6 tips for legally and safely reducing fuel costs in road transport
In times of relatively high diesel prices, reducing fuel costs in transport is becoming one of the priorities and margin factors for carriers.
Fuel can account for the largest part of a transport company’s expenses – according to industry data, it accounts for 25-40% of total costs. In extreme cases, it can even reach 50%.
No wonder every carrier is looking for ways to save money. However, it is crucial that these methods are legal and safe – ones that do not expose the company to legal sanctions or vehicle breakdowns. It is worth focusing on proven solutions that reduce fuel consumption.
Why is it worth reducing fuel costs in transport?
Rising fuel prices have a direct impact on the profitability of transport operations. As mentioned, fuel expenses can consume almost half of a transport company’s budget.
Every 2, 5 or 10% saved on fuel is a real improvement in financial results and greater competitiveness on the market. In addition, economical driving means lower emissions, which is in line with environmental trends and customer demands for sustainable transport.
It is also worth noting that legal ways to reduce fuel costs often go hand in hand with safety: an economical driving style promotes smooth traffic flow and reduces the risk of accidents, while taking care of the technical condition of vehicles reduces their failure rate.
6 ways to reduce fuel consumption in road transport
Number 1: Eco-driving
One of the most effective and cheapest ways to reduce fuel costs in transport is to introduce the principles of eco-driving, i.e. economical driving. In terms of fuel economy and minimising fuel costs, this is probably the most effective method.
The driver’s driving style directly affects fuel consumption. Studies have shown that by using the right techniques, average fuel consumption can be reduced by up to 20%.
Importantly, eco-driving improves road safety – the driver drives more smoothly, calmly and predictably.
Key principles of eco-driving
Maintain a constant, moderate speed: Avoid sudden acceleration and braking. Driving a little slower on the motorway can save you a lot.
For example, the average fuel consumption of a truck travelling at:
- 90 km/h is approx. 28.9 litres per 100 km,
- 80 km/h is approx. 25.7 litres per 100 km.
This is as much as 11% lower fuel consumption, which translates into real fuel savings. Consider limiting the maximum speed of your fleet. Many companies set a limit of 85 km/h.
This results in real savings, as the average fuel consumption is as much as 1-1.7 litres per 100 km. Without a significant impact on delivery times.
Smooth driving and anticipating situations: Keep a safe distance so that you can brake smoothly with the engine and avoid sudden braking. Every time a 40-tonne vehicle accelerates again, it consumes large amounts of fuel.
Therefore, it is better to drive at a constant speed. Driving in throttle-brake mode results in higher fuel consumption.
In urban conditions, the rule ‘drive as if you had no brakes’ applies, i.e. anticipate red lights, slow down early before intersections, and maintain smoothness.
Optimal use of gears and engine: Try to use the highest possible gears at low engine speeds. Avoid prolonged idling. When the vehicle is stationary for more than 1 minute (e.g. loading, stopping), switch off the engine to avoid wasting fuel.
Use of cruise control and assistance systems: On long, relatively flat sections of motorway, cruise control that maintains a constant speed is an ally of economical driving and guarantees lower costs.
Advanced cruise control systems in lorries adjust speed to the terrain and can predict hills using GPS. Many lorry manufacturers emphasise that this is one of the simplest tools for reducing fuel consumption.
Driver training and motivation: Introducing an eco-driving training programme for all drivers in the company is an investment that quickly pays for itself. Experienced instructors will teach you how to put the above principles into practice on a daily basis.
It is also worth monitoring driving style (e.g. average fuel consumption per 100 km, idling time) and motivating drivers to improve – e.g. bonuses for the lowest fuel consumption in a month or internal competitions. By engaging drivers, we build a culture of fuel economy within the company.
Number 2: Regular vehicle maintenance and technical condition
The second pillar in the context of fuel consumption and safe fuel cost reduction is taking care of the technical condition of the fleet.
A poorly maintained vehicle consumes significantly more fuel. Legal ways to reduce fuel costs therefore include investing in regular servicing and eliminating faults.
Key principles for maintaining the technical condition of a vehicle in order to reduce fuel costs
Inadequate tyre pressure: Underinflated tyres increase rolling resistance, which increases fuel consumption. Driving with too low pressure can increase fuel consumption by several per cent and also accelerates tyre wear. Check the pressure regularly and keep it at the recommended level.
It is also worth considering fuel-efficient tyres with lower rolling resistance – according to manufacturers’ data, class A tyres can reduce fuel consumption by an additional 2-3% compared to class C tyres.
Wheel alignment and toe: Misaligned axles cause the vehicle to ‘pull’ and the tyres to offer greater resistance. In a typical tractor unit, poor alignment can increase fuel consumption by up to 3%, and if this also affects the trailer axles, by up to 15%.
Filters and intake system: A clogged air filter restricts the air supply to the engine, which impairs the efficient combustion of the mixture. A dirty fuel filter can reduce the pressure in the injection system. Both cases lead to a drop in power and an increase in fuel consumption.
Regular filter checks and replacements, as well as regular servicing (in accordance with the service schedule), ensure optimum engine performance and economy, as well as lower operating costs.
Engine software updates: In newer trucks, engine control software is very important. Manufacturers regularly release updates to improve performance and economy.
During servicing, it is worth asking the service centre whether ECU updates are available to increase fuel economy. This is a completely legal way to slightly improve fuel consumption – sometimes by as much as a few per cent.
By taking care of these aspects, we avoid situations where trucks consume more fuel than they should. Although servicing involves costs, the good technical condition of the fleet translates into lower fuel bills and greater reliability. In the long run, regular maintenance is therefore an investment that reduces operating costs.
Number 3: Vehicle aerodynamics and load optimisation
Air resistance and the weight of the load being transported are other factors that have a significant impact on fuel consumption.
Legal and safe ways to optimise these factors can bring measurable savings, especially in long-distance transport.
Aerodynamic improvements:
At motorway speeds (80-90 km/h), air resistance is the main ‘brake’ that absorbs engine power. Therefore, lorries carrying high trailers should be equipped with spoilers and fairings:
- Roof spoiler – mounted on the cab roof, directing the airflow over the trailer. It can reduce fuel consumption by up to 5% if properly adjusted (the angle should match the height of the trailer).
- Side fairings – aerodynamic panels on the sides of the cab. They reduce air turbulence between the tractor and the semi-trailer, resulting in savings of up to 3%.
- Removal of unnecessary accessories – any additional protruding elements (halogen lights on the roof, decorative pipes, horns, antennas) worsen aerodynamics. If they are not really necessary, it is worth removing them. The ‘cleaner’ the vehicle body, the lower the fuel consumption.
These modifications are completely legal (in fact, many manufacturers offer them as standard or as accessories) and safe, as long as they are installed professionally. An investment in an aerodynamic package can pay for itself in a year or two thanks to lower fuel bills.
Weight and load optimisation:
- Reducing unnecessary weight: Every additional tonne of vehicle weight increases fuel consumption. It is estimated that this is by approx. 0.5-1 l/100 km per tonne. Therefore, do not carry unnecessary ballast. Check your tractor for unnecessary items (e.g. empty extra tanks, unused equipment).
- Load distribution and aerodynamic protection: If you are transporting a load on a platform or open trailer, make sure you have the right tarpaulins and wind deflectors. Protruding and irregular loads will significantly impair airflow. A well-tensioned tarpaulin, rounded edges of packages, and even the use of aerodynamic covers on the front of the load can reduce drag.
- Avoiding empty runs: Empty runs (driving without a load) are the biggest waste of fuel – we burn fuel but do not earn money because we are not transporting goods. This is an area for organisational, not technical, improvement: it is worth planning orders in such a way as to reduce empty runs.
Number 4: Route planning and intelligent logistics
Optimising routes is another legal and safe way to save fuel. Planning plays a key role here – both at the level of individual journeys and the entire logistics operation.
How can effective planning reduce fuel costs?
Choosing the best route: The shortest route is not always the most economical. Sometimes a longer motorway will be more economical than a shorter route that is mountainous or runs through towns. Avoid roads with heavy traffic (sitting in traffic jams means idling) and routes with poor road surfaces, where driving is slower.
In practice, it is worth using maps for lorries and route planning systems that take into account elevation profiles and restrictions (bridges, tonnage, etc.).
Digital planning tools can suggest the most fuel-efficient route, e.g. avoiding steep inclines when carrying heavy loads.
Plan routes for lorries, choose the cheapest and most cost-effective ones for your company, calculate transport costs and profits by simply entering the loading and unloading points.
Consolidation and schedules: When planning transport, it is worth combining loads and orders to maximise the cargo space of each trip.
It is better to send one fully loaded vehicle than two half-empty ones. In addition, when scheduling, take into account loading/unloading time windows so that the driver does not have to wait long with the engine running on the ramp (sometimes this cannot be avoided, but it is worth minimising).
A well-planned schedule will also reduce driving during city rush hours.
Traffic and obstruction monitoring: In the age of modern technology, drivers have access to real-time information about traffic jams, accidents and road checks (e.g. through apps such as Google Maps or Yanosik, and professionally through telematics systems).
Encourage drivers to use this data and flexibly change their route if there is a major traffic jam. Sometimes, exiting the motorway for a detour can save an hour of standing still and thus fuel burned in low gear.
In summary, good route planning is a way to avoid situations where lorries waste fuel on unnecessary kilometres or idling. This is essential for a company to operate efficiently.
Modern logistics is based on data and planning, so it is worth using the available tools to consume fuel only where necessary.
Number 5: Monitoring fuel consumption and preventing theft
You cannot manage what you do not measure. Therefore, another element of reducing fuel costs is monitoring fuel consumption in the company and preventing losses such as fuel theft or mismanagement. Although the subject can be sensitive, it is a justified way of protecting the company’s fuel budget.
Telematics and monitoring systems: Equipping lorries with GPS systems and fuel sensors allows you to track both routes and fuel levels in tanks. You can analyse average fuel consumption and refuelling times on an ongoing basis, and even detect sudden fuel loss (which may indicate theft from the tank, for example).
There are solutions on the market that integrate data from the on-board computer (CAN) – they show, for example, how much fuel a driver consumes per 100 km, how much time they spend using cruise control, and how much time they spend driving at high revs. This information allows you to identify areas for improvement (e.g. one driver consumes 5 litres more fuel than others on a similar route – they may need additional training or a technical inspection of the vehicle).
Fleet management platforms can automatically generate fuel consumption reports and alerts in case of deviations. This gives the fleet manager full control over fuel consumption and allows them to respond quickly to irregularities.
In summary, fuel control using telematics is now standard in professional fleets. It provides transparency and trust backed by data. Thanks to it, we save fuel both through better habits (because drivers know that fuel consumption is monitored) and by eliminating waste.
Number 6: Use of fuel cards and tax breaks
In addition to technical and operational measures, it is worth considering financial solutions that legally reduce fuel costs. These include various types of fuel cards, discounts and tax refunds (VAT and excise duty).
Fleet cards with discounts: Many carriers use special fuel cards offered by station chains or intermediaries (e.g. DKV, UTA, Shell, Orlen Flota). Such cards enable cashless refuelling at specific stations, often at preferential prices. The discount can be several to a dozen or so pence per litre, which, with large volumes of fuel, adds up to a significant amount.
Importantly, settlement is sometimes deferred (collective invoice, e.g. weekly or monthly), which improves cash flow.
Adar also offers its carriers fleet fuel cards with discounts, thanks to which fuel is settled at net prices and excise duty refunds are simplified. Such a card not only means a lower price at the pump, but also saves time – the driver does not have to worry about cash, and the accounting department receives one invoice instead of hundreds of receipts.
Check out ADAR’s offer for carriers: here >>>
Refuelling planning: The price of diesel fuel may vary depending on the country or even the region. A legal way to save money is to plan where to refuel the most. For example, carriers travelling to the West know that Luxembourg is famous for its cheap fuel – it is worth driving there and filling up the tank.
In Scandinavian countries, on the other hand, fuel is more expensive, so it is better to enter with a full tank from Poland or the Baltic states. The differences can reach several dozen euro cents per litre. Of course, you should not drive hundreds of kilometres just to fill up cheaper, but with sensible route planning, you can reduce your fuel costs by choosing more affordable refuelling locations.
VAT and excise duty refunds: Transport companies are entitled to reclaim VAT on fuel purchased abroad (this is standard practice in the EU – we can reclaim VAT from most EU countries).
In addition, several countries offer a partial excise duty refund on fuel for carriers. This is a legal relief that is worth taking advantage of, as it effectively reduces the cost of fuel by several or several dozen pence per litre. According to data from the European Association ODYSSEE-MURE, the excise duty refund system for transport companies operates in Belgium, France, Spain, Italy, Slovenia, Hungary (and several other EU countries).
Summary
In an era of rising fuel prices, reducing fuel costs in transport is a process that requires a multi-faceted approach. There is no single miracle solution – real savings result from a combination of many measures:
- from training drivers in eco-driving,
- through maintaining vehicles in perfect technical condition,
- optimising aerodynamics and load,
- intelligent route planning,
- to the use of technology and financial incentives.
All of the methods described are fully legal and safe, and have been tested in practice by numerous carriers. What is more, they often bring additional benefits: they increase road safety, improve the working culture within the company and reduce the carbon footprint of transport.
The implementation of the above solutions will significantly reduce fuel costs in road transport, thereby improving the profitability of transport operations. In an era of fierce market demands and high energy prices, ensuring the fuel efficiency of a fleet is not only a matter of savings, but a necessity in order to remain competitive.
Fortunately, thanks to technological advances and proven industry practices, saving fuel has never been so accessible. All you need is the will, a little knowledge (which we hope this article has provided) and consistency in your actions, and you will enjoy low fuel consumption in your company.
Legally reducing fuel costs is a game worth playing: it protects our business, people and the environment.
Frequently asked questions
How much can you realistically save on fuel with eco-driving?
A so-called economical car, i.e. an economical engine, is half the battle. The other half is eco-driving. It is estimated that eco-driving techniques can reduce fuel consumption by an average of 5-15%. In some cases, the savings can be as high as 20%.
This is confirmed by both reports and the practice of companies implementing driver training. The final result depends on the starting point – drivers who have previously driven very uneconomically will make the most progress after training. It is important that eco-driving becomes a permanent habit, then the reduction in fuel costs will be permanent.
Does reducing the speed of a lorry really make a big difference?
Yes, reducing speed minimises fuel costs. Air resistance increases exponentially with vehicle speed. Tests have shown that a lorry consuming ~29 l/100 km at 90 km/h will consume only ~25.7 l at 80 km/h.
That is about 4 litres less per 100 km, or a saving of 11%. Of course, common sense must be exercised – driving too slowly can hinder logistics, but limiting the maximum speed to 85 km/h usually does not affect delivery times, and fuel costs will be noticeably lower.
