Distracted Driving Policy Template

Key Takeaways

• A distracted driving policy needs to define what counts as distraction. 'No phone use while driving' is not the same as 'no handheld device use' or 'no use of any device, including dash-mounted systems, while in motion.'
• Federal rules restrict handheld mobile device use for CDL drivers. A company policy should be consistent with those requirements and may go further — but should not conflict with them.
• If dispatch expects drivers to respond to messages while moving, the policy and the dispatch practice are in conflict. Resolve that before distributing the policy.

Defining the scope of the policy

Distraction while driving includes handheld device use, but also dispatching software on a dashboard tablet, navigation input, eating while operating, and interacting with in-cab technology at speed. A policy that only addresses mobile phones leaves other common distraction sources undefined.

Federal regulations restrict handheld mobile device use for commercial drivers. A company policy should align with current federal requirements and may impose stricter standards, but should not be written in a way that conflicts with the rules your drivers are already bound by. If you're not certain what the current federal standard requires, check FMCSA materials or a qualified advisor before distributing the policy.

How the policy handles common situations

Address the scenarios drivers actually encounter: a phone call from dispatch while moving, navigation input needed mid-route, a shipper message requiring a response. If drivers don't know how to handle these situations within the policy's constraints, they will make their own decisions.

If hands-free communication is permitted, say what is permitted — which devices, which configurations, and whether any in-cab communication is expected to happen only when safely stopped. A policy that bans all phone use but then dispatches messages through a mobile app creates a contradiction drivers will notice.

Detection and coaching

Driver-facing cameras can identify distracted driving events. If your fleet uses this technology, the policy should describe how detected events are handled: who reviews them, how soon after detection, and what follows. A camera system that generates events no one reviews is a documentation liability without a coaching benefit.

Coaching for distracted driving is most effective when it addresses a specific event. A driver who knows their coach watched the clip of a specific situation is more likely to change behavior than one who receives a general reminder memo.

Incident context

When distraction is a factor in a collision or near-miss, the documentation of what the driver was doing — and what the company's policy required — becomes part of the incident file. A clear, consistently enforced policy creates a better record than one that was written but not followed.

Preserve any camera footage, telematics event data, or device records relevant to a distraction-related incident through the normal evidence preservation process. Route analysis of distraction evidence through the appropriate safety or legal contact rather than drawing conclusions independently.