft and not professional advice.

   Open it prefilled in ChatGPT or Claude, or copy it into Gemini, which takes no prefill link.