Templates
Vehicle handover form for company, pool and courtesy cars
Record keys and cards, mileage, equipment and condition at every handover — and see at return what has changed.
Free · no sign-up · your details never leave your browser
To be honest
A form shows the handover — not where the key is now
For a single handover, a clean sheet with a signature is enough. In a fleet or a dealership, though, the everyday question is usually a different one: who has the key right now, and which parking space is the vehicle in? No folder answers that.
Our recommendation: start with Log+Key right away: every vehicle key knows its number plate and parking space there, and the return records the parking space. Free for up to 10 objects, for good; we bring an existing vehicle list across free of charge.
Online generator
Vehicle handover form: create it online
Your details never leave your browser: the PDF is made on your device; nothing is sent or stored.
How it works
The generator runs entirely in your browser. On the first click on “Create PDF” it loads the PDF tool and the font from log-key.de once — your entries, signatures and logo are not sent anywhere.
Nothing is saved, not even in your browser. Close or reload the page and everything is gone, so download the PDF before you leave.
Our visitor statistics (Matomo, without cookies) only learn that a document was created — never what it says.
Preview
Vehicle handover record: company car
Handed over by (fleet management)
Received by (employee)
Vehicle
Keys and cards
| Type | Label / no. | Qty |
|---|---|---|
Fuel and charging cards: only the last four digits.
Possible entries: Type – Vehicle key, Spare key, Keyless card / fob, Fuel card, Charging card, Garage / parking permit, Other
Documents and equipment
Condition at handover
| Position | Description |
|---|---|
Possible entries: Position – front, rear, left, right, roof, windows, wheels / rims, interior
Agreed return
Purpose and notes
The vehicle is provided to the recipient as a company car. The employer’s company car policy or car agreement applies. Damage, accidents and the loss of keys or cards must be reported without delay.
Return
A4 preview. The PDF may break pages differently.
Delete all entries, signatures and the logo?
Done — your record has been saved.
Next time without paper: Log+Key creates this receipt automatically at every handover — signed on the tablet, with a PDF for both sides.
Up to 10 objects free, for good.
In brief
A vehicle handover form records who takes a vehicle and when — with which keys and cards, what mileage, which equipment and in what condition. At return, the same sheet shows the kilometres driven, anything missing and new damage.
What goes in
What a good record captures
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Reference number, place, date and time – who hands the vehicle over, when and where
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Received by (employee) – who takes the vehicle and how to reach them
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Original driving licence shown – notes that the licence was shown — without storing its number
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Vehicle – number plate and model tie the record, keys and vehicle together
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Mileage (km) – the starting point for the kilometres driven at return
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Key / card – every key and card on its own row, cards only with their last four digits
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Documents and equipment – what belongs with the vehicle — anything missing at return stands out
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Condition at handover – cleanliness and existing damage with its position — so new damage stands out at return
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Agreed return – when the vehicle comes back — “open-ended” for a company car
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Purpose and notes – what the vehicle is provided for and that damage and losses are reported
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Signatures – both sides confirm the vehicle, keys and condition
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Return – mileage, fuel or charge level and new damage at return — the PDF works out the kilometres driven
Fleet
Managing vehicle keys in a fleet
The form documents a single handover. For an overview of every vehicle and its keys, you need a list that shows:
- who has which vehicle key right now, and since when
- where the spare key is — kept apart from the main key
- which parking space the vehicle is in after its return
- when returns, inspections and services are due
Vehicle key register for Excel
Five sheets: guide, vehicles, checkouts, people and overview. Status, overdue returns, kilometres driven and inspection dates calculate themselves.
For Google Sheets, upload the Excel file to Google Drive and open it there — the formulas work there too.
Switching later? We bring your vehicle list across free of charge.
Tips from practice
What works in practice
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The key belongs to the vehicle
Note the number plate and model with every key, not just a hook number. A vehicle usually has two keys — each gets its own row.
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Note the parking space at return
The key is back, the vehicle is somewhere on site. Note under “Notes” where it was parked — then nobody has to search for it.
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One list for every department
Gaps appear at the handoffs when sales, service and preparation each keep their own list. One sheet per handover and one shared vehicle key register close them.
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Check open returns before closing
Set a return date for pool and courtesy cars. Going through open returns before locking up shows early when a vehicle or key is missing.
From our report on vehicle keys in car dealerships and our post on recording the parking space at return. What car dealerships taught us about vehicle keys
Downloads
Prefer paper?
Fill in the PDFs on your computer or print them blank — one each for company, pool and courtesy cars. Plus the vehicle key register as an Excel file.
- Fillable PDF Vehicle handover form: Company car vehicle-handover-company-car-log-key.pdf
- Fillable PDF Vehicle handover form: Pool car vehicle-handover-pool-car-log-key.pdf
- Fillable PDF Vehicle handover form: Courtesy or loan car vehicle-handover-courtesy-car-log-key.pdf
- Excel Vehicle key register for Excel Five sheets: guide, vehicles, checkouts, people and overview. Status, overdue returns, kilometres driven and inspection dates calculate themselves. vehicle-key-register-template-log-key.xlsx
Without paper
When one record becomes fifty
One sheet per handover works — until vehicles and keys change hands every day. In Log+Key, every vehicle key is an object with its number plate, VIN and parking space:
- Search by number plate — or find the vehicle for a key
- The parking space recorded at return
- Pool and courtesy cars with return dates
- A signature on the tablet and a history that shows who had a vehicle last
Log+Key is free for up to 10 objects, for good.
Screencast: a bunch of keys is opened in the object list and taken out; the checkout is confirmed with the signature “M. Muster” on screen, followed by the PIN prompt
FAQ
Questions about the vehicle handover form
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Why does the form include the licence check?
Whoever hands over a vehicle should make sure the person is allowed to drive it. The form records that the driving licence was shown — without storing its number.
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Do private use and tax belong in the form?
No. Private use, cost sharing and tax are covered by the car agreement or your company car policy. The handover form records what was handed over and in what condition.
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Can I use the form for test drives?
No, the template isn’t meant for that. Test drives need their own agreement with your terms. How Log+Key documents test drives with a signature on the tablet is shown on the page key management for car dealerships and fleet management.
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What do I enter for fuel and charging cards?
Only the last four digits, for example “…4711”. That is enough to identify the card; the full number doesn’t belong on a sheet that passes through many hands.
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Is a signature on screen valid?
A signature on screen is a simple electronic signature. It documents who handed over and who received the key. If your case requires the written form, or you simply prefer an original, leave the field empty and sign the printout by hand.
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Are my details stored?
No. The generator runs in your browser and the PDF is made on your device. Nothing is sent to us and nothing is stored, not even in the browser. Close the page and your entries are gone, so download the PDF first.
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How do I keep track of all vehicle keys?
With the vehicle key register for Excel: vehicles, checkouts and people in one file, with status and inspection dates calculated for you. The form documents a single handover, the register your whole fleet.
Sample based on German practice. Not legal advice.