Classic form

Company car request form for pool vehicles

A company car request form books a pool vehicle for business use: which car, the dates, why it is needed, the driver's licence and history, a fuel card and agreement to the vehicle policy. This version keeps private use off by default, because that is what the logbook and the tax treatment depend on.

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Top of the company car request form for pool vehicles example
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Book a company car

Skyline Transfers administration. For pool cars used on company business. Book at least two working days ahead. Private use is not allowed unless your manager has approved it in writing.

Booking

Driver

Front of the card, readable, with the expiry date in view. Admin checks it and deletes the photo once your licence is on file.

Every field, and what it collects

The complete field list, in the order respondents meet it.

Booking

Pool carDropdownRequired
Options: Any available sedan · Hatchback, city use · SUV, country trips · Van, carrying equipment
Pick up dateDateRequired
Return dateDateRequired
Purpose of the tripSingle choiceRequired
Options: Client visit · Airport or site run · Training or conference · Collecting supplies · Other business use

Driver

Photo of your driver licencePhoto upload
Front of the card, readable, with the expiry date in view. Admin checks it and deletes the photo once your licence is on file.
Has your licence been suspended or restricted in the last three years?Single choiceRequired
Options: No · Yes, I will speak to admin
Need a fuel card?Single choiceRequired
Options: Yes · No
Vehicle policyMultiple choiceRequired
Options: I have read the vehicle policy, will keep the logbook and will not use the car privately without written approval

What each field on this form collects

The pool car is chosen by type, from any sedan to a van for equipment, so admin can allocate a specific car. Pick up and return dates share a row. The purpose is a single choice of five business reasons. The driver section takes a photo of the licence, a yes or no on suspensions or restrictions in the last three years, and whether a fuel card is needed. A single checkbox records that the driver has read the vehicle policy and agrees to keep the logbook.

Business use, private use and tax

How a company car is used decides how it is taxed. In Australia, a car made available for an employee's private use can create a fringe benefit, and the ATO's fringe benefits tax pages explain how. In the UK, HMRC treats a company car available for private use as a taxable benefit. A pool car used only for business is treated differently in both countries, and the evidence is a logbook and a policy that bans private use. That is why the purpose is recorded every time and the policy acknowledgement mentions the logbook.

Checking the driver

A business that lends a car to an employee needs to know they hold a current licence. The photo lets admin read the expiry date and class, and the description says the photo is deleted once the licence is on file, which keeps the business from holding more personal information than it needs. The history question asks about suspensions or restrictions in the last three years and lets the driver flag it privately to admin rather than writing details on a form.

How to adapt this form

A business with vans that tow adds a question about trailer experience and the towing capacity needed. A council adds the cost centre and the project code for internal charging. A company with electric pool cars adds whether the driver needs a charging card and the expected distance.

What makes this form work

Purpose every time

Five business purposes as a required choice. Each booking carries the reason the car was used, which is the record a tax review or an insurer asks for.

Licence photo, then deleted

The description promises the photo is deleted once the licence is on file. The business checks the licence without building a store of ID images it does not need.

History without detail

Has your licence been suspended or restricted, with Yes, I will speak to admin. The driver flags it without writing personal details into a form.

Questions people ask

What should a company car request form include?

The vehicle type, dates, purpose, the driver's licence details, any licence restrictions or suspensions, fuel card needs and agreement to the vehicle policy. Some businesses add the destination and expected distance. Keep it short enough that staff book cars rather than borrowing keys informally.

Is a pool car a fringe benefit in Australia?

A car made available to an employee for private use generally creates a car fringe benefit. Pool cars used only for business, with private use banned and recorded, can be treated differently. The ATO's fringe benefits tax guidance explains the rules; get advice for your situation.

Should a business check employees' driver licences?

Yes, before letting someone drive a company vehicle and again when the licence expires. Many businesses also ask staff to report any suspension straight away. Keep only what you need, such as the licence number, class and expiry, and set a reminder for the expiry date so the check is repeated.

Can the form stop double bookings?

No. The form collects requests; it does not check a calendar. Admin confirms each booking against the pool car schedule, which is why the thank you screen says admin will confirm. A shared calendar alongside the form works well for a small fleet.

Who sees the licence photos?

Only the form owner and anyone they share responses with. Restrict the form to signed in staff, limit access to the responses, and delete the photos after recording the licence details, as the form promises. Holding fewer copies of identity documents means less to lose in a data breach.

What if the driver has an accident in the pool car?

They follow the company's accident procedure and complete a vehicle accident report within the set time. The vehicle policy they agreed to on this form usually explains the insurance excess, how damage is reported and who pays fines, so the driver knows what happens next before taking the keys.

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Want the steps in the builder? Read Generate a booking form, then Send each request to admin. For everything this generator can do, see the form maker.

Sources

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