Employee Company Vehicle Use Agreement

Company Letterhead

{{company_name}}

{{company_address}}

Phone: {{phone}} | Email: {{email}} | Website: {{website}}

Employee Company Vehicle Use Agreement

This Employee Company Vehicle Use Agreement ("Agreement") is entered into on this {{day}} day of {{month}}, {{year}}, by and between {{company_name}} (hereinafter referred to as "the Company") and {{employee_name}} (hereinafter referred to as "the Employee"), residing at {{employee_address}}.

1. Vehicle Assignment and Acceptance

The Company agrees to provide the Employee with a company vehicle, {{vehicle_make}} {{vehicle_model}}, with registration number {{vehicle_registration_number}} (hereinafter referred to as "the Vehicle"), for business use and, where authorized, for personal use, in accordance with the terms herein. The Employee accepts responsibility for the Vehicle and agrees to adhere to all terms and conditions set forth in this Agreement.

2. Permitted Use

The Vehicle is primarily provided for conducting company business. Any personal use of the Vehicle must be pre-approved by {{approving_manager_position}} and is subject to the Company's vehicle policy. Unauthorized personal use may result in disciplinary action, including termination of employment and revocation of vehicle privileges.

The Vehicle may not be used for any illegal purposes, competitive business, or in a manner that would bring disrepute to the Company. The Vehicle shall not be driven by unauthorized individuals.

3. Maintenance and Care

The Employee is responsible for the daily care and maintenance of the Vehicle, including keeping it clean, checking fluid levels, and reporting any defects or damage immediately to {{fleet_manager_name}} at {{fleet_manager_contact_number}}. All scheduled maintenance and repairs must be conducted at Company-approved service centers. Failure to maintain the Vehicle adequately may result in the Employee being held liable for repair costs.

4. Insurance and Accidents

The Company maintains comprehensive motor vehicle insurance for the Vehicle. In the event of an accident, the Employee must immediately notify {{incident_reporting_contact_person}} at {{incident_reporting_contact_number}} and follow all procedures outlined in the Company's accident reporting policy. The Employee must cooperate fully with any insurance investigation.

Any traffic violations, parking fines, or other penalties incurred while the Vehicle is in the Employee's possession are the sole responsibility of the Employee.

5. Fuel and Expenses

The Company will provide a fuel card for business-related fuel purchases. All fuel card transactions must be reconciled and submitted according to the Company's expense policy. Personal fuel expenses are the responsibility of the Employee. Any other authorized expenses related to the Vehicle must be submitted with valid receipts for reimbursement.

6. Return of Vehicle

Upon termination of employment or request by the Company, the Employee must immediately return the Vehicle, along with all keys, associated documents, and accessories, to the Company in good working order and condition, reasonable wear and tear excepted. Failure to return the Vehicle may result in legal action.

7. Acknowledgment and Agreement

By signing this Agreement, the Employee acknowledges that they have read, understood, and agree to abide by all the terms and conditions outlined herein and in the Company's comprehensive Vehicle Use Policy, which is incorporated by reference into this Agreement.

Signatures

___________________________ ___________________________

Employee Signature Date

___________________________

Printed Employee Name

___________________________ ___________________________

Company Representative Signature Date

___________________________

Printed Company Representative Name

{{company_representative_title}}