Cars and other types of vehicles can be expensive which is why there are individuals and organizations who lend out their vehicles to be used by other people for a specific duration of time. Most often, the driver or the borrower of the vehicle will be using it for a purpose related to the organization itself such as for business meetings of a company or for a school.

What Is a Vehicle Use Authorization Form?

A vehicle use authorization form is a document which must be created by an organization who will be lending their owned vehicles to their members, employees, or to any borrower. The form collects the details of the driver or the user of the vehicle, the details and descriptions of the vehicle to be used, and the granted permission of the organization’s authorization committee. Moreover, this document is important in keeping proper records of who the user of the organization’s or the company’s vehicle is during specific days and events which then provide additional security to the properties of the company.

Vehicle Use Authorization Form Sample

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Essential Contents of Vehicle Use Authorization Forms

Regardless of the type of vehicle use authorization form to be used by organizations for their vehicle borrowers, the form must have the following contents or elements for it to be an effective document:

The information of the borrower or the applicant

Basically, the name of the borrower or the applicant will be stated in this part of the form. Aside from the name, the borrower’s permit number, driver’s license number, address, and contact information can also be collected in the form to further provide ample data that the organization can use for verifying the borrower’s identity.

The details of the vehicle

The details should include the vehicle’s make, model, year, license plate number, and its insurance details. In addition, the vehicle’s color and condition should also be included in the form especially if there are specific factors which must be known by the driver as he uses the vehicle.

The permission and signatures of the authorization committee

In this part of the form, the signature of the authorization committee will have to be indicated along with the name of the committee representative who signed the form, the date when it was signed, and the conditions or the restrictions to be noted by the vehicle user or driver.

Creative Vehicle Use Authorization Form

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Types of Vehicle Use Authorization Forms

There can be varying types of vehicle use authorization forms that companies and organizations can utilize and create. Each form differs in its targeted users or audience:

Employee Vehicle Use Authorization Form – Employees or company workers who will be using the company’s vehicle are the target users. The information to be collected in the form would include the basic details of the user and the description and insurance information of the vehicle along with the signature of the user which indicates his understanding and affirmation to the intent of using the vehicle.

Employee Vehicle Use Authorization Form

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Personal Vehicle Use Authorization Form – This is the type of vehicle use authorization form which should be filled out by company employees or individuals who will be using their own vehicles for a company-related activity. The form will serve as an instrument for the vehicle owner or the employee to claim an expense reimbursement in relation to the vehicle’s usage such as purchasing gas, oil, and other supplies and necessities during the activity or event.

Personal Vehicle Use Authorization Form

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Student Vehicle Use Authorization Form – Enrolled students of an institution can also use the institution’s vehicles for as long as the reason for using the vehicle is for transporting goods and organization members to a school event. In the form, the student will have to disclose the name of his organization, his personal information, the types of vehicle that he had driven before, the motor or road related accidents that he had gotten into, and his road violations. Furthermore, the form will also be accompanied by a student acknowledgment form to be completed by the student which acknowledges his responsibilities, affirmations, and his acceptance to the possible risks in using the institution’s vehicle.

Student Vehicle Use Authorization Form

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Vehicle Use Authorization Form FAQs

Where to Get a Vehicle Use Authorization Form?

Vehicle use authorization forms can be acquired by a borrower from the organization who is the owner of the vehicle that he is planning to use. The borrower will first have to inform the organization about his intent and the necessity of using the vehicle as well as provide the requirements mandated by the organization. Once the form is acquired, the borrower should then fill out the form and submit it to the organization.

Yes, a vehicle use authorization form is a legal form. In some States and countries, the form will have to be notarized first before the borrower or the driver of the vehicle will affix his signature and submit the form. The purpose of the notarization is to ensure and validate the identity of the borrower.

Fillable Vehicle Use Authorization Form

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Benefits of Using Our Vehicle Use Authorization Form Templates

Below are some of the common benefits of using our vehicle use authorization form templates:

  • Saves the company’s financial resources: Most of our vehicle use authorization form templates are free to use which allows organizations and companies to save money instead of purchasing a template from other sites or yet requesting the expertise of content creation service providers.
  • Saves time in making the form: Our forms are easy to use. The first step is to choose from our template lineup, the second step is to download by clicking the “download” button, and third, the form template must be extracted from its compressed file. After the extraction, the template can be customized and be edited based on the preferences of the organization or the company.

University Vehicle Use Authorization Form

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In addition to the aforementioned benefits, vehicle use authorization form templates also already have contents and layouts that the document-preparer of the company can utilize. Because of this, the company will be able to have consistent document layouts which can be updated whenever needed.

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