Vehicle Use Agreement

{{company_name}}

{{company_address}}

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

Vehicle Use Agreement

Vehicle Use Agreement

{{company_name}} {{company_address}} Phone: {{phone}} Email: {{email}} Website: {{website}}

VEHICLE USE AGREEMENT

This Vehicle Use Agreement ('Agreement') is made effective as of {{effective_date}}, between {{company_name}} ('Company'), located at {{company_address}}, and {{employee_name}} ('Employee'), residing at {{employee_address}}.

The Company agrees to provide the Employee with a company-owned vehicle for business use, subject to the terms and conditions set forth in this Agreement.

Vehicle Details: Make: {{vehicle_make}} Model: {{vehicle_model}} Year: {{vehicle_year}} License Plate Number: {{license_plate_number}} Vehicle Identification Number (VIN): {{vin_number}}

TERMS OF USE

1. **Authorized Use:** The vehicle is provided primarily for business purposes. Limited personal use may be permitted as per the Company's Vehicle Policy, attached hereto as Appendix A, and fully incorporated by reference. Any unauthorized use is strictly prohibited.

2. **Driving Eligibility:** The Employee must possess a valid driver's license appropriate for the vehicle class and provide proof of insurability. The Employee must immediately notify the Company of any changes to their driving record, including but not limited to, traffic violations, license suspensions, or accidents.

3. **Maintenance and Care:** The Employee is responsible for the daily care, routine checks (tyre pressure, fluid levels), and general cleanliness of the vehicle. All scheduled maintenance and repairs, as per the manufacturer's recommendations, must be performed by approved service providers. The Employee must report any mechanical issues or damage to the Company within {{reporting_timeframe}} hours.

4. **Fuel and Expenses:** The Company will cover fuel costs for business use. The method of payment (e.g., fuel card, reimbursement) will be specified in the Company's Vehicle Policy. Employees must submit accurate expense reports with receipts for all vehicle-related expenses as per Company policy.

5. **Accidents and Incidents:** In the event of an accident, theft, or damage, the Employee must immediately notify the Company and the appropriate law enforcement authorities. An accident report form (Appendix B) must be completed and submitted to the Company within {{accident_reporting_timeframe}} hours of the incident. The Employee must cooperate fully with any investigation.

6. **Vehicle Condition Upon Return:** Upon termination of employment or cessation of vehicle use, the Employee must return the vehicle to the Company in good working condition, reasonable wear and tear excepted. Any damage beyond reasonable wear and tear will be the financial responsibility of the Employee.

EMPLOYEE RESPONSIBILITIES

- Adhere to all traffic laws and regulations.

- Ensure the vehicle is locked and secured when not in use.

- Not allow unauthorized individuals to operate the vehicle.

- Not smoke or permit smoking in the vehicle.

- Not transport illegal substances, unauthorized passengers, or hazardous materials.

- Promptly report any tickets, fines, or penalties received while operating the vehicle.

- Be responsible for any fines, penalties, or towing charges incurred due to the Employee’s negligence or violation of traffic laws.

- Not use the vehicle under the influence of alcohol or drugs.

COMPANY RIGHTS AND RESPONSIBILITIES

- The Company reserves the right to inspect the vehicle at any time.

- The Company reserves the right to revoke vehicle privileges at its sole discretion.

- The Company will provide adequate insurance coverage for the vehicle as required by law.

- The Company will bear the cost of scheduled maintenance and major repairs, provided the damage is not due to Employee negligence.

INSURANCE AND LIABILITY

The Company will provide motor vehicle insurance coverage for the vehicle. Details of the coverage, including deductibles, are outlined in Appendix C. The Employee agrees to abide by all terms and conditions of the insurance policy.

The Employee agrees to indemnify and hold harmless the Company from any liability, loss, or damage arising from the Employee's negligence or willful misconduct in the use of the vehicle.

TERMINATION OF AGREEMENT

This Agreement may be terminated by either party with {{notice_period}} days' written notice.

Immediately upon termination of employment or cessation of vehicle use, the Employee must return the vehicle, all keys, and any associated documents (e.g., fuel card, registration) to the Company.

GOVERNING LAW

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

ENTIRE AGREEMENT

This Agreement, together with the attached Appendices, constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes all prior agreements, understandings, negotiations, and discussions, whether oral or written, of the parties.

ACKNOWLEDGMENT AND AGREEMENT

I, {{employee_name}}, acknowledge that I have read, understood, and agree to abide by all the terms and conditions set forth in this Vehicle Use Agreement and the attached Company Vehicle Policy.

Employee Signature: _____________________________ Date: _____________________________

Printed Name: {{employee_name}}

For {{company_name}}:

Authorized Representative Signature: _____________________________ Date: _____________________________

Printed Name: {{authorized_representative_name}}

Title: {{authorized_representative_title}}