Vehicle Use Agreement

Company Letterhead Block

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

VEHICLE USE AGREEMENT

This Vehicle Use Agreement ('Agreement') is made and entered into on this {{date}} day of {{month}}, {{year}}, by and between {{company_name}} (hereinafter referred to as 'the Company'), with its principal place of business at {{company_address}}, and {{employee_name}} (hereinafter referred to as 'the Employee'), residing at {{employee_address}}.

1. Purpose of Agreement

This Agreement outlines the terms and conditions governing the use of a Company-owned vehicle by the Employee for business-related activities and, where explicitly permitted, for authorized personal use. The objective is to ensure responsible and safe operation, proper maintenance, and compliance with all applicable laws and Company policies.

2. Vehicle Details

The Company hereby assigns the following vehicle to the Employee for use under the terms of this Agreement:

Make: {{vehicle_make}}

Model: {{vehicle_model}}

Year: {{vehicle_year}}

Registration Number: {{vehicle_registration_number}}

Chassis Number: {{vehicle_chassis_number}}

Mileage at Handover: {{mileage_at_handover}} km

3. Permitted Use

3.1. Business Use: The designated vehicle is primarily provided for conducting official Company business, including but not limited to, client meetings, site visits, and transportation of Company goods or personnel.

3.2. Personal Use: (Select one option below and delete the other)

OPTIONAL CLAUSE A (No Personal Use): Personal use of the Company vehicle is strictly prohibited.

OPTIONAL CLAUSE B (Limited Personal Use): Limited personal use by the Employee within {{geographic_limit}} is permitted, provided it does not interfere with business operations and adheres to all Company policies. Any personal use outside of this limit must be pre-approved in writing by {{approving_manager_title}}.

3.3. Unauthorized Use: The vehicle shall not be used for any illegal purposes, racing, off-road driving (unless specified for job role), or by any unauthorized drivers. The Employee shall not use the vehicle for taxi services or any other commercial ventures not directly related to Company business.

4. Employee Responsibilities

4.1. Driver's License: The Employee must possess a valid and appropriate driver's license for the class of vehicle assigned and must notify the Company immediately of any changes to their license status.

4.2. Vehicle Care and Maintenance: The Employee is responsible for the daily care, cleanliness, and security of the vehicle. This includes, but is not limited to, checking fluid levels, tire pressure, and reporting any defects, damage, or servicing requirements to {{reporting_department}} within {{number_of_hours}} hours of discovery.

4.3. Fuel and Tolls: The Company will reimburse the Employee for all legitimate business-related fuel and toll expenses upon submission of valid receipts and a completed expense report. {{fuel_card_details_if_applicable}}

4.4. Accidents and Incidents: In the event of an accident, theft, or damage, the Employee must immediately notify the Company and the relevant authorities (police/insurer), complete an accident report, and provide all necessary information as requested by the Company.

4.5. Traffic Violations: The Employee is solely responsible for any traffic fines, penalties, or infringements incurred while operating the vehicle. The Company will not be liable for such violations.

5. Insurance and Liability

5.1. Insurance Coverage: The Company maintains comprehensive insurance coverage for the vehicle. Details of the policy can be obtained from {{insurance_contact_person_or_department}}.

5.2. Deductible: In the event of an insurance claim where the Employee is found to be at fault or negligent, the Employee may be liable for the insurance deductible montant up to {{deductible_amount}}.

5.3. Liability: The Employee agrees to indemnify and hold harmless the Company from any liability, losses, or damages incurred as a result of the Employee's negligent or unauthorized use of the vehicle.

6. Return of Vehicle

Upon termination of employment or when requested by the Company, the Employee shall immediately return the vehicle, all keys, and associated accessories to the Company in good working order, fair wear and tear excepted. Failure to do so may result in deductions from final pay or legal action.

Location for Return: {{return_location}}

Contact Person for Return: {{return_contact_person}}

7. Termination of Agreement

This Agreement may be terminated by the Company at any time, with or without cause, by providing written notice to the Employee. The Employee's right to use the Company vehicle will cease immediately upon termination of this Agreement or termination of employment.

8. Governing Law

This Agreement shall be governed by and construed in accordance with the laws of {{country_name}}.

9. Acknowledgment and Agreement

By signing below, the Employee acknowledges that they have read, understood, and agree to abide by all the terms and conditions set forth in this Vehicle Use Agreement and any associated Company policies regarding vehicle use. The Employee further acknowledges receipt of the Company vehicle as detailed herein.

Signature Block

___________________________ ___________________________

Employee Signature Date

{{employee_name}}

Employee Printed Name

___________________________ ___________________________

Company Representative Signature Date

{{company_representative_name}}

{{company_representative_title}}

For and on behalf of {{company_name}}