What is a vehicle use request form and gate pass?
A two-page form that records every use of a company vehicle outside normal work. Page one is the request: the employee writes why they need the vehicle, when and where, and signs a declaration; then the line manager and the fleet manager approve it. Page two is a gate pass that travels with the vehicle, on which the gate guard records the gate-out and return times, odometer and fuel.
The form is a tool to apply your policy. If your company vehicle policy allows private use with written approval, this form is that approval. If it does not, delete that type from the list.
When does an employee need a vehicle use request?
Each of the six types on the form covers a common case. Keep the ones your policy includes:
- Business outside working hours: an emergency repair, an evening delivery or a client visit after the shift.
- Weekend or public holiday: any use on a day the fleet does not normally work.
- Overnight, vehicle kept at home: for on-call duty or an early start the next day.
- Private use: if the policy allows it, with a charge per kilometer if the policy sets one.
- Travel outside the city or cross-border: cross-border travel needs the insurance and permits checked before approval.
How to use the vehicle use request form, step by step
- The employee completes the request a set time before the vehicle is needed, and signs the declaration.
- The line manager and the fleet manager approve or reject it, and write any condition, such as no passengers or a distance limit.
- The fleet team issues the gate pass with a number and a validity period, and enters the request in the Excel log.
- The gate guard checks the pass and records the gate-out time, odometer, fuel and any visible damage.
- The guard records the return with time, odometer and fuel, and compares the vehicle's condition with gate-out.
- The fleet team closes the request: distance, lateness, fines and the charge. Record any fine in the Fleet Traffic Fines Log.
What does the gate guard check before the vehicle leaves?
Four points, printed on the pass: the current time is within the pass validity, the plate on the pass matches the vehicle, the driver is the person named and carries a valid license, and the approvals are signed. If any check fails, the vehicle does not leave; a verbal approval is not enough, and the guard calls the fleet contact whose number is on the pass.
How does the Excel log calculate distance, lateness and flags?
The log also flags a license that expired before the departure date, a gate-out before the decision time, and an odometer-in reading below odometer-out. The 30-minute grace, 20% tolerance, 5 km tracking tolerance and the charge of 0.50 per km are example values on the Settings sheet. If your policy does not charge for private use, enter 0.
Worked example: a weekend use
Request VR-2026-042: Reem Salem from Sales needs a vehicle to set up a client's exhibition stand. Planned departure Friday 07:00, planned return Saturday 20:00, estimated distance 300 km.
- The vehicle left at 07:05 with the odometer at 31,870 and returned on Saturday at 21:15 at 32,282. Actual distance: 32,282 − 31,870 = 412 km; hours out 38.2.
- Lateness: 21:15 − 20:00 = 75 minutes, above the 30-minute grace, so the flag "Returned late" appears.
- Distance limit: 300 × 1.20 = 360 km; actual 412, so the flag "Distance above estimate" appears.
- The tracking distance for the period is 409 km, a 3 km difference within tolerance, so the odometer reading is sound. The line manager reviews the reason for the extra distance and the late return.
- In request VR-2026-043, for private use, the vehicle covered 62 km, so the charge is 62 × 0.50 = 31.00 at the example rate.
Common mistakes when managing after-hours vehicle use
- Verbal approval. "The manager said it was fine" proves nothing after an accident or a fine.
- A pass with no validity period. An open-ended pass gets used again without a request.
- No odometer reading at the gate. Without gate-out and gate-in readings there is no distance and no charge.
- Missing an expired license. Check the expiry date on every request, not only when the vehicle is assigned.
- Assuming insurance covers every use. Check the cover for private use and cross-border travel.
- Closing requests without reviewing flags. Repeated late returns and extra distance reveal use outside the approved purpose.
What the form does not cover
The form applies your vehicle use policy and does not replace it. It does not decide who pays traffic fines, costs or damage: that follows your policy, the employment contract and local law, so check your authority's current requirement. The charge per kilometer is an internal decision your company makes, not an official fee. For assigning a vehicle to an employee for a longer period, use the Vehicle Handover Form. The template is a working tool, not legal advice.