A workplace charging policy sets out who may use the company chargers, when, and for how long. The core building blocks: who's eligible, maximum charging duration, fair sharing when points are scarce, what to do once a session ends, and the cost and tax angle. This checklist walks you through all of them — with a free template to download.
Why write a charging policy at all?
As soon as more employees drive EVs than you have charging points, friction follows: blocked bays, "who's on the charger" chat threads, resentment. A written policy creates clear, fair rules — and is the basis a booking tool needs to enforce them.
The 7 building blocks of a good policy
- Eligibility: who may charge — all staff, company cars only, guests too?
- Maximum duration: e.g. 3 hours per booking, so bays rotate.
- Fair sharing: book in advance, a limited advance window, no standing reservations.
- End of session: move the car or release the bay once it's full or time is up.
- Cost & tax: in Germany, workplace charging is tax-free under § 3 Nr. 46 EStG; define private vs. business charging.
- Safety: approved cables and wallboxes only, and how to handle faults.
- Point of contact: who owns this, and how are issues reported?
Tick-box checklist
- Audience and eligibility defined?
- Maximum duration and advance window set?
- End-of-session / move-the-car rule written?
- Tax treatment clarified?
- Booking method (tool or calendar) named?
- Owner and escalation path documented?
Download the free template
You don't have to start from a blank page: download our workplace charging policy template, adapt it to your company, and share it with the team.
From policy to practice
A policy on paper stops nobody from hogging a charger. A booking tool enforces the rules in software: it caps duration per booking, only allows reservations within the defined window, and reminds people when their session ends — without OCPP or per-kWh billing.
FAQ
Is a charging policy mandatory?
It isn't legally required, but it's strongly recommended once several employees share charging points — it prevents conflict and creates fairness.
Who should write it?
Usually facility management or HR, in consultation with the works council where one exists.