Vehicle request


The Vehicle Request Template is designed to request a company vehicle for official use. In this template all driver, vehicle and travel information is recorded to help better manage the company vehicles use.

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Template structure

See how this template is structured. As this is just an example, you can customize it.

Start form

  1. Requester name
  2. Requester’s department
  3. Phone
  4. Email
  5. Project/cost center
  6. Purpose of trip
  7. Type of vehicle
    • Car
    • Minivan
    • 12-passenger van
    • 15-passenger van
    • Truck
  8. Request date and time
  9. Number of passengers
  10. Starting point
  11. Destination
  12. Approximate mileage
  13. Attach the route here.
  14. Vehicle number
  15. Driver 1’s name
  16. Driver 1’s phone
  17. Driver 2’s name
  18. Driver 2’s phone

Request approval

  1. Approval assignee
  2. Approval
    • Approved (move card to the next phase)
    • Not approved (justify and move the card to “Not approved”)
  3. If not approved, please justify.

Vehicle check log

  1. Current mileage
  2. Exterior body marks
    • Yes
    • No
  3. If any, specify damage details.
  4. Interior condition
    • Clean
    • Dirty
  5. If dirty, be specific in the comments.
  6. Fuel level

Vehicle on the road

  1. Date and time of return

Vehicle return check

  1. Current mileage
  2. Fuel level
  3. Exterior body marks
    • Yes
    • No
  4. If any, specify damage details.
  5. Interior condition
    • Clean
    • Dirty
  6. If dirty, be specific in the comments.


Not Approved

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