Download Your Vehicle Assignment Agreement Template for Companies and Employees in Lezama (Word/PDF)

Managing company assets in Spain requires strict documentation to avoid tax and legal pitfalls. If you are a business owner or an employee in Lezama, providing a vehicle for professional use requires a formal "Documento de Cesión de Vehículo" (Vehicle Assignment Agreement). This document serves as legal proof that the company is authorizing the employee to use the vehicle, clarifying responsibilities regarding maintenance, fuel, traffic fines, and insurance coverage.

Instructions on how and where to submit it in Lezama

While this document is primarily a private contract between the employer and the employee, it acts as your primary shield during fiscal inspections by the Agencia Tributaria or when dealing with traffic authorities in Lezama. You do not need to file this with the Lezama City Hall (Ayuntamiento), but you must keep a signed copy in the vehicle at all times.

• Signatures: Both the legal representative of the company and the employee must sign every page.
• Digital Signature: If possible, use a digital certificate (Certificado Digital) to sign the document to provide an immutable timestamp.
• Storage: Keep the original in the company’s administrative office and a high-quality copy inside the vehicle's glove compartment, alongside the technical inspection card (ITV) and insurance policy.

DOCUMENTO DE CESIÓN DE USO DE VEHÍCULO DE EMPRESA / VEHICLE ASSIGNMENT AGREEMENT

En Lezama, a [Día] de [Mes] de 20[Año] / In Lezama, on [Date]

REUNIDOS / THE PARTIES:
De una parte, la empresa [Nombre de la Empresa], con NIF [NIF], representada por [Nombre del Representante]. / On one part, the company [Company Name], with tax ID [NIF], represented by [Representative Name].
De otra parte, D./Dña. [Nombre del Empleado], con DNI/NIE [DNI/NIE]. / On the other part, Mr./Ms. [Employee Name], with ID [ID Number].

EXPONEN / DECLARATIONS:
Que la empresa es propietaria/arrendataria del vehículo marca [Marca], modelo [Modelo], con matrícula [Matrícula]. / That the company is the owner/lessee of the vehicle make [Make], model [Model], with license plate [Plate].
Que la empresa cede el uso del vehículo al empleado para el desempeño de sus funciones laborales. / That the company assigns the use of the vehicle to the employee for the performance of their work duties.

CLÁUSULAS / CLAUSES:
1. El empleado se compromete a realizar un uso responsable y diligente del vehículo. / The employee agrees to make responsible and diligent use of the vehicle.
2. El empleado será responsable de las sanciones de tráfico que se deriven de su conducción. / The employee shall be responsible for any traffic fines resulting from their driving.
3. La empresa se hará cargo del mantenimiento, seguro e impuestos del vehículo. / The company shall be responsible for the maintenance, insurance, and taxes of the vehicle.

Firma de la Empresa / Company Signature: ____________________
Firma del Empleado / Employee Signature: ____________________

Additional documentation required

To ensure total compliance, you should bundle this agreement with the following documents:

• Permiso de Circulación: The official registration document of the vehicle.
• Ficha Técnica (ITV): The latest technical inspection report showing the vehicle is roadworthy.
• Seguro en vigor: A copy of the current insurance policy mentioning the company as the policyholder.
• Documento de Identidad: A copy of the employee's DNI or NIE to verify the identity of the authorized driver.

Expert Tip: If the vehicle is used for personal purposes outside of work hours, ensure this is clearly stated in the contract, as it carries tax implications (Retribución en Especie) that must be reported to the Spanish Social Security and Tax authorities. Always consult with a local "Gestoría" in the Lezama/Biscay area if you are unsure about how to declare the "benefit in kind" on your payroll.