Download Free Vehicle Assignment to Company or Employee Template for Cigales (Word/PDF)

Navigating Spanish traffic regulations regarding company vehicles can be daunting, especially when an employee uses a company car for personal use, or when a freelancer or business owner assigns their personal vehicle to their business activities. In Spain, failing to properly document this arrangement can lead to severe tax penalties from the Agencia Tributaria and complications with the DGT (Dirección General de Tráfico) regarding fine notifications and liability. If you operate in Cigales, having a legally sound vehicle assignment document protects both the company and the driver.

Instructions on how and where to submit it in Cigales

Unlike a change of ownership, a private vehicle assignment contract between a company and an employee does not strictly need to be registered at the Jefatura Provincial de Tráfico, provided the vehicle remains registered in the same name. However, it is vital to communicate this arrangement to your tax advisor to properly declare it as a salary in kind (retribución en especie) if applicable. Furthermore, if the vehicle is stopped by the Guardia Civil de Tráfico in or around Cigales, the driver must carry a copy of this document to prove legitimate authorization to use the vehicle. If you need to register any official changes or notify the DGT of a habitual driver, you can do so online via the DGT electronic headquarters (Sede Electrónica) or request an appointment at the nearest DGT office in Valladolid, which serves the Cigales municipality.

DOCUMENTO DE CESIÓN DE USO DE VEHÍCULO / VEHICLE ASSIGNMENT AGREEMENT

DE UNA PARTE (THE "COMPANY" / LA EMPRESA):
D./Dña. [Nombre y Apellidos del Representante], mayor de edad, con DNI [Número de DNI], en nombre y representación de la entidad [Nombre de la Empresa], con CIF [Número de CIF] y domicilio social en [Dirección de la empresa], en calidad de [Cargo que ocupa].

DE OTRA PARTE (THE "EMPLOYEE" / EL EMPLEADO):
D./Dña. [Nombre y Apellidos del Empleado], mayor de edad, con DNI [Número de DNI] y domicilio en [Dirección del empleado].

Ambas partes se reconocen mutuamente la capacidad legal necesaria para otorgar el presente documento y, para ello,

MANIFIESTAN / DECLARE:

PRIMERO: Que la empresa es propietaria (o titular en virtud de contrato de renting/leasing) del vehículo cuyas características se detallan a continuación:
- Marca / Make: [Marca]
- Modelo / Model: [Modelo]< matrícula / License Plate: [Matrícula]
- Bastidor / VIN: [Número de Bastidor]

SEGUNDO: Que mediante el presente documento, la empresa cede el uso del vehículo descrito al empleado, para su utilización tanto para fines laborales como particulares (o exclusivamente laborales, según corresponda), bajo las siguientes:

CLÁUSULAS / CLAUSES:

1. OBJETO Y ÁMBITO / OBJECT AND SCOPE: La empresa cede el uso del vehículo al empleado a partir de la fecha de firma de este documento. The company assigns the use of the vehicle to the employee starting from the date of signature of this document.

2. GASTOS DE MANTENIMIENTO / MAINTENANCE COSTS: Serán por cuenta de [la empresa / el empleado] los gastos derivados del combustible, peajes y mantenimiento ordinario del vehículo. [The company / The employee] shall bear the costs arising from fuel, tolls, and ordinary vehicle maintenance.

3. MULTAS Y SANCIONES / FINES AND PENALTIES: El conductor del vehículo será el único responsable de las infracciones de tráfico cometidas durante su conducción, comprometiéndose a abonar las multas que pudieran imponerse. The driver of the vehicle shall be solely responsible for traffic infractions committed while driving and agrees to pay any fines imposed.

4. VIGENCIA / TERM: Esta cesión tendrá validez desde el [Fecha de inicio] hasta la finalización de la relación laboral o hasta que la empresa lo revoque expresamente por escrito. This assignment shall be valid from [Start Date] until the termination of the employment relationship or until the company expressly revokes it in writing.

Y en prueba de conformidad, firman el presente documento por duplicado en Cigales, a [Día] de [Mes] de [Año].

Fdo. La Empresa / The Company          Fdo. El Empleado / The Employee

Additional documentation required

To ensure total legal compliance when executing a vehicle assignment in Spain, you should always keep the following documentation inside the vehicle's glove compartment alongside this template: the original Permiso de Circulación (Registration Certificate), the ITV card (Ficha Técnica) showing the vehicle has passed its technical inspection validly, and proof of a valid compulsory insurance policy (Seguro Obligatorio de Automóvil) that explicitly covers the designated driver or authorized employees. If the vehicle is subject to a renting or leasing contract, carrying a copy of that authorization is also strongly recommended.

Expert tip for business owners in Cigales: Always keep a signed copy of this agreement in the employee's personnel file and update your company's risk prevention protocols (Prevención de Riesgos Laborales) if the vehicle is used for commuting or professional travel. In the event of a fine or radar capture, having this document instantly clarifies liability and prevents unnecessary administrative delays with municipal authorities.