Authorization to Drive Vehicle (Sample Letters & Templates)

Many people may need to drive a vehicle for work-related purposes.


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 a letter of authorization to drive the car to prevent any legal issues if the car is registered in someone else’s name.

It 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 such a letter for driving a vehicle. 

Free Templates

It 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.

Free Printable Vehicle Use Authorization Letter Template 01 for Word Document

Free Printable Vehicle Use Authorization Letter Template 02 for Word Document

Free Printable Vehicle Use Authorization Letter Template 03 for Word Document

Free Printable Vehicle Use Authorization Letter Template 04 for Word Document

Free Printable Vehicle Use Authorization Letter Template 05 for Word Document

Great Downloadable Use of Black AUDI Authorization Letter Sample for Word Format

Free Printable Vehicle Use Authorization Letter Template 06 for Word Document

Free Printable Vehicle Use Authorization Letter Template 07 for Word Document

    Involved Parties

    There are three main parties involved in this letter to drive a vehicle:

    1. 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.
    2. 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.
    3. 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.


    It is important to note that individual states may have their own specific requirements or regulations related to such letters or vehicle ownership. Therefore, it is advisable to consult with legal counsel or the appropriate government agency to write it. This can help ensure that it 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

    It 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 it 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.


    “Letter of Authorization to Drive Vehicle.”

    • Professional greetings: A professional greeting should be used at the beginning of the letter.


    “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 should contain details about the authorized person and the vehicle. It should include the following information:

    Duties assigned

    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.


    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.


    “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.


    “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 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 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 letter of authorization. Thank you for your understanding and cooperation.


    [Your Signature] [Your Printed Name]

    Authorization Letter to Drive a Vehicle: Sample

    Dear Mr. Johnathan Smith,

    I am writing to formally grant Ms. Emily Johnson the authorization to drive my vehicle, a 2020 Toyota Camry, with license plate number ABC-1234 and VIN 1HGBH41JXMN109186. This authorization is effective from December 5, 20XX, to January 31, 20XX.

    Ms. Johnson, possessing a valid driver’s license number DL-9083456, is hereby permitted to operate the aforementioned vehicle for both personal and business-related activities during the specified period. This includes, but is not limited to, traveling within and outside the city limits of Springfield.

    Please be advised that Ms. Johnson is expected to adhere to all traffic and safety regulations while operating the vehicle. Any traffic violations, accidents, or damages incurred during this period will be the sole responsibility of Ms. Johnson.

    For any verification needs or in case of emergencies, I can be contacted at (555) 123-4567 or via email at Your cooperation and acknowledgment of this authorization are greatly appreciated.


    Michael R. Anderson


    Such 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 public are readily available at most government departments.


    The authorization letter for vehicle driving serves as a useful model for those seeking to draft a similar document. It skillfully combines clarity, detailed information, and a professional tone, making it highly effective and easy to follow. The letter opens with a clear statement of purpose, immediately informing the reader of its intent. The writer mentions crucial details such as the 

    vehicle’s make, model, license plate number, and VIN, ensuring that the document is legally comprehensive and easily identifiable. 

    The defined time frame for the authorization is precisely stated, providing necessary boundaries for the duration of the driving privileges. Importantly, the letter emphasizes the driver’s responsibility to adhere to traffic laws and assume liability for any violations or damages, which is crucial for protecting the owner’s interests. 

    Additionally, the inclusion of contact information for verification or emergencies adds a layer of practicality and security. This combination of detailed and specific information presented straightforwardly and professionally makes the letter an ideal guide for anyone needing to write an authorization letter for vehicle use.

    It also exhibits other key attributes that enhance its effectiveness, including:

    • Legal Compliance: The writer ensures compliance with legal requirements by providing detailed information about the vehicle and driver. This is crucial in many jurisdictions for authorizing someone else to use your vehicle.
    • Precise Language: The use of precise and professional language eliminates ambiguity, making it clear that the author is serious and informed about the implications of granting such authorization.
    • Responsibility and Compliance: The writer emphasizes the driver’s responsibility to adhere to traffic laws and bear the consequences of any violations or damages, which is vital for protecting the owner’s interests.


    Letters of authorization 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 letter of authority to drive a vehicle.

    About This Article

    Bryan Brown
    Authored by:
    Licensed Attorney - Asset Protection, Business Formation, Contract Drafting, Real Estate, Securities, Tax
    Bryan Brown is a seasoned attorney with a particular passion for empowering small businesses and startups. His comprehensive suite of services covers crucial areas like Asset Protection, enabling businesses to shield their pivotal assets, and Business Formation, guiding new enterprises through the foundational stages. Bryan's prowess in Contract Drafting ensures that businesses operate on robust agreements, while his insights into Real Estate, Securities, and Tax matters provide a holistic legal framework for clients. With a reputation for thoroughness and dedication, Bryan Brown stands as an invaluable asset for any business aiming to thrive in the Texas environment.

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