Pool vehicle use agreement as PDF and Word, free.
Who may drive, what applies to private use and taking the car home, who pays fines, how damage gets reported: build the use agreement for your pool vehicles in three steps and download it as a PDF to sign or as a Word file to edit. Below it: what each clause covers.
Build and download your agreement
Pick the preset, add names and click the rules. The text builds up in the preview; nothing is uploaded.
Each choice changes the clause text. The preview below shows the result.
Preview
This is what the agreement looks like. Scroll to read; PDF and Word contain the same text.
Pool vehicle use agreement
between
Company: ______________________
______________________
(hereinafter "the company")
and
Employee: ______________________
______________________
(hereinafter "the user")
1. Subject and scope
This agreement governs the use of the pool vehicles that the company provides for shared use. It covers all of these vehicles, including vehicles added later.
The vehicles are not assigned to any one person. There is no entitlement to a particular vehicle or to a vehicle at a particular time.
2. Who may drive
Only employees who have signed this agreement and hold a valid driving licence for the vehicle class in question may drive.
The user presents the original driving licence before first use and every six months thereafter. The company records the check with the date.
If the driving licence is withdrawn or seized, or a driving ban is imposed, the user reports this to the company at once and stops driving until the matter is settled. The same applies when fitness to drive is impaired, for instance by illness, medication, alcohol or other drugs.
The user does not hand the vehicle to anyone who is not authorised to drive it.
3. Booking, pickup and return
Trips are booked in advance in the booking system "booking calendar". The booking covers the period actually needed. If a vehicle is not needed, the user cancels the booking as early as possible.
Keys and vehicle documents are collected from and returned to the following place: ______________________
Before departure, the user checks the vehicle for visible damage and obvious defects (tyres, lights, windows, warning lamps). Damage that has not yet been documented is reported before departure so that it is not attributed to the user.
At the end of the booking, the user parks the vehicle in the agreed space, locks it and leaves it free of rubbish and personal belongings. If the return is delayed, the user informs the next person who booked or the contact person under clause 10 as early as possible.
4. Permitted use
The vehicles are used for business trips.
Private trips are not allowed. This includes detours for private errands.
After the trip, the vehicle is returned to its parking space. It is not taken home overnight.
People who do not belong to the company may ride along when carrying them is part of the purpose of the trip, for instance guests, customers or participants in an event.
Trips abroad are allowed only with prior approval of the company, so that insurance cover, the Green Card and toll rules are settled.
No smoking in the vehicle. No animals are carried.
Also not allowed: carrying dangerous goods, overloading, towing without approval, driving practice, and races or speed tests of any kind.
5. Usage record
For every trip, the user enters the date, name, odometer at pickup and return and the purpose of the trip in the logbook in the vehicle, at pickup and return, not afterwards.
The record serves fleet administration: it ties trips, kilometres, refuelling and damage to people and bookings.
6. Duties during use
The user
- observes the traffic rules and drives as the traffic, the vehicle and the load allow,
- treats the vehicle with care and secures the load,
- locks the vehicle whenever leaving it and leaves no valuables in sight,
- watches warning lamps, tyres, fluid levels and lights and reports defects at once,
- does not drive on with a safety-relevant defect until it is fixed,
- makes no changes to the vehicle and has repairs done only after agreement with the company,
- uses the phone while driving only through a hands-free system.
The duty to report defects also follows from the German accident-prevention regulation DGUV Vorschrift 70 (vehicles).
7. Fuel and charging
A fuel card is kept in the vehicle. It is used only for this vehicle. The PIN is not kept in the vehicle. Receipts stay in the vehicle or are handed in at return.
The vehicle is returned with at least a quarter of a tank or at least 25 % charge.
The user makes sure to use the correct fuel type or the right charging cable.
8. Damage, accidents and offences
The user reports every damage, accident, theft and breakdown at once, even when no third-party property was damaged, to: ______________________
In accidents with injuries, with third parties involved or where fault is unclear, the user calls the police. The user makes no admission of guilt. The user notes the names, licence plates and insurers of those involved and the contact details of witnesses, and photographs the scene.
For damage to the vehicle, the user is liable under the statutory principles for employees: in full for intent and gross negligence, in part for medium negligence, not at all for slight negligence.
Fines, penalty notices and fees incurred during use (for instance for speeding, illegal parking or tolls) are borne by the driver.
The user agrees that the company names them to the authorities as the driver when a hearing, a penalty notice or an enquiry about a trip during their period of use comes in.
9. Data processing
The company processes the following for fleet administration: booking data (name, period, vehicle), odometer readings and refuelling, damage reports and records of licence checks. Access is limited to the people who manage vehicles or bookings. The data is deleted once it is no longer needed for administration, billing or handling damage and offences.
The vehicles are not fitted with telematics or GPS tracking. Trips are not recorded.
Further information is in the privacy notice of the company.
10. Term and changes
This agreement applies from ______________________. It ends with the end of the employment or when the company revokes the authorisation to drive. The company can revoke the authorisation if the user breaches this agreement.
Changes and additions are recorded in writing or in text form (for instance by email).
Contact person for questions about this agreement and for damage reports: ______________________
Works or staff agreements and vehicle policies of the company take precedence over this agreement.
Should any provision of this agreement be invalid, the remaining provisions remain in force.
Download
PDF to print and sign, Word to edit. Free, no sign-up; nothing is uploaded.
30-day free trial, no credit card needed.
The template is a general model, not legal advice; check it before use, with employees also with your works council.
What belongs in a pool vehicle use agreement
Ten clauses are enough. Each answers a question that otherwise comes up after the first scratch or the first speed camera photo.
| Clause | What it covers |
|---|---|
| 1. Subject and scope | Which vehicles the agreement covers: all pool vehicles or a list in the attachment. And that nobody is entitled to a particular vehicle. |
| 2. Who may drive | Only those who signed and showed a valid driving licence may drive. Plus how often the licence is checked and the duty to report a ban or withdrawal at once. |
| 3. Booking, pickup and return | Trips are booked in advance, unused bookings cancelled. Where the keys are, that the vehicle is checked for damage before departure and how it comes back. |
| 4. Permitted use | The questions that cause the most arguments: private trips, keeping the car overnight, outside passengers, trips abroad, smoking and animals. You set each one in the form. |
| 5. Usage record | What is recorded per trip: date, name, odometer at pickup and return, purpose. In the logbook in the vehicle or in the booking system. |
| 6. Duties during use | Traffic rules, care, locking up, reporting defects and not driving on with a safety-relevant defect. German accident-prevention rules (DGUV Vorschrift 70) require the same. |
| 7. Fuel and charging | Fuel card in the vehicle or refund against receipt, and with how much fuel or charge the vehicle comes back. |
| 8. Damage, accidents and offences | Report at once, call the police for injuries or unclear fault, no admission of guilt. Who is liable for damage, who pays fines, and that the organisation may name the driver to the authorities. |
| 9. Data processing | Which data is stored for fleet administration, who sees it and whether the vehicles carry telematics. Without this clause the works council asks sooner or later. |
| 10. Term and changes | From when the agreement applies, that it ends with the employment or membership, that changes are put in writing and who the contact person is. |
How to put the template to use
Five steps from model to signed agreement.
Fill in the template
Pick the preset, enter the organisation and contact person, click the rules. The preview shows the finished text straight away. Leave fields empty if you prefer to fill them in by hand.
Adapt what works differently for you
Download the Word file if you want to change the wording. Cut what does not fit and add what is already a rule for you, such as a works agreement or the clubhouse rules.
Have it checked
With employees, the works council reads along, especially on licence checks, the usage record and telematics. For questions on liability or data protection, ask someone who knows.
Sign and file
Every driver signs once, before the first trip. The original goes into the personnel or membership file, a copy to the person.
Reissue when the rules change
If a vehicle with telematics joins the pool or the rule on taking the car home changes, the agreement is amended and signed again. A notice in the vehicle does not replace that.
Where digital booking comes in
The agreement says what is allowed. Whether anyone sticks to it is not in there. Four places where a booking system is what makes the rules work.
The agreement does not prevent double bookings
If two people need the same van on Monday at eight, no clause helps. With a booking calendar, everyone sees beforehand whether the vehicle is free, and clause 3 has somewhere to point to.
Booking and handover in one record
Who booked, who picked up and who returned all hang on the same booking. When the speed camera photo arrives six weeks later, the driver is found in a minute.
Mileage per booking
Dispoly asks for the odometer at pickup and return and works out the difference. The usage record from clause 5 comes about on the side, even without a login.
The sign in the vehicle
A QR sign on the dashboard leads to quick entry: scan, enter the reading, done. Also for trips without a booking, say after a workshop visit.
Frequently Asked Questions
From the agreement to the booking it applies to
Dispoly is the booking calendar for your pool vehicles: booking, handover with odometer and damage report in one place, for employees, members and guests.
30-day free trial. No credit card required.