Certificate of acceptance and transfer of a car (vehicle to the driver): simple sample, form, details

The need to draw up an act of acceptance and transfer of the car to the driver arises in several cases. This document must be drawn up during the transfer of a vehicle from one individual or legal entity to another. It is important to draw up the document correctly, indicating in it all the important information about the car. So what is the act of acceptance and transfer of the car to the driver and in what case is it drawn up? How to properly formalize and draw up such an act? We will answer these questions in this article.

What to look for when handing over a vehicle to a driver

In organizations that practice assigning a particular vehicle to a driver, there is usually a clear procedure for the acceptance and transfer of a vehicle from one responsible person to another. It takes into account all stages of this procedure, starting from the creation of an appropriate order by the head of the enterprise, including inspection of the machine, written recording of its condition and ending with the formation of a special act.

It should be noted that in companies that have properly organized the procedure for assigning a car to drivers, before handing over the vehicle to any employee, they undergo detailed introductory and initial training.

Moreover, the driver is required to undergo an internship, and only after that he will be entrusted with a separate car.

What vehicle parameters should be indicated in the document?

Since the driver to whom the vehicle is assigned subsequently bears almost full responsibility for it, the car at the transfer stage must be checked for technical condition (in order to avoid situations where the blame is shifted to an employee of the enterprise for violations that he did not commit). During the process, all key elements of the vehicle must be examined, including

body,
engine,
Transmission,
electrician,
lights and glass,
wheels,
salon, etc.

The obtained data is carefully checked against the technical characteristics of the machine, and all identification numbers are also examined. Only after the inspection is completed, the vehicle is assigned to a specific employee of the organization.

Instructions for completing a car transfer deed in 2021

The main thing that the parties should rely on when drawing up the act is the agreement of purchase and sale, lease, etc. It is after the execution of such an agreement that the parties have obligations to transfer the car and funds. In addition, you will need other documents:

car passport;
technical inspection;
a document confirming the registration of the car;
insurance policy;
if available, service book.

If the design of the vehicle has been changed, for example, gas equipment has been installed, a trailer has been added, etc., this will also require additional documentation.

Conventionally, the act can be divided into several parts. First, indicate the details of the contract to which the document being drawn up will be attached. Also in the first part it is necessary to note the date and place of drawing up the document. The name of the document is written in the center of the sheet.

The main block is filled in below:

information about the participants in the transaction. Information is provided not only about companies, but also about the persons who represent them;
complete information about the object of the transaction: color, engine number, make, year of manufacture and other technical characteristics;
information about how long the car has been in use;
if this is a car sale, then its value is indicated;
the documents that are transferred to the new owner are indicated;
It would also be useful to note the accessories, parts and spare parts that are transferred along with the car;
information about checking the completeness and technical condition of the vehicle is indicated;
if there are malfunctions, they should be described in as much detail as possible;
it is noted that the vehicle was transferred to the new owner, the money was received, and the parties have no claims;
the number of copies compiled is indicated.

The final stage of document preparation is affixing signatures with transcripts. In specially designated places, the seller and buyer sign the document, thereby confirming that they fully agree with the above points.

There are situations when the interests of an organization are represented not by its manager, but by a person working under an agency agreement. Here you need to understand that such a person only confirms the fact that the vehicle was transferred. However, he is not responsible for the quality and serviceability of the vehicle.

Sample act of acceptance of transfer of a car to an individual

Sample of a simple act of accepting the transfer of a car

Certificate of acceptance of car transfer sample at the enterprise

car transfer acceptance certificate in 2021:

In Word format

In Word format
In Excel format

The meaning of the act of assigning a vehicle to the driver

The importance of the act is difficult to overestimate: with the help of this document it is verified that the car has “passed” into the area of responsibility of a certain driver in a particular technical condition.

Thus, the document protects both parties to the labor relationship. The employee - in the sense that he receives accurate information about the flaws and shortcomings of the vehicle at the time of its transfer to him. On the contrary, it gives the employer guarantees that from the day the car is assigned to the driver, responsibility for its condition lies with a certain employee.

Sample act of acceptance and transfer of a car to the driver at the enterprise

The organization that owns the vehicle must document it for use by the driver. To do this, a certificate of acceptance and transfer of the car to the driver is drawn up.

What is an act of acceptance and transfer of a car to a driver at an enterprise?

Employees are obliged to carefully operate the property of the enterprise and bear responsibility for damage and improper use. A similar rule applies to the property of third parties, for the safety of which the organization is responsible.

The transfer and acceptance certificate assigns the car to a specific responsible person. Based on this document, the driver is responsible for the condition and safety of the vehicle. If damage occurs, for example, due to an accident due to the fault of the driver, he is obliged to compensate for the costs of repairs.

When is a transfer deed required in an organization?

A transfer act or an act of assigning a car to a responsible person is drawn up in the following situations:

The company does not have full-time drivers, but does have vehicles. The organization has the right to grant the right to use a company car to any full-time employee.
The company wants to assign the car and the responsibility for its safety to a specific driver.

The right to use a vehicle is granted on the basis of correctly compiled documentation:

order for admission to driving a vehicle;
vehicle acceptance certificate;
powers of attorney for management;
waybills;
amendments to the employment contract.

Who should sign it?

The transfer of the car must take place in the presence of a specially created commission and the driver. All of them participate in signing the act, thereby assuring the accuracy and correctness of the information presented about the technical condition and configuration of the vehicle at the time of transfer.

Form form

The form of the document is not fixed by law. An arbitrary option is used, reflecting the necessary information about the organization that owns the car, its technical condition, equipment and the driver to whom it is assigned.

It is important to accurately describe the characteristics and condition of the car at the time of transfer in order to minimize the risk of possible disagreements on this matter. It is more convenient to enter some parameters into the act in the form of a table.

How to correctly fill out the vehicle acceptance certificate?

It is recommended to include the following details in the car acceptance certificate to the driver:

full name of the organization that owns the vehicle (company letterhead may be used);
document's name;
date and place of compilation;
positions and full names of all members of the commission created to transfer the car to the driver, as well as details of the order on the basis of which the commission was created;
information about the driver (structural unit, full name, driver’s license details, date and number of the order or power of attorney to drive the vehicle);
information about the car indicating its model, technical characteristics, condition, mileage as of the date of transfer, etc. in as much detail as possible in accordance with the PTS and actual availability;
complete set and special equipment that is transferred along with the vehicle (tools, first aid kit, fire extinguisher, etc.);
presence and quantity of fuel in the tank;
signatures of all members of the transfer commission and the driver.

Sample act of acceptance and transfer and assignment of the car to the driver

Source

Rules for drawing up and execution of the act

The act of assigning a vehicle to the driver can be formed in a free form - there is no single standard. True, some organizations use their own document template, the use of which is indicated in their accounting policies.

The act can be written by hand or printed on a computer; it is acceptable to take an ordinary piece of paper or a sheet designed in a corporate style.

The act is written in one original copy, but if necessary, duly certified copies can be made.

How to correctly draw up a car acceptance certificate

A contract for the purchase or sale of a car also always requires written execution. It is assumed that obligations arise from both the seller and the buyer. For example, the first party must deliver the goods to the second party in good condition. The buyer, in turn, must accept the goods.

Property rights can be formalized without drawing up a deed. But only he can confirm the legal significance of actions. If the document is drawn up, the seller and buyer can rest assured that their rights will be protected.

For sellers, the act serves as a tool to confirm the fulfillment of their obligations. And the fact that the buyer has no quality claims at the time of transfer of property.

A document can only be evidence if it is in writing. It does not require notarization. It is enough to indicate a minimum set of details for the agreement to be recognized as valid.

You can sample a simple car acceptance certificate.

The set of data required for the document includes:

Signatures of each party.
Information that no one is making any claims.
Data regarding the technical condition of the vehicle.
Required information associated with the object. Including identification information.
Names of the parties entering into the agreement. This applies to full name and passport data, or the name of a legal entity.
Description of the grounds on which the act is drawn up. It is acceptable to use references to sales and rental agreements.
The date the document was issued.
Title of the document.

This is all the data that should be present in any document. The parties may include additional information in the act if one of them so desires and if the data is important for the transaction being concluded.

Appendices to the act may include a PTS, service book and other similar papers. The signatures of the parties must be used to seal the agreement. Additional certification with a seal is required for situations where one of the parties has the status of a legal entity. This condition is not mandatory; it only increases confidence.

The act of acceptance and transfer of the car, the form of which you see above, can be written by hand, but do not forget to check the correctness of all the details.

Sample and rules for drawing up an act of acceptance and transfer of a vehicle to the driver

There are several situations that arise when transferring a vehicle from one driver to another, when execution of the act is mandatory:

A company car is assigned to one driver. But the employee is not there, so the vehicle is transferred to another.
Securing a vehicle to two drivers. Which replace each other from time to time.

Thanks to the document, it becomes easier to differentiate responsibilities between drivers when the need arises. It makes it easier to determine who is at fault in the event of damage to a vehicle.

Almost every company has its own form of act of acceptance and transfer of a car from one driver to another.

When the shift changes, the drivers put their signature on the document.

The acceptance certificate must contain information regarding damage if present, the vehicle’s equipment and the remaining fuel in the tanks. In each case, the employer develops a sample act of acceptance and transfer of the vehicle to the driver.

Rental and acceptance certificate of a car: form and its contents

Records of the transfer must verify any circumstances related to liability.

Documents for transfer may indicate:

Damage to the body.
Facts of violations according to the prescribed rules.
Inconsistencies between reality and the names indicated in the document.
Damage or damage to the interior.

Signatures of both parties are required to certify all data included in the document. Only after this is it considered that the act has entered into force and become valid. Documents drawn up unilaterally cannot be used as evidence.

The acceptance and transfer act itself must include information regarding:

Signed by both parties.
General information on the car itself.
Names of the person or company that provides the vehicle for rent.
Application agreement with number and date of signing. Before the contract is signed, it is necessary to verify all the information included in it. If there is even the slightest discrepancy, the transaction itself is declared invalid.
Names of the organization or person that owns the vehicle. All characteristics of the car are indicated in the act. This also applies to defects.

How to write a description of a car when handing it in for repairs

It is also necessary to draw up a transfer and acceptance certificate when handing over the car for repair.

Without a detailed description and indication of technical parameters, the car will not be accepted for service. The following items must be included in the form to avoid any problems:

Description of parts that require complete replacement.
A list of breakdowns that must be repaired at the service center.
Damage including defects both internally and externally.
Equipment. It is necessary to make an inventory of everything that is inside the cabin. The equipment is removed in advance to simplify this procedure. At least if dismantling does not cause serious problems.

The car needs to be washed and prepared for further repairs. Otherwise, the service center will refuse to accept the car.

The craftsmen must inform the owners if they find breakdowns that are not described in the accompanying documents. In case of refusal, the owner must confirm his decision in writing. There will be no need to re-sign the agreement if the owner sends the car back for repairs on the same issue. You just need to renew the form that was filled out earlier.

How to pick up a car from the service

Before picking up the car, make sure that the work has been completed completely.

The acceptance certificate is not the only document that it is recommended to carefully read when concluding any transactions. If a car is being repaired, the specialists must indicate in the contract what they do with old and used parts. Some salons take such parts for themselves.

But the client can keep such details if he needs evidence of the poor quality of the work performed.

Who should sign the act

The act must be signed by the persons in whose presence the car was handed over to the driver. With their autographs, these persons indicate that all the information entered in the form is true. Also, the driver to whom the vehicle is assigned must also sign the act.

But as for the seal, everything is simpler here: it is required to be installed only when the condition for its use is included in the legal documents of the enterprise.

Sample act of assigning a vehicle to a driver

If you have been instructed to draw up an act on assigning a vehicle to the driver, and you have never done such a document before, look at the sample presented below and read the explanations to it. Taking them into account, you will create the required form without much difficulty.

The structure of the document is quite standard: at the beginning the name of the organization is written, then the name of the act, its number, place, date of execution.
After this comes the main block. First of all, provide here information about those persons with whose assistance the process of transferring the car took place (indicate their positions and full names), also enter into the act detailed identification characteristics of the car (make, year of manufacture, state number, mileage, etc.).
Indicate the document on the basis of which the vehicle is assigned to the driver (usually this is either an order or an order), as well as the full name of the driver.
Be sure to include in the report a description of the condition of the car at the time of drawing up the report, including the engine, body, chassis, etc. The more detailed information is given here, the better.
Also list in the act all related products that are transferred to the driver along with the car (spare tire, tools, etc.) or issue them as a separate attachment (the details of which should also be mentioned in the form).
If you consider it necessary, you can supplement the act with other information that you consider important.
Finally, don't forget to sign the deed.

ACT OF ACCEPTANCE AND TRANSFER OF THE CAR

___________________ “___”_________ 20__

__________________________________________ (full name of the seller, passport data), hereinafter referred to as the “Seller”, and ________________________________________________ (full name of the buyer and passport data), hereinafter referred to as the “Buyer”, on the other hand, under the joint name “Parties”, have drawn up this act stating that that in accordance with the Car Purchase and Sale Agreement dated “___”___________ ______, the Seller transferred and the Buyer accepted a technically sound passenger car

№	Parameter	Meaning
car model
date of manufacture
engine no.
cabin, sidecar, trailer No.
chassis (frame) No.

The vehicle identification numbers have been verified, the completeness of the vehicle has been checked and corresponds to the factory one.

Along with the car, the Seller transferred and the Buyer accepted the following spare parts and accessories for the car:

And also documents for the car:

o vehicle passport series _____ No.____ dated ________________

o service book

The purchase and sale was carried out strictly in accordance with the requirements of the said Agreement. The Buyer has no claims against the Seller, including property ones.

Seller buyer:

/ / / /

When selling a vehicle, a purchase and sale agreement is required.

Drawing up a car acceptance certificate is one of the stages of recording the transfer of a car between the buyer and the seller.

Let's consider whether a transfer and acceptance certificate is really needed for a car purchase and sale agreement. How to compose it correctly?

When buying or selling a car, you should not limit yourself to just a purchase and sale agreement.

. The document only confirms the intentions of the seller and buyer, but does not document the acceptance and transfer of the vehicle.

The act of acceptance and transfer of a vehicle between drivers in 2019 is a guarantor of the completion of a contractual transaction, confirmation of compliance with the rights and obligations of the parties, proof of the actual transfer of the vehicle from the seller to the buyer and the delivery of money to the seller.

This is the primary documentation, the most important accounting document that serves as an annex to the purchase and sale agreement, service agreement, rental, leasing and other services.

Is a car purchase and sale agreement valid without a transfer and acceptance certificate?

The agreement is not valid without the transfer and acceptance certificate, since no other document confirms the transfer of rights to the transferred property.

A contract is only an intention to perform any action in relation to a motor vehicle. It can be terminated at any time.

The act of acceptance and transfer is actual evidence of the transfer of the car to another person

. After its signing, the agreement can only be challenged in court.

Using a transfer and acceptance certificate, a vehicle is written off from the balance sheet of one organization and accepted for accounting in another.

The transfer and acceptance certificate is formed in relation to the vehicle:

cars and trucks;
buses;
agricultural, construction and other special equipment;
motorcycles, etc.

Many motorists are concerned with the question: “Can I request a transfer and acceptance certificate from car dealerships before buying a car?” Yes. First, the vehicle is issued, then the client inspects the vehicle and signs if everything is in order.

Let's look at how to correctly fill out the vehicle acceptance certificate.

Documentation preparation

The transfer and acceptance certificate must contain the following information:

title of the act;
number of the purchase and sale agreement;
Full name, passport details of the parties;
the place where the registration is carried out and the date of preparation of the documentation;
vehicle data;
information about the transferred vehicle;
signatures of the parties.

The form of the act can be any. The agreement and acts are drawn up on a prepared form or drawn up by hand in two copies. A notary seal is not required.

If there is a trailer, this fact is also indicated in the act. A technical passport and service book are also included.

The act should be mentally divided into three sections:

Start. Enter the details of the purchase and sale agreement, the name of the document, the date and place of its preparation.
In the main block, write in order:

name of the enterprise, position, full name of the parties;
information about the vehicle: (VIN number, body number, passport number, engine number, chassis number, year of manufacture, model, color and other identification characteristics);
you can enter other necessary additional information: the cost of the vehicle, the period of its actual operation, a list of documents attached to the act, items or valuables that are transferred with the car, etc.);
certify that all parameters and completeness have been verified;
the deficiencies identified during the inspection are written down in detail in the report;
It must be noted that the transfer was made in accordance with the purchase and sale agreement, the funds have been paid, and there are no claims.

In the last section, the parties put signatures and transcripts to them.