Download Free Vehicle Assignment to Employee Template for Deiro (Word/PDF)

Navigating Spanish vehicle regulations can be complex, especially when business assets cross paths with personal use. If you are a company or a self-employed professional in Deiro looking to assign a company vehicle to an employee—or vice versa—proper documentation is strictly required by the Dirección General de Tráfico (DGT) and Spanish labor authorities. This guide provides a comprehensive breakdown of the process along with a ready-to-use bilingual legal template to protect both parties.

Instructions on how and where to submit it in Deiro

While a vehicle assignment contract is primarily a private agreement between the employer and the employee, it carries significant legal and administrative weight in Spain. Here is how to handle it properly in the Deiro area:

• Drafting and Signing: Both parties must sign the document. It is highly recommended to sign it before a notary or have signatures digitally verified if dealing with strict corporate compliance.
• DGT Notification: Although a simple private assignment within the same company does not always require a change in the DGT vehicle registry (Permiso de Circulación), if the vehicle is assigned for long-term exclusive use to an employee, it is best practice to register the authorized driver (conductor habitual) at the local DGT provincial headquarters or online via the DGT electronic office (Sede Electrónica).
• Local Deiro considerations: Ensure your company's gestoría or administrative office archives a signed copy in case of local traffic fines (multas), as the company (as the titular owner) will initially receive them and must identify the driver.

CONTRATO DE CESIÓN DE USO DE VEHÍCULO DE EMPRESA / VEHICLE ASSIGNMENT CONTRACT

REUNIDOS / PARTIES:

De una parte, D./Dña. [Nombre del Representante], mayor de edad, con DNI [Número de DNI] y en representación de la entidad [Nombre de la Empresa], con CIF [Número de CIF] y domicilio social en [Dirección de la Empresa], en adelante la EMPRESA.

(On the one part, Mr./Ms. [Representative Name], of legal age, with ID [ID Number], acting on behalf of [Company Name], with Tax ID [Tax ID] and registered office at [Company Address], hereinafter the COMPANY.)

Y de otra parte, D./Dña. [Nombre del Empleado], mayor de edad, con DNI [Número de DNI] y domicilio en [Dirección del Empleado], en adelante el EMPLEADO.

(And on the other part, Mr./Ms. [Employee Name], of legal age, with ID [ID Number] and address at [Employee Address], hereinafter the EMPLOYEE.)

Ambas partes se reconocen mutua capacidad legal para otorgar el presente documento y, a tal fin,

(Both parties mutually recognize their legal capacity to grant this document and, to this end,)

EXPONEN / DECLARE:

PRIMERO. Que la EMPRESA es propietaria (o arrendataria en régimen de renting/leasing) del vehículo cuyas características son las siguientes:

(FIRST. That the COMPANY is the owner (or lessee under renting/leasing) of the vehicle with the following characteristics:)

• Marca / Brand: [Marca]
• Modelo / Model: [Modelo]
• Matrícula / License Plate: [Matrícula]
• Número de Bastidor / VIN: [Bastidor]

SEGUNDO. Que interesando a ambas partes, la EMPRESA cede el uso del citado vehículo al EMPLEADO bajo las siguientes

(SECOND. That as it is of interest to both parties, the COMPANY assigns the use of the aforementioned vehicle to the EMPLOYEE under the following)

CLÁUSULAS / CLAUSES:

PRIMERA. Objeto. La EMPRESA cede el uso exclusivo del vehículo descrito al EMPLEADO para el desempeño de sus funciones laborales, así como para su uso particular si así se acuerda.

(FIRST. Object. The COMPANY assigns the exclusive use of the described vehicle to the EMPLOYEE for the performance of their work duties, as well as for private use if agreed.)

SEGUNDA. Gastos y Mantenimiento. Los gastos de combustible, peajes y multas derivados del uso del vehículo correrán a cargo de [especular quién paga, ej: el empleado para uso particular / la empresa para uso laboral]. Los gastos de seguro, ITV y reparaciones mecánicas correrán a cargo de la EMPRESA.

(SECOND. Expenses and Maintenance. Fuel, tolls, and fines arising from the use of the vehicle shall be borne by [specify who pays]. Insurance, ITV, and mechanical repairs shall be borne by the COMPANY.)

TERCERA. Obligaciones del Empleado. El EMPLEADO se compromete a conservar el vehículo en perfecto estado, a no cederlo a terceros sin autorización expresa de la EMPRESA, y a notificar de forma inmediata cualquier incidencia, accidente o daño.

(THIRD. Employee Obligations. The EMPLOYEE undertakes to keep the vehicle in perfect condition, not to assign it to third parties without express authorization from the COMPANY, and to immediately notify any incident, accident, or damage.)

CUARTA. Devolución. El vehículo será devuelto a la EMPRESA de manera inmediata a la finalización de la relación laboral o cuando la EMPRESA así lo requiera justificadamente.

(FOURTH. Return. The vehicle shall be returned to the COMPANY immediately upon termination of the employment relationship or when the COMPANY so requires with justification.)

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

(And as proof of conformity, they sign this document in duplicate in Deiro, on [Day] of [Month] of [Year].)

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

Additional documentation required

To ensure total legal compliance when executing this vehicle assignment in Spain, make sure you have the following paperwork assembled alongside the signed contract:

• Permiso de Circulación (Vehicle Registration Certificate): Must be present in the vehicle at all times.
• Ficha Técnica (Technical Inspection Card): Showing that the vehicle has a valid ITV (Inspección Técnica de Vehículos).
• Insurance Policy and Receipt: Proof that the mandatory civil liability insurance (seguro obligatorio) is up to date and explicitly covers the named employee or authorized drivers.
• Company ID (CIF) and Representative Power of Attorney: To prove the signer has the legal right to bind the company to the contract.

Expert tip: If the employee is going to use the company car for personal reasons in Spain, remember that this constitutes remuneration in kind (retribución en especie) and must be properly reflected in the employee's monthly payroll and tax withholdings (IRPF) to avoid penalties from the Spanish tax agency (Agencia Tributaria).