Vehicle Handover Form Template for UAE Companies (PDF, Word, Excel)

Download the vehicle handover form

All files are free and you do not need to sign up. Print the PDF as it is, or edit the Word file and add your logo and company details. The checkboxes in the Word file can be ticked on screen.

Arabic version of the form (right-to-left): PDF and Word, explained on the Arabic page.

What the UAE vehicle handover form includes

• Employee and licence: name, employee ID, Emirates ID number, driving licence number, issuing emirate and expiry date, and the approving manager.
• The vehicle, identified the UAE way: make and model, plate emirate, plate code and number, VIN, Mulkiya (registration) expiry, insurance policy and expiry, fuel card number.
• Tolls: the Salik tag number for Dubai and whether the vehicle is registered in the company Darb account for Abu Dhabi.
• Readings at handover and at return: date and time, location, odometer, fuel or EV battery level, dashboard warning lights, cleanliness and the distance driven.
• Equipment and documents: keys, Mulkiya card, insurance certificate, Salik tag, fuel card, spare tyre, jack, warning triangle, fire extinguisher, first aid kit and more, ticked at handover and at return.
• Damage diagram: a simple car outline (left, right, front, rear and top) for the handover and for the return, with codes for scratch, dent, chip or crack, broken and missing parts.
• Photo checklist: 16 time-stamped photos, from the four sides and corners to the dashboard and the Salik tag.
• Declarations and signatures: one block for the handover and one for the return, each signed by the employee and by the company.

The Excel file adds a 33-point inspection checklist with drop-down statuses. It flags every item that was OK at handover but is damaged or missing at return, and its handover log calculates the kilometres driven on each trip.

How to use the vehicle handover form, step by step

1. Prepare the vehicle data before the employee arrives: plate, Mulkiya expiry, insurance, Salik tag and fuel card. Vehicle registration in the UAE is renewed every year, so check the date on the card.
2. Walk around the car together. Mark every existing scratch, dent or chip on the “At handover” diagram and write it in the damage table.
3. Take the photos on the photo checklist with the date and time stamp switched on, and write down where they are stored.
4. Record the odometer and the fuel level, tick the equipment and documents, and both sign the handover block.
5. At return, repeat the same steps on the “At return” side: new marks, new photos, readings, equipment and signatures.
6. Compare and close. New damage, missing items and a lower fuel level go to the fleet coordinator. Traffic fines and Salik or Darb tolls that arrive later are matched to the custody period and handled per company policy and applicable UAE law.

Use the same form when an employee leaves the company, so that the custody of the car is closed with a clear signature. For pool cars with many drivers, use one form, or one row in the Excel handover log, per trip.

Vehicle inspection checklist for handover and return

Use this short checklist for the walk-around. The Excel file has the full 33-point version.

• Documents and tags: Mulkiya and insurance valid and in the car, Salik tag on the windscreen, vehicle registered in the company Darb account before any trip to Abu Dhabi.
• Exterior: bumpers, bonnet, doors, roof, mirrors, glass, lights and both number plates.
• Tyres: tread, cuts, bulges and the date code on the sidewall. In Abu Dhabi, driving on expired tyres is fined AED 500 and 4 black points.
• Interior: seats, seat belts, air conditioning, dashboard warning lights, cleanliness and smell.
• Readings: odometer and fuel or battery level, photographed on the dashboard.
• Safety equipment: spare tyre or repair kit, jack, warning triangle, fire extinguisher and first aid kit.
• Keys and accessories: number of keys, parking or access cards, charging cable and phone holder.

Why every company car handover needs a signed record

In the UAE, traffic fines are issued to the registered owner of the vehicle, and for a company car that is the company. Black points can be transferred to the actual driver’s licence through the official channel of each emirate, for example TAMM in Abu Dhabi, but only when the company can show who was driving. A signed handover form with dates and times is the first piece of that evidence. Read how to match traffic fines and Salik to the right driver.

Tolls work the same way. Salik in Dubai has 10 gates with peak and off-peak prices, and Darb in Abu Dhabi charges at peak hours, with two gates that have charged 24/7 since May 2026. When several employees share a car in the same week, the toll statement only makes sense next to a record of who had the car and when.

The same is true for damage. A scratch found on Thursday is hard to assign if nobody recorded the condition of the car on Monday. Time-stamped photos taken at every handover turn an argument into a two-minute check.

Paper form or app: when to switch

A paper or Word form works well for assigned vehicles that change hands a few times a year. It breaks down with pool cars: many handovers a day, photos on personal phones, forms filled in after the trip and keys left at reception.

Do it in the app with time-stamped photos

CT Mobility turns this form into the booking flow. The employee books a company car in your branded app, passes a selfie liveness check, photographs the car before the trip and unlocks it by phone. At return, the app asks for the return photos and closes the trip. Every photo, damage report, reading and trip is stored with the time and the driver, so the fleet coordinator no longer chases paper forms.

Tracking is included and the driver is known on every trip, for AED 50 per vehicle per month, and you can start with a pilot for up to 2 vehicles with no subscription fee for 3 months; only the hardware, installation and mobile data are paid. See how it works for pool car management, the vehicle booking system for employees and car rental check-in and check-out. To set the rules behind the form, download the company vehicle policy template for the UAE.

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Frequently asked questions