Authorization Letter to Use Company Car

An Authorization Letter to Use Company Car is a formal document that grants an employee or individual permission to drive and use a company-owned vehicle for official or designated purposes. Find examples below

#1

Re. Letter of Authorization to Use Company Car; Vehicle No. [mention the number of the vehicle]

Dear [name],

This letter is written to authorize the use of the car (details of the vehicle are provided in the following paragraph) for the under-mentioned employee.

Employee Name: [Insert Employee Name]
Designation: [Designation]

Mr. [name] has been an excellent employee in our office, working as a marketing manager since [20xx]. He has consistently demonstrated responsibility, care, diligence, and competence in all assigned duties.

By acknowledging his mindfulness of his responsibilities, we authorize the use of a car for him. The following are the vehicle’s details.

Car Model: [Model]
Car Model Number: [Model #]
Car Tracker ID: [Tracker ID]
Color: [Color]
Registration No: [Reg #]

Previously used by: [Insert Name]
Handed over to: [Name]
Handed over by: [Name]

Hence, the receiver must abide by all the company’s bylaws related to the use of company property or motor vehicles, as outlined in the Company Property Laws (2020). According to the mentioned laws, an employee authorized to use the company’s vehicle or any other movable property shall always refer to the ownership of the vehicle. Any traffic law violation, driving under the influence, or involvement in criminal activities shall result in the revocation of the employee’s right to use the car.

Any damage to the property shall be deducted from the salary of the concerned person. For the current authorization, no guarantee has been demanded. Therefore, the vehicle shall be handed over under the warranty of the company’s board.

For more information, please visit our website page, which includes the Company Property Laws (2020). Please acknowledge the authorization by sending me an email at [email address].

Thank you.

Regards

Sample #2

Re. Authorizing the Use of the Company’s Vehicle by [name] for Official Visits and Commuting for Official Assignments, Site Visits, and Bank Meetings

Dear [name],

This letter serves to inform you that the head of the [name of the department] is pleased to grant authorization for the use of the company’s vehicle for specific tasks.

The vehicle shall be used strictly for official and professional purposes only. The vehicle shall not be used for personal commuting. However, occasional use of the car for commuting from work to home or vice versa is partially permitted. Personal use of a vehicle refers to the use of the car for intra-city trips. The official visits shall be recorded, and the fuel expenses for the visits shall be reimbursed from the company’s account office after approval by the HR manager.

The employee shall be liable to inform the concerned authorities if any of the official visits are 100 km or more away from the office location.

Any negligence that causes damage to the vehicle shall be penalized after it is proven. Hence, the employee is advised to use the company’s car carefully and effectively. Company property rules and regulations apply to the authorization of a car to Mr. [name].

If anything remains unclear, please get in touch with the Human Resources department. Thank you.

Regards.