How to Authorize Vehicle Use for Employees or Companies in Caldes de Malavella: Downloadable Template

Managing fleet vehicles or assigning a company car to an employee in Spain requires clear legal documentation. Whether you are a business owner in Caldes de Malavella or an employee using a vehicle for professional duties, having a formal "Vehicle Assignment Agreement" (Documento de Cesión de Vehículo) is essential to avoid tax issues with the Spanish Tax Agency (Hacienda) and to clarify liability in the event of traffic fines or accidents.

Instructions on how to formalize and submit this document in Caldes de Malavella

This document is a private contract between the company (the owner) and the employee (the user). It does not need to be submitted to the Caldes de Malavella Town Hall (Ajuntament) unless specifically requested for municipal tax purposes or parking permits. However, you should follow these steps to ensure legal validity:

• Sign in duplicate: Both the employer and the employee must sign two copies (one for each party).
• Keep it in the vehicle: It is highly recommended to keep a copy of this signed agreement in the glove compartment alongside the vehicle registration (Permiso de Circulación) and the ITV card.
• Traffic Fines: If the vehicle incurs a traffic fine, the registered owner (the company) will receive the notification. This document serves as the legal proof needed to perform a "Driver Identification" (Identificación de conductor) with the DGT (Dirección General de Tráfico) to shift the fine to the employee.
• Tax Compliance: If the employee uses the vehicle for private purposes, ensure the "retribución en especie" (benefit in kind) is correctly reported on their payroll to comply with Spanish tax laws.

DOCUMENTO DE CESIÓN DE VEHÍCULO / VEHICLE ASSIGNMENT AGREEMENT

REUNIDOS / THE PARTIES
De una parte, [Nombre de la Empresa], con NIF [NIF de la empresa], y domicilio social en [Dirección], representada por [Nombre del representante]. (Hereinafter, the "Company").
Y de otra parte, D./Dña. [Nombre del Empleado], con DNI/NIE [Número], y domicilio en [Dirección]. (Hereinafter, the "Employee").

OBJETO / OBJECT
La Empresa cede al Empleado el uso del vehículo con matrícula [Matrícula], marca [Marca], modelo [Modelo], para el desempeño de sus funciones laborales.
The Company hereby assigns to the Employee the use of the vehicle with license plate [Plate], make [Make], model [Model], for the performance of their work duties.

CONDICIONES / CONDITIONS
1. El vehículo se destinará exclusivamente a fines profesionales [o indicar si se permite uso privado]. / The vehicle shall be used exclusively for professional purposes [or specify if private use is allowed].
2. El Empleado se compromete a mantener el vehículo en buen estado y cumplir con la normativa de tráfico vigente. / The Employee agrees to keep the vehicle in good condition and comply with current traffic regulations.
3. El Empleado será responsable de las sanciones de tráfico derivadas de su conducción. / The Employee shall be responsible for any traffic fines resulting from their driving.

En [Lugar, ej: Caldes de Malavella], a [Día] de [Mes] de [Año].

Firma Empresa / Company Signature: ____________________
Firma Empleado / Employee Signature: ____________________

Additional documentation required

To ensure full legal protection, keep the following documents attached to the agreement:

• A copy of the "Permiso de Circulación" (Vehicle Registration).
• Proof of the vehicle's current insurance policy (Seguro del vehículo).
• A copy of the most recent ITV (Inspección Técnica de Vehículos) report.
• If the vehicle is leased, a copy of the lease contract or the authorization from the leasing company allowing the employee to drive the vehicle.

Expert Tip: If you are based in Caldes de Malavella, always ensure that your vehicle insurance policy explicitly covers "authorized drivers" or "employees." If you have an accident and the insurance provider discovers the driver was not registered as an authorized user under the policy, they may deny coverage for damages. Always update your insurance provider when changing the primary driver of a company vehicle.