Fleet Management Services in Poland

Looking for a simple, compliant way to manage your corporate vehicles in Poland? At Verita HR, we provide end-to-end fleet management in Poland for companies operating corporate vehicle fleets. Our service covers leasing and rental sourcing, contract negotiations, fuel cards, mileage control, and much more.

With a clear operational process and compliant documentation, your employees know exactly how to use company cars, while your finance team receives clean, auditable fleet cost data.

Want to know more? Get in touch today!

Breakdown of our Fleet Management Services

Vehicle leasing
Fleet ops
Fuel cards
Policy & rules
Monthly billing
Support

Vehicle Leasing, Rental & Fleet Operations Management

Vehicle leasing and long-term rental management in Poland. We manage the entire lifecycle of corporate vehicles from requirements definition to end-of-contract return. We ensure cost control, compliance, and operational continuity.

This service includes:

  • Fleet requirements analysis
  • Sourcing and comparison of leasing and rental offers from verified providers
  • Contract review and leasing negotiations
  • Vehicle delivery, handover, and driver onboarding
  • Ongoing fleet operations management
  • End-of-contract management

This service is designed for companies that want to outsource fleet operations in Poland without building internal fleet administration teams.

Fuel Card Management for Corporate Fleets

Fuel cards for company fleets managed as a controlled, auditable, and centrally administered tool. Our fuel card management service supports cost control, usage transparency, and fast operational response across your entire vehicle fleet.

Fuel card management includes:

  • Fuel card issuance, assignment, and driver onboarding
  • Usage limits by role or team (litres, amount, or both)
  • Product restrictions (e.g. fuel only, car wash, fluids)
  • Authorisation workflows for replacement vehicles
  • Support for mobile fuel card payments (where available)

All fuel card activity is aligned with your internal policies and integrated into monthly fleet reporting.

Premium & Executive Fleet Management

Premium and executive vehicle management in Poland for management teams, executives, and special business use cases. This includes sourcing, configuring, and managing higher-segment vehicles under the same operational and compliance standards as the rest of your corporate fleet.

Scope includes:

  • Premium leasing and rental sourcing
  • Availability checks and tailored configurations
  • Alignment with internal approval workflows
  • Ongoing operational support and reporting

You receive executive-level vehicles without additional administrative complexity, while maintaining full cost transparency and compliance.

How Our Fleet Management Services Work?

Fleet Needs Assessment

+

You share your business requirements. We define fleet structure, vehicle segments, mileage, contract duration, fuel card needs, and operational rules.

Leasing & Rental Offers Comparison

+

We collect and compare offers from multiple verified leasing and rental providers and recommend the optimal option based on cost, availability, and service scope.

Contract Review & Compliance Alignment

+

Our legal team reviews fleet agreements, proposes adjustments, and ensures compliance before the final version is approved.

Vehicle Delivery & Driver Onboarding

+

We coordinate vehicle delivery or collection and onboard drivers, covering usage rules, limits, liability, and reporting procedures.

Ongoing Fleet Operations Support

+

We manage daily fleet operations, including incidents, repairs, replacement vehicles, tyre changes, international travel permits, and driver communication.

Monthly Fleet Reporting & Invoicing

+

Our team provides clear monthly fleet reports and invoicing based on the agreed financial model.

Want to know more? Get in touch today!

Learn about our other Services in VeritaHR

Our expertise doesn’t stop at fleet management — we offer a wide range of complementary HR services to support your business.

Outsourcing Services

Streamline your operations with our flexible Outsourcing solutions. From complete HR management services to specific functions, we help businesses of all sizes reduce administrative burden while ensuring compliance. Our personalized approach to outsourcing services allows you to focus on your core business activities.

Permanent Recruitment

Our permanent recruitment services connect you with top talent across multiple industries. We specialize in BPO/SSC, Banking, Fintech, IT staffing and executive placements, using our extensive network and industry expertise to find candidates who not only match your technical requirements but also align with your company culture.

Media Services

Elevate your employer brand with our specialized media services. We help you reach potential candidates through strategic content and targeted campaigns. Our approach combines traditional recruitment agency techniques with modern digital strategies to enhance your visibility in a competitive talent marketplace.

Fleet Policy, Compliance & Responsibility Management

Clear fleet rules reduce operational risk, financial exposure, and internal disputes.

As part of our fleet management services in Poland, every driver operates under a company vehicle policy that defines permitted use, responsibilities, and cost allocation. Each policy is tailored to the client's internal rules and legal requirements, ensuring transparency and enforceability from day one.

Fleet Management Infographic

Key Elements of the Corporate Vehicle Policy

  • Private vehicle use within defined monthly mileage limits
  • Responsibility for excess mileage costs (settled according to policy)
  • Traffic fines and penalties handled operationally; costs settled by the driver
  • Clear incident reporting rules (scratches, collisions, damage, key loss)
  • Service and repair authorisation procedures
  • Replacement vehicle eligibility and approval workflow
  • International vehicle use subject to prior approval and country-specific restrictions

Why Partner with VeritaHR for Fleet Management

We combine fleet operations, compliance, and reporting into a single outsourced service.

  • Operational speed - fast response for urgent vehicle needs when supplier availability allows
  • Compliance-first approach - compliance with Polish regulations, inspections, registration, and EU travel
  • Cost control - mileage limits, fuel limits, and monthly reconciliation
  • Single point of contact - clear responsibility for drivers and internal teams
  • Scalable fleet management - suitable for small fleets and multi-entity structures
Fleet Management Cost Case Study Rapid Fleet Delivery Case Study

Frequently Asked Questions about Fleet Management

Answers to common concerns — so you know exactly what to expect when working with us. We believe in full transparency and proactive support at every step.

Do you offer vehicle leasing and rental as part of fleet management services?

+

Yes. As part of our fleet management services in Poland, we support both vehicle leasing and long-term rental and recommend the optimal model based on vehicle usage, cost structure, and operational requirements.

How do you prepare fleet leasing and rental offers?

+

We collect detailed fleet requirements and present comparable offers from multiple verified suppliers, including vehicle availability, service scope, contract conditions, and total cost structure.

Can our company participate in leasing or rental negotiations?

+

Yes. We coordinate the negotiation process, while our legal team reviews draft agreements and prepares recommended adjustments before the final version is approved by the client.

Do you manage fuel cards and usage limits for company vehicles?

+

Yes. We provide fuel card management for corporate fleets, including card issuance, driver assignment, usage limits by role or team, authorisation workflows, and operational reconciliation.

What happens in case of an accident or vehicle damage?

+

Drivers follow a defined fleet incident reporting process. We coordinate repairs, insurance-related procedures, and replacement vehicles in line with the company vehicle policy.

Do you support seasonal tyre changes and vehicle servicing?

+

Yes. As part of ongoing fleet operations management, we coordinate seasonal tyre changes, mandatory inspections, and scheduled servicing with drivers and suppliers.

Can employees use company vehicles for private purposes?

+

This depends on the corporate vehicle policy. We help implement clear rules covering private use, mileage limits, excess mileage costs, and settlement procedures.

Do you support international travel with company vehicles?

+

Yes. International vehicle use may require prior approval depending on the destination. We support the approval workflow and required documentation in accordance with country-specific restrictions.

Get in Touch

Verita HR Polska Sp. z o.o. is administrator of personal data. Personal data will be processed with aim of responding to questions given through this contact form. More information about personal data processing, including aims and rights is available in privacy policy.

Inspector of Personal Data Protection​

Maciej Karczmarski email: dane.osobowe@veritahr.com 

We handle sourcing, onboarding and administration, so you focus on core business growth.

Dominika Zwierz

Supplier Relationship Manager

dominika.zwierz@veritahr.com

Delete my personal data

Formularz dla kandydata

Administratorem danych osobowych jest Verita HR Polska Sp. z o.o. oraz HRO Personnel Sp. z o.o. Dane osobowe będą przetwarzane w celu udzielnie odpowiedzi na zadane pytanie przez formularz kontaktowy. Więcej informacji o zasadach przetwarzania danych, w tym o celach i prawach dostępne jest w Polityce prywatności.
INSPEKTOR OCHRONY DANYCH OSOBOWYCH​
Inspektor Danych Osobowych w Verita HR Sp. z o.o.:
dane.osobowe@veritahr.com 
Inspektor Danych Osobowych w HRO Personnel Sp. z o.o.:
dane.osobowe@hropersonnel.com 

Formularz dla pracodawcy

Administratorem danych osobowych jest Verita HR Polska Sp. z o.o. oraz HRO Personnel Sp. z o.o. Dane osobowe będą przetwarzane w celu udzielnie odpowiedzi na zadane pytanie przez formularz kontaktowy. Więcej informacji o zasadach przetwarzania danych, w tym o celach i prawach dostępne jest w Polityce prywatności.
INSPEKTOR OCHRONY DANYCH OSOBOWYCH​
Inspektor Danych Osobowych w Verita HR Sp. z o.o.:
dane.osobowe@veritahr.com 
Inspektor Danych Osobowych w HRO Personnel Sp. z o.o.:
dane.osobowe@hropersonnel.com