Downloadable Vehicle Assignment Agreement for Companies and Employees in Petra

Managing fleet vehicles or company cars in Spain requires clear documentation to avoid legal headaches with the DGT (Dirección General de Tráfico) and the tax authorities. If you are operating in Petra, Mallorca, you must ensure that the assignment of a vehicle from a company to an employee—or vice versa—is formally documented. This template serves as a bilateral contract to prove legal possession and usage rights, shielding both parties from potential liability regarding traffic fines or tax audits.

Instructions on how and where to submit it in Petra

This document is a private contract between the company and the employee. You do not necessarily need to submit it to the local Petra Town Hall (Ajuntament de Petra) unless you are applying for specific local parking permits or resident vehicle tax exemptions. However, you must keep a signed copy in the vehicle at all times and ensure it is available for inspection by the Guardia Civil or local police if requested.

• Step 1: Fill out the bilingual template below with the correct CIF (company tax ID) and DNI/NIE (employee ID).
• Step 2: Both parties must sign every page of the document.
• Step 3: If the vehicle is used for business travel, it is highly recommended to have the document notarized if you intend to use it as proof for tax deductions regarding fuel or vehicle depreciation.
• Step 4: Keep the original in the vehicle’s glove compartment.

DOCUMENTO DE CESIÓN DE USO DE VEHÍCULO / VEHICLE ASSIGNMENT AGREEMENT

En Petra, a [Day] de [Month] de 202X / In Petra, on [Date]

REUNIDOS / PARTIES
De una parte, la empresa [Company Name], con CIF [CIF Number] y domicilio social en [Address], representada por [Name of Representative] (en adelante, "la Empresa"). / On one side, the company [Company Name], with tax ID [CIF Number] and registered address at [Address], represented by [Name of Representative] (hereinafter, "the Company").

Y de otra parte, D/Dña. [Employee Name], con DNI/NIE [ID Number] y domicilio en [Address] (en adelante, "el Empleado"). / And on the other side, Mr./Ms. [Employee Name], with ID [ID Number] and address at [Address] (hereinafter, "the Employee").

EXPONEN / AGREEMENT
1. La Empresa es propietaria/arrendataria del vehículo marca [Brand], modelo [Model], con matrícula [License Plate]. / The Company is the owner/lessee of the vehicle [Brand], model [Model], with license plate [License Plate].

2. La Empresa cede el uso del vehículo al Empleado para fines profesionales y/o personales. / The Company assigns the use of the vehicle to the Employee for professional and/or personal purposes.

3. El Empleado se compromete a mantener el vehículo en buen estado y a asumir las responsabilidades derivadas de las infracciones de tráfico cometidas durante su uso. / The Employee agrees to maintain the vehicle in good condition and assumes responsibility for traffic fines incurred during its use.

Firmas / Signatures:

Por la Empresa / For the Company: ____________________

El Empleado / The Employee: ____________________

Additional documentation required

To ensure full compliance while driving in Petra and the rest of Spain, ensure you carry the following documents alongside this agreement:

• Permiso de Circulación: The original registration document of the vehicle.
• ITV Card: The technical inspection card with the current valid sticker (Inspección Técnica de Vehículos).
• Proof of Insurance: While digital verification is common, carrying the latest payment receipt is still best practice.
• Driver's License: A valid Spanish or EU driver's license (or an International Driving Permit if applicable).

Expert Tip: If the vehicle is used for personal purposes, remember that Spanish tax law (Hacienda) considers this a "remuneración en especie" (payment in kind). Ensure your accountant calculates the correct percentage of the vehicle's value to be included in the employee's payroll tax withholdings (IRPF) to avoid penalties during a tax inspection.