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View full libraryThis Company Vehicle Handover Checklist Form provides a structured record of the condition, documentation, equipment and arrangements when a company vehicle is issued to or returned by an employee. It helps ensure that vehicles are properly checked, responsibilities are clear and any existing damage or defects are recorded.
Use this form to:
If you are managing workplace equipment and maintenance, the toolkit brings together practical H&S templates covering inspections, maintenance, defects, repairs and verification.
This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
Purpose
This form should be completed when a company vehicle is issued to an employee, transferred to another driver or returned to the organisation. It provides a record of the vehicle's condition, mileage, equipment and other relevant details at the time of handover.
This form does not replace the organisation's normal vehicle maintenance, servicing, daily or pre-use checks, driver licence checks, insurance checks or defect-reporting arrangements.
Handover details
| Employee / driver name | |
| Job title / department | |
| Vehicle registration | |
| Vehicle make / model | |
| Vehicle type | Car / Van / Other: |
| Date of handover | |
| Time of handover | |
| Handover location | |
| Handover completed by |
Vehicle details
| Registration number | |
| Make | |
| Model | |
| Colour | |
| Vehicle identification number (VIN), where relevant | |
| Current mileage | |
| Fuel level / battery charge |
Vehicle condition inspection
The following checks should be completed at handover. Any damage, defect or concern should be
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This Company Vehicle Handover Checklist Form provides a practical record whenever a company-owned, leased or otherwise employer-provided vehicle is issued to an employee or returned by them. It can be used for cars, vans and other appropriate company vehicles, with additional checks added where the vehicle type or its use requires them.
The form records the registration number, make, model, mileage, fuel or battery level, keys and other identifying information. This provides a clear starting point for the employee's period of responsibility for the vehicle.
A structured inspection covers the exterior, interior, tyres, lights, windows, mirrors, bodywork and other relevant areas. Existing damage can be recorded so that it is not subsequently confused with damage occurring during the employee's use.
The form provides space to confirm the presence of items such as warning equipment, spare wheel or repair equipment, charging equipment, vehicle handbook and other accessories. It can also record the status of relevant vehicle documentation and checks.
Any defect or concern identified during the handover should be recorded with the action required and the person responsible. Where a defect affects roadworthiness or safe use, the vehicle should not be used until the organisation has determined that it is safe and lawful to do so.
The employee acknowledges receipt of the vehicle and confirms that they have had an opportunity to inspect it and understand the organisation's vehicle and driving requirements. The form can also record any subsequent damage or condition concerns when the vehicle is returned.
Use these best practice actions, recommended timescales and process stages to understand when and how the Company vehicle handover checklist form should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
The checklist should normally be completed whenever a vehicle is issued to a new driver, transferred between drivers, returned after a period of use or otherwise changes responsibility. It is particularly useful where the organisation needs a clear record of vehicle condition and existing damage.
No. The handover checklist records the condition of the vehicle at the point of handover. It does not replace daily, pre-use or walkaround checks required by the organisation or applicable vehicle requirements.
Yes. Existing damage should be recorded clearly, including its location and nature. Photographs can also be retained where appropriate. This helps distinguish pre-existing damage from damage that occurs during the period of the employee's responsibility.
The organisation should have a system for ensuring that employees who drive company vehicles hold the appropriate licence and qualifications. A licence check can form part of the handover process, although licence monitoring should normally be maintained as an ongoing requirement rather than checked only once.
No. GOV.UK confirms that a vehicle can be unsafe to drive even if it has a current MOT. The driver remains responsible for ensuring the vehicle is safe to drive, and employers should have appropriate arrangements for inspection, maintenance and defect reporting.
HRDocBox templates are designed specifically for UK employers and combine practical workplace processes with relevant UK employment, health and safety and vehicle-management considerations. The completed form provides a structured record that can be adapted to the organisation's own fleet arrangements.
How this content is developed and reviewed
The Company vehicle handover checklist form template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing equipment and maintenance HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
Whether you employ 5 people or 50, hrdocbox gives you the structure, documents and expertise needed to manage employees professionally and legally.
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