Best Practices for Contractor Fleets: Protecting Your Drivers, Your Business, and Your Insurance Costs

For many contractors, vehicles are some of the most important assets in the business. Whether it's a pickup truck, dump truck, service van, or CDL-regulated fleet, your drivers represent your company every time they hit the road. The good news is that fleet safety isn't just about avoiding accidents. It can also help control insurance costs, improve your company's reputation, and reduce liability exposure.


Know Your DOT Footprint

Many contractors are surprised to learn just how much information about their fleet is publicly available.

Insurance carriers, state patrol agencies, potential customers, attorneys, and even media organizations routinely review motor carrier safety data. The Federal Motor Carrier Safety Administration (FMCSA) maintains several public resources that allow anyone to view certain safety and compliance information.


Useful resources include:

  • FMCSA SAFER Company Snapshot: https://safer.fmcsa.dot.gov/CompanySnapshot.aspx
  • FMCSA Safety Measurement System (SMS): https://ai.fmcsa.dot.gov/SMS/
  • FMCSA Company Safety Records: https://www.fmcsa.dot.gov/safety/company-safety-records


The SAFER system provides company identification, inspection history, crash information, and safety ratings. The SMS system uses roadside inspections, crash reports, and investigation data to identify carriers that may pose an elevated safety risk.


Monitor Your Data Regularly

Drivers should be instructed to promptly report:

  • Roadside inspections
  • Crashes
  • Citations
  • Out-of-service violations


Incorrect information can sometimes appear in public records, and carriers have the ability to challenge data through FMCSA's DataQs process.


How Do You Get a Good Safety Score?

There is no shortcut.


The most effective way to improve safety performance is to pass inspections and avoid violations. Consistent compliance demonstrates a culture of safety and helps prevent negative trends from developing.


Best practices include:

  • Conducting thorough pre-trip inspections
  • Reviewing vehicle condition regularly
  • Training drivers on inspection procedures
  • Occasionally planting a known defect during training exercises to verify drivers are performing meaningful inspections


Pre-trip inspections remain one of the simplest and most effective defenses against costly violations and accidents.


Driver Screening Matters

One of the first things insurance underwriters want to see is how a company manages its drivers.


A strong fleet program typically includes:

  • Annual Motor Vehicle Record (MVR) reviews for all CMV drivers
  • Criminal background screening when appropriate
  • Driver qualification files
  • A written fleet safety policy
  • Documentation of training and corrective actions


Insurance companies understand that an occasional mistake happens. What concerns them more are repeated issues that indicate a pattern of risky behavior.


What Insurance Companies Are Really Looking For

When evaluating fleet risk, carriers generally focus on two areas:

  1. Patterns: A single minor violation typically isn't a major concern. Multiple speeding tickets, preventable crashes, inspection violations, or repeated safety concerns can indicate a larger problem.
  2. Significant Events: Major crashes, serious injuries, fatalities, DUI convictions, or other severe incidents receive much greater scrutiny.


Underwriters are looking for evidence that a company identifies problems early and takes action before they become claims.


Consider Employer Notification Programs

Many states offer Employer Notification Services (ENS) that automatically notify employers when there are significant changes to a driver's record. According to FMCSA, these systems can satisfy annual record inquiry requirements for participating jurisdictions and provide updates related to convictions, crashes, or license status changes.


In Wisconsin, employers can utilize the Public Abstract Request System (PARS), which offers employer notification services and access to driver record abstracts.


Learn more:

  • Wisconsin PARS: https://wisconsindot.gov/Pages/dmv/license-drvs/rcd-crsh-rpt/pars.aspx


What If a Driver Has a Questionable Record?

Not every driver with a blemish on their record needs to be terminated.


Instead, consider risk-management strategies such as:

  • Defensive driving courses
  • Restricted routes
  • Limiting driving responsibilities to emergency situations
  • Telematics monitoring
  • Vehicle speed limiters


The goal is to reduce risk while helping employees improve their driving performance.


Telematics: Powerful Tools, But Only If You Use Them

Telematics technology has become increasingly common in contractor fleets.

Benefits include:

  • Reduced unsafe driving behavior
  • GPS tracking
  • Documentation during accident investigations
  • Driver coaching opportunities
  • Protection when your driver is not at fault

Many experts recommend both road-facing and driver-facing cameras to provide a complete picture of events.

Modern systems often incorporate:

  • AI-powered cameras
  • Real-time driver alerts
  • Drowsiness detection
  • Sleep monitoring
  • Impairment detection technology
  • Speed and harsh-event monitoring


The Biggest Mistake Fleets Make

Installing cameras and telematics equipment without acting on the information.

Collected data should be reviewed regularly, discussed with drivers, and documented as part of ongoing coaching efforts. Ignoring known unsafe behaviors can create additional liability if a serious accident occurs.


Do Telematics Lower Insurance Premiums?

The answer is: sometimes.

Most insurance carriers do not provide automatic discounts simply for installing cameras or GPS systems. However, fleets that use these tools to improve driver behavior often experience better loss histories, which can positively influence future insurance ratings and pricing.


Importantly, if you invest in telematics, dash cameras, or other safety technology, make sure your insurance agent and carrier know about it.


Never Stop Training Drivers

Driving is arguably the most dangerous activity most employees perform in a typical workday, yet many companies spend very little time training drivers after hire.


Fleet safety professionals frequently recommend:

  • Annual defensive driving training
  • Distracted driving education
  • Refresher courses following incidents
  • Coaching based on telematics data


One of the most important reminders for drivers: the human brain is not designed to do two tasks equally well at the same time. Eliminating distractions remains one of the most effective ways to reduce crashes.


Will Cameras and Telematics Become Mandatory?

The industry appears to be moving in that direction, but not immediately.

Many insurers already encourage telematics adoption, particularly for larger fleets or companies with poor loss histories. While camera systems and telematics are not universally required today, fleet operators should expect increasing pressure from insurers and risk managers as the technology continues to prove its value.


Final Thought

Successful fleet management isn't about avoiding every mistake. It's about creating systems that identify risks early, hold drivers accountable, and demonstrate a commitment to safety. Contractors who actively monitor safety data, screen drivers carefully, embrace technology, and invest in training will be better positioned to protect both their people and their bottom line.






Thank you to Ken Alderden with Hausmann Group for your presentation and expertise!

Connect with Ken

By Ruth Hackney • September 21, 2026
The underground utility and construction industries are built on teamwork, resilience, and a commitment to getting the job done. But while we spend a great deal of time discussing physical safety, we often spend far less time talking about mental health. That needs to change. Recently, WUCA members had the opportunity to participate in VitalCog Training from Bruce Morton. The message was both sobering and hopeful: suicide is a significant challenge within our industry, but it is also preventable. One statistic stood out. Suicides in construction occur at a rate approximately six times higher than work-related fatalities. While our industry has made tremendous progress in reducing physical hazards, the hidden dangers of isolation, depression, anxiety, substance misuse, and hopelessness continue to affect many workers, supervisors, and business owners. Understanding the Risk Suicide is rarely caused by a single event. Instead, it often develops from a combination of circumstances and feelings. According to suicide risk models discussed during the presentation, risk factors frequently include: Feeling alone or disconnected from others Feeling like a burden to family, friends, or coworkers A desire to escape emotional pain permanently An increased capability for self-harm, often accompanied by reduced fear of death, risk-taking behaviors, or access to lethal means These feelings can affect anyone, regardless of experience, position, age, or reputation. Warning Signs to Watch For One of the most important things we can do is recognize when someone is behaving differently than normal. Potential warning signs include: Talking about wanting to die or expressing hopelessness Giving away possessions or "tying up loose ends" Having unusually deep conversations that seem like goodbyes Significant changes in mood or behavior Withdrawal from coworkers, family, or friends Increased use of alcohol or drugs Changes in personal appearance or self-care Sudden changes in work performance Taking unusual interest in financial matters, wills, or final arrangements Trust your instincts. When something feels off, it often is. Supporting Mental Health Every Day Preventing suicide starts long before a crisis develops. Small actions can have a significant impact on mental well-being. 1. Practice Active Listening Many people don't need someone to solve their problems. They need someone who will truly listen. Put down the phone, eliminate distractions, and focus on understanding what the person is saying. Sometimes the simple act of being heard can make a meaningful difference. 2. Lean on Your Tribe Healthy relationships are one of the strongest protective factors against suicide. Invest time in the people who support you and encourage others to do the same. Equally important, look for opportunities to support others. Giving back strengthens connections and reminds people they matter. 3. Make Time for Stress Relief Whether it is hunting, fishing, coaching youth sports, exercising, spending time with family, or pursuing a hobby, everyone needs healthy outlets. Taking care of your mental health is not a sign of weakness. It is part of staying fit for work and life. 4. Encourage One Another A simple check-in can go a long way. Ask a coworker how they are doing. Follow up. Take the extra minute to listen. Encouragement and connection build stronger crews and healthier workplaces. Understanding the "Three P's" P ervasive – Feeling like problems affect every area of life. P ermanent – Believing things will never improve. P ersonal – Viewing setbacks as personal failures. When someone becomes trapped in this mindset, hope can begin to disappear. That is why reminding people that challenges are temporary, solutions exist, and support is available can be incredibly powerful. What to Do if Someone Talks About Suicide If someone trusts you enough to share thoughts of suicide, take it seriously. Here are several important steps: Thank Them for Sharing Opening up about suicidal thoughts is extremely difficult. Acknowledge the courage it took to talk. Listen Without Judgment Avoid arguing, lecturing, or immediately trying to solve the problem. Focus on understanding and connecting. Offer Hope Hope is the antidote to suicide. Remind the person that help is available, circumstances can change, and they do not have to face their struggles alone. Reinforce Their Value Many people experiencing suicidal thoughts feel like a burden. Be direct. Tell them they matter. Tell them they are not alone. Tell them their life has value. Connect Them to Help If you are not equipped to provide ongoing support, help connect them with someone who can. This may be: A trusted family member A friend A supervisor An employee assistance program A mental health professional The 988 Suicide & Crisis Lifeline Most importantly, follow up. Continuing to check in shows that you care and helps reinforce connection. If the Risk Is Immediate If someone tells you they intend to kill themselves imminently or you believe they are in immediate danger, call 911 immediately . Emergency intervention is necessary when a life is at risk. Building a Culture of Care The construction industry has always thrived because people look out for one another. We wear PPE, follow safety procedures, and stop unsafe work because every person on the crew matters. Mental health deserves that same commitment. At WUCA, we encourage every member company, owner, supervisor, and employee to make mental well-being part of the safety conversation. A simple conversation, a check-in, or a willingness to listen could save a life.  Need help now? Call or text 988 to reach the Suicide & Crisis Lifeline, available 24/7.
By Ruth Hackney • July 21, 2026
From Winter to Wonder: The Aruba Effect
By Ruth Hackney • May 14, 2026
We’re excited to share a new, ready-to-use recruitment flyer designed specifically for WUCA members and their workforce development efforts. This piece highlights the powerful story behind underground and utility construction—careers that build and sustain thriving communities. Using clear data, strong visuals, and compelling messaging, the flyer showcases key advantages of our industry, including “earn while you learn” opportunities, competitive wages, long-term stability, and meaningful career growth. Just as importantly, it emphasizes what makes our work unique: building the essential infrastructure that delivers water, energy, and connectivity to Wisconsin communities every day. This tool was created with flexibility in mind and can be used at career fairs, school visits, job sites, and community events. It’s designed to resonate with students, career changers, and anyone looking for a stable, purposeful career path. We encourage all member contractors to take advantage of this resource—customize it with your company information, add a QR code or contact details, and put it to work in your recruiting efforts. Together, we can strengthen the pipeline of skilled professionals and continue building the future—below the surface. For access to the flyer and additional recruitment resources, visit wuca.org.
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