Company Vehicle Request Form Template (Word and PDF)

Download the vehicle request form

Free, no sign-up. The Word file is editable and its checkboxes can be ticked on screen; replace the [placeholders] with your own rules, such as how many hours in advance a request must be made.

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

What the vehicle request form includes

• A. Requester: name, employee ID, department, mobile, email and line manager.
• B. Trip: date and time out and back, pick-up point, passengers, destination, the emirates on the route (with a box for trips outside the UAE that need separate written approval), the purpose, the estimated distance and whether the route passes Salik or Darb gates.
• C. Vehicle needed: sedan, SUV, pick-up, van, 7-seater, electric or any available, and special needs.
• D. Driver: the requester or another employee, licence number and expiry, and a box for the fleet office to confirm that it has seen a valid licence.
• E. Driver declaration: valid licence, booked vehicle and time only, company policy and UAE traffic law, fuel level at return, immediate reporting of damage, and fines, black points, tolls and parking recorded against the booking.
• F. Approval: the line manager's decision, name, signature and date.
• G. Fleet office: vehicle and plate assigned, overlap check, booking reference, key or card issued, odometer and fuel out and in, distance and damage at return.

How a pool car request works, step by step

1. The employee fills in sections A to E and signs the declaration.
2. The line manager approves or declines in section F.
3. The fleet office checks the booking sheet for overlapping bookings, checks the licence and assigns a vehicle.
4. At pick-up, the key or card is issued and the odometer and fuel level are written down.
5. At return, the fleet office records the time, odometer, fuel and any damage, and closes the request.
6. The form is filed with the booking reference, so that fines and tolls that arrive later can be matched to the trip.

The pool car booking sheet: avoid double bookings

Page 2 is a weekly booking sheet for the fleet office: booking reference, day and date, vehicle, employee, department, time out and back, destination, approver, key out, key in and kilometres. Before a booking is confirmed, the fleet office checks that the same vehicle has no other booking with overlapping times. When a fine or a Salik or Darb charge arrives, the booking with the same vehicle and a time window that covers the time on the notice shows who had the car.

Why the request form matters in the UAE

• Fines go to the owner. Traffic fines are issued to the registered owner of the vehicle, which for a pool car is the company. The request form is the record of who had the car.
• Black points follow the driver, but only if the company can name the driver; they can be transferred through the official channel of each emirate.
• Unlicensed driving is costly. Under the federal traffic law in force since 29 March 2025, a vehicle impounded because an unlicensed person drove it is released only to the owner or an authorised representative. That is why the form asks for the licence and a check by the fleet office.
• Tolls are per crossing. Salik in Dubai charges up to AED 6.30 per gate with VAT and Darb in Abu Dhabi AED 4 at peak hours, so a trip to Abu Dhabi and back can pass several gates.

Request form, shared calendar or booking app?

Many companies start with a form, then try a shared Outlook or Teams calendar for each car. Each step solves part of the problem:

From the paper form to a vehicle booking system

The form and the booking sheet are a good start for a small pool. When requests come in every day, the paperwork itself becomes the bottleneck. CT Mobility is the software version of this form: employees see the free cars, book within your rules, pass a selfie check and unlock the car by phone, and every trip is recorded with the driver, time, route and mileage. Read how the vehicle booking system for employees works, and how to run the whole pool car programme.

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. Related free templates: the vehicle log book, the car key register and the company vehicle policy.

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