Many people may need to drive a vehicle for work-related purposes. For example, some individuals may need to drive a company car, while others may need to operate a rental car. Therefore, in addition to a valid driver’s license, it is crucial to have an authorization letter to drive the car to prevent any legal issues if the car is registered in someone else’s name.
A letter of permission to drive the vehicle serves as a formal declaration that the person is authorized to operate the particular vehicle. The letter must include specific information about the vehicle in question, including the make and model of the car. To better prepare you for the possibility that you might need one, this article will give you an overview of authorization letters for driving a vehicle.
What is an Authorization Letter?
An authorization letter to drive a vehicle is a letter that provides official verification to a police officer, vehicle owner, or car rental agency that an individual is authorized to operate the vehicle. It should inform the law enforcement officer, the vehicle owner, and the car rental company about who will drive the vehicle, when it will be used, and for what purpose.
There are three main parties involved in an authorization letter to drive a vehicle:
- The vehicle’s owner: This is the person who owns the car. The owner may be the individual’s employer if they use a company car for work-related purposes or a private owner if it is a personal car. If the vehicle is used for work-related activities, the employer may be required to give the person with permission to drive the company vehicle a letter of authorization.
- The court or vehicle record-keeping authority: The government maintains driving records and license information for cars in any geographic area. A specific organization handles vehicle registration and is in charge of issuing driver’s licenses.
- The authorized person: This is the person who has been authorized to drive the vehicle by the owner. This person may be a colleague, friend, or family member of the owner. To be considered an authorized person, one must have a valid driver’s license and an authorization document from the owner.
Note: It is important to note that individual states may have their own specific requirements or regulations related to authorization letters or vehicle ownership. Therefore, it is advisable to consult with legal counsel or the appropriate government agency to write an authorization letter. This can help ensure that the authorization letter complies with all applicable laws and regulations in the state where the vehicle is registered or where it will be driven. Failure to comply with state regulations related to vehicle operation and ownership can result in legal consequences, including fines, penalties, or even criminal charges.
Writing an Authorization Letter
An authorization letter is drafted in a professional, formal tone. The letter should be addressed to the police officer or any other institute handling the vehicle’s records.
The letter should include the following four main sections:
The header is the first section of a letter, and it should contain the following:
- Writer’s name, address, and contact details: This should include the person’s name who is writing the letter, contact information, and address.
- Date: This should include the date on which the letter was written. It is essential to include the date so that the vehicle owner can track when the letter was sent and when it expires.
- Recipient’s name, address, and contact details: This should include the full name, address, and contact information of the person receiving the letter.
- The subject line: The subject should be clear and concise. For example, “Authorization Letter to Drive Vehicle.”
- Professional greetings: A professional greeting should be used at the beginning of the letter. For example, “Dear Sir/Madam.” Make sure to include the intended recipient’s name in the greeting.
The second section of the letter should include an introductory statement indicating the sender’s permission to a representative.
“I am writing to authorize my colleague Mr. John Doe to drive my vehicle for the next week.”
The third section of the authorization letter should contain details about the authorized person and the vehicle. It should include the following information:
This should list the authorized person’s specific duties with the vehicle.
“John Doe is authorized to drive the car for business purposes only.”
Details about the vehicle
When providing details about the vehicle, the following information should be included:
- The car’s registration number: This is a unique number assigned to the car and is used to identify it in official documents.
- The VIN of the car: This is a 17-digit number stamped on the chassis or frame of the car and can be used to identify it.
- The model of the car: This is the name of the car that it is registered under. For example, “Toyota Corolla.”
Validity of the permission period
This should state how long the authorized person will use the vehicle.
“John Doe has permission to drive my vehicle from 2 March until 10 March.”
To avoid misunderstandings, it is crucial to specify the precise time period when authorizing someone to use the vehicle.
Reason for the authorization
This section should briefly explain why the authorizer is choosing this specific person to drive their car. For example,
“John Doe will be driving my vehicle because I am busy with work.”
“I am out of town and need someone to drive my car.”
Information about the authorized person
This section should include the following information about the authorized person:
- License number: The authorized person’s driving license number should be provided.
- Identity number: The identity document number of the authorized person should be provided.
- License type: This section should briefly define each license type and state if this person has that particular type of license. For example, “John Doe has a Class ‘A’ unrestricted driver’s license.”
- Expiry date: The expiry date of the driver’s license should be provided.
The letter’s conclusion should provide a brief statement indicating that the sender has authorized this person to drive their car. It should also include the signature of the authorizer, the authorized person, and a notary public (if applicable).
Authorization Letter to Drive a Vehicle: Template
[Your Name and Contact Information] [Date]
[Vehicle Owner’s Name and Contact Information] [Vehicle Owner’s Address]
Dear [Vehicle Owner’s Name],
I, [Your Name], hereby authorize [Authorized Driver’s Name] to drive my [Vehicle Make and Model] with the following details:
License Plate Number: [License Plate Number]
Vehicle Identification Number (VIN): [VIN Number]
Color: [Vehicle Color]
[Authorized Driver’s Name] has my permission to drive the vehicle from [Starting Date] to [Ending Date], and will be responsible for the vehicle during this time. The purpose of this authorization is as follows:
[Include details of the purpose of the authorization, such as a specific trip, event, or job-related task]
I understand and agree that I am responsible for any damages or accidents that may occur while the vehicle is in [Authorized Driver’s Name]’s possession. I confirm that [Authorized Driver’s Name] has a valid driver’s license and is legally permitted to operate a vehicle.
I also acknowledge and understand that this authorization letter does not absolve me from any legal liability that may arise as a result of [Authorized Driver’s Name]’s use of the vehicle. As such, I will ensure that the vehicle is properly insured during the period of authorization.
This authorization letter is valid from the date of signing until [Ending Date]. I reserve the right to revoke this authorization at any time.
Please let me know if you have any questions or concerns about this authorization letter. Thank you for your understanding and cooperation.
[Your Signature] [Your Printed Name]
Authorization Letter to Drive a Vehicle: Sample
652 Valley Arcade,
762 NY, New York
12th Jan 20xx
Mr. Derek Farley
River Road, St 171
762 NY, New York,
Dear Mr. Derek Farley,
Subject: Authorization to drive vehicle
I would like to formally authorize my co-worker Emily Adams to drive my car next week. Unfortunately, I am busy with work and won’t use the vehicle. This letter will allow Emily to drive my car from March 2 until March 10. She is allowed to drive the car for business purposes only.
-The registration number of the car is 123456789
–The VIN of the car is JH23CNHA000000
–The model of the car is a Toyota Corolla.
I have attached a copy of Emily’s driver’s license for your records. Driver’s license details:
-License number: 123456789
-Identity number: 987654321
-License type: Full.
-Expiry date: March 2023
Please note that this letter serves as authorization until March 10. If you have any questions, please feel free to contact me.
Signature of the authorized person
Signature of a notary public
Tips: Authorization letters should not be handwritten. This is a formal letter and should be typed professionally. It is also advisable to have the letter notarized if the authorized person is not someone you know well. Notary publics are readily available at most government departments.
Following are some free editable templates for you:
Authorization letters are a formal way to grant someone permission to use your vehicle for a specific purpose and at a specific time. It is essential to include all the vital information about the authorized person, including their driver’s license number and expiration date. The letter should be typed instead of handwritten. It is also advisable to have the letter notarized, as it proves its authenticity. With the help of this article, you can craft a professional authorization letter to drive a vehicle.