Authorization to Drive Vehicle (Sample Letters & Templates)

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.

Involved parties

There are three main parties involved in an authorization 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.

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.

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:

Header

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.

Introduction

The second section of the letter should include an introductory statement indicating the sender’s permission to a representative.

For example,

“I am writing to authorize my colleague Mr. John Doe to drive my vehicle for the next week.”

Body

The third section of the authorization letter 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.

For example,

“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.

For example,

“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.”

or

“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.

Conclusion

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).

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:

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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.