Personal Vehicle

Pros and cons of using personal vehicle

Deciding whether or not to allow your employees use their personal vehicles for business trips can be a tough decision to make. ­

To make this decision, the needs of both your employees and organization must be considered. Your employees’ comfort and convenience are an important factor. However, your organization must also recognize that it is responsible for the safety of its employees when travelling for business. As well, you need to think about your organization’s bottom line and which method will result in a lower spend.

Pros of Using a Personal Vehicle


 As human beings, we tend to be creatures of comfort. Using a personal vehicle allows your employees to enjoy the amenities they’ve come to know.

Your employees will have peace of mind knowing they won’t have to adjust their seats or their bluetooth settings. They’ll know the exact sweet spot when it comes to stepping down on their breaks. Truly knowing one’s car is a great advantage when travelling.


Driving their own vehicle enables your employees to save on time. After a long day travelling on the road for business, most employees simply want to head home to relax. However, with a rented vehicle, they must first head back to the rental car location to return the vehicle. This added step takes away from precious personal time and could cause some employee unhappiness.

Personal Space

Driving one’s own vehicle ultimately gives the employee their personal space. They can freely choose to blast their music or leave an empty coffee cup in their cup holder without worry. They can also choose to enjoy quiet time if they’d like, since they are not necessarily forced to travel with any companions, due to the fact that they’re using their personal vehicle.

Hassle Free

The final advantage of a personal vehicle is that your employee can be ready to go at a moment’s notice.

If your employee finds out late one night that they must attend a client meeting the next morning, they’re easily able to jump into their car and head straight there. There’s no need to worry about renting a vehicle early the next morning.

Personal Vehicle vs Car Rental

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Cons of Using a Personal Vehicle


The biggest downside to employees using their personal vehicles for business travel is: safety. Every organization has a Duty of Care responsibility and must be able to ensure the safety of their employees when travelling for business

An organization cannot ensure that an employee’s vehicle has been properly maintained. Is the oil being regularly changed? Are the winter tires in safe driving condition?

Another side effect of a potentially poorly maintained personal vehicle is the possibility of it breaking down. A vehicle that breaks down on the way to a client meeting is valuable time wasted, for both your organization and the employee.

With Enterprise Rent-A-Car and National Car Rental’s vehicles, your organization is guaranteed peace of mind. Their rental vehicles are always clean and late models. And most importantly, they’re well maintained –for example, Enterprise Rent-A-Car and National Car Rental fleets receive regular oil changes every 4,800 kilometres.              


When your employees use their personal vehicle for business travel, your organization cannot be certain that they have the proper insurance.

Employees driving their personal vehicle should be covered by insurance which protects the organization when the employee is travelling on company time. As well, insurance providers can deny an employee’s damage claim if they were not made aware that the vehicle was being used for business purposes.

Company Image

While this might seem insignificant, you should always consider your organization’s brand image.

For example, let’s imagine for a moment that your organization places an importance on being an environmentally friendly company. However, your employee shows up to a client meeting in vehicle that consumes an exorbitant amount of fuel. The image being portrayed to the client might actually be harmful to organization’s mission and credibility.

Multiple Vehicles

When employees use their personal vehicle, they are limited to the number of people that can travel together.

If seven of your employees need to drive to one destination, multiple vehicles will need to be taken. That’s means your organization will be forced to reimburse two sets of vehicle expenses. However, with Enterprise Rent-A-Car and National Car Rental, your organization can simply rent a van which will allow your employees to travel all together.


As a Travel Management Company, we cannot stress the importance of employee compliance when it comes to booking travel arrangements. If your organization allows the use of personal vehicles, you will have to set firm guidelines and policies regarding proper vehicle use and reimbursement. This will then need to be internally monitored.

On the other hand, when your employees rent vehicles with Enterprise Rent-A-Car and National Car Rental, they have pre-established guidelines, put in place by your organization, regarding the approved rental vehicle types. This way, your employees are conscientious of the rental vehicles they should be using when travelling for business. 

Which means of transportation do you think is better? We want to know!

Source: this article was created with the help of Enterprise Rent-A-Car and National Car Rental



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