Download Vehicle Assignment Template for Companies and Employees in Espiel (Word/PDF)

Navigating Spanish bureaucracy can be challenging, especially when a company vehicle is assigned to an employee or vice versa. The Documento de Cesión de Vehículo (Vehicle Assignment Document) is a vital legal contract used to officially transfer the temporary use and operational responsibility of a car from a company to an employee, or to register a company car for professional use. Having this document properly drafted and signed protects both parties from liability, tax issues, and traffic fines.

Instructions on how and where to submit it in Espiel

While this private agreement does not always need to be registered at a local office for daily use, it is highly recommended to have it signed with digital certificates or witnessed. However, if you need to register the habitual driver with the Dirección General de Tráfico (DGT) or present it to local authorities in Espiel, you should follow these steps:

• Ensure all data regarding the vehicle (license plate, VIN) and both parties (DNI/NIE for individuals, CIF for the company) are accurate.
• If notifying the DGT about a habitual driver, it can be done online through the DGT electronic headquarters (Sede Electrónica) or in person at the nearest Provincial Traffic Headquarters (Jefatura Provincial de Tráfico).
• For local administrative matters in Espiel, you can present documentation at the Ayuntamiento de Espiel if local tax exemptions or specific commercial vehicle permits are required.

CONTRATO DE CESIÓN DE USO DE VEHÍCULO / VEHICLE ASSIGNMENT AGREEMENT

REUNIDOS / THE PARTIES:

De una parte, la empresa [Nombre de la Empresa], con CIF [CIF de la Empresa] y domicilio social en [Dirección de la Empresa], debidamente representada en este acto por D./Dña. [Nombre del Representante], en calidad de [Cargo] (en adelante, la "EMPRESA").
On the one part, the company [Company Name], with tax ID [Company Tax ID] and registered office at [Company Address], duly represented by [Representative Name], as [Position] (hereinafter, the "COMPANY").

Y de otra parte, D./Dña. [Nombre del Empleado], mayor de edad, con DNI/NIE [DNI/NIE del Empleado] y domicilio en [Dirección del Empleado] (en adelante, el "EMPLEADO").
And on the other part, Mr./Ms. [Employee Name], of legal age, with ID number [Employee ID] and address at [Employee Address] (hereinafter, the "EMPLOYEE").

Ambas partes se reconocen mutua y recíprocamente capacidad legal suficiente para la firma del presente documento y, a tal fin,
Both parties mutually recognize sufficient legal capacity to sign this document and, to that end,

EXPONEN / DECLARE:

PRIMERO.- Que la EMPRESA es propietaria (o titular en régimen de renting/leasing) del vehículo cuyas características se detallan a continuación:
FIRST.- That the COMPANY is the owner (or holder under renting/leasing) of the vehicle detailed below:

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

SEGUNDO.- Que la EMPRESA cede el uso del citado vehículo al EMPLEADO para el desempeño de sus funciones laborales y/o uso personal acordado, bajo las siguientes:
SECOND.- That the COMPANY assigns the use of the aforementioned vehicle to the EMPLOYEE for the performance of their work duties and/or agreed personal use, under the following:

CLÁUSULAS / CLAUSES:

PRIMERA.- Objeto de la cesión. La EMPRESA cede temporalmente al EMPLEADO el uso del vehículo descrito. Este vehículo se destinará principalmente a los desplazamientos profesionales, permitiéndose/no permitiéndose (tachar lo que proceda) su uso particular durante los fines de semana y periodos vacacionales.
FIRST.- Purpose of the assignment. The COMPANY temporarily assigns the use of the described vehicle to the EMPLOYEE. This vehicle shall be used primarily for professional travel, with private use during weekends and holidays being permitted/not permitted (cross out as applicable).

SEGUNDA.- Gastos y Mantenimiento. Los gastos de combustible, peajes y lavado correrán a cargo de [la Empresa / el Empleado]. Los gastos de mantenimiento, reparaciones mecánicas, ITV y seguro obligatorio correrán a cargo de la EMPRESA.
SECOND.- Expenses and Maintenance. Fuel, toll, and car wash expenses shall be borne by [the Company / the Employee]. Maintenance, mechanical repairs, ITV (MOT), and mandatory insurance expenses shall be borne by the COMPANY.

TERCERA.- Obligaciones del Empleado. El EMPLEADO se compromete a:
THIRD.- Obligations of the Employee. The EMPLOYEE undertakes to:

• Conducir el vehículo respetando las normas de circulación vigentes en España. / Drive the vehicle in compliance with current traffic regulations in Spain.
• No ceder el vehículo a terceras personas ajenas a la empresa sin autorización expresa. / Not to assign the vehicle to unauthorized third parties.
• Notificar inmediatamente a la EMPRESA cualquier incidencia, daño, robo o multa de tráfico. / Immediately notify the COMPANY of any incident, damage, theft, or traffic fine.

CUARTA.- Régimen de Sanciones. El EMPLEADO será el único responsable del pago de las multas y sanciones derivadas de infracciones de tráfico cometidas durante el periodo de posesión del vehículo, identificándose como conductor infractor ante las autoridades competentes si fuera requerido.
FOURTH.- Penalties. The EMPLOYEE shall be solely responsible for paying fines and penalties resulting from traffic violations committed during the possession period, identifying themselves as the offending driver to the competent authorities if required.

QUINTA.- Duración y Devolución. La presente cesión tendrá vigencia desde el [Fecha de Inicio] hasta la finalización de la relación laboral o hasta que la EMPRESA lo requiera, momento en el cual el EMPLEADO deberá devolver el vehículo en las mismas condiciones en las que lo recibe, salvo el desgaste natural por su uso correcto.
FIFTH.- Duration and Return. This assignment shall be valid from [Start Date] until the termination of the employment relationship or until requested by the COMPANY, at which point the EMPLOYEE must return the vehicle in the same condition as received, barring normal wear and tear.

Y en prueba de conformidad, ambas partes firman el presente documento por duplicado en Espiel, a [Día] de [Mes] de [Año].
And as proof of conformity, both parties sign this document in duplicate in Espiel, on [Day] of [Month] of [Year].


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

Additional documentation required

To ensure total legal compliance when executing this vehicle assignment in Spain, you should make sure to have the following paperwork in order and stored alongside the template:

• Permiso de Circulación (Registration Certificate): Proving the vehicle's legal status.
• Tarjeta de ITV (Technical Inspection Card): Ensuring the vehicle has passed its mandatory roadworthiness tests.
• Insurance Policy and Receipt: Proof that the vehicle is insured, noting whether company use or multiple drivers are covered.
• Valid Driving License: A copy of the employee's current Spanish or recognized foreign driving license (Permiso de Conducir).

Expert Tip: Always keep a physical or digital copy of this signed agreement inside the glove compartment of the vehicle together with the mandatory car documents. If the employee is stopped by the Guardia Civil de Tráfico in or around Espiel, being able to quickly demonstrate authorized company use can prevent administrative misunderstandings and streamline roadside checks.