Free fleet vehicle handover form
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Download a free fleet vehicle handover form. Record vehicle condition, accessories and documentation when changing drivers. PDF ready.
Commercial Director
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See the first part of the fleet vehicle handover form below. Download the full version above.
What is a fleet vehicle handover form?
A fleet vehicle handover form is used to document the condition and contents of a vehicle when it is transferred from one driver to another. The form records the vehicle details, odometer reading, fuel level, condition of the exterior and interior, status of accessories and equipment, and any existing damage. Both the outgoing and incoming drivers sign the form, creating a clear record of the vehicle state at the point of handover.
Vehicle handover forms protect both the organisation and the drivers. Without a documented handover, it is impossible to determine whether damage occurred before or after a driver took possession of a vehicle. This leads to disputes about responsibility, delayed repairs and potential safety issues if damage goes unreported. For organisations with pool vehicles or shift-based fleets, the handover form is essential for maintaining accountability and ensuring that every driver receives a vehicle in a known, documented condition. The form also serves as a prompt for the incoming driver to conduct a basic condition check before driving.
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Benefits of using this fleet vehicle handover form
- Accountability: establish a clear record of vehicle condition at the point of handover so responsibility for damage can be attributed.
- Damage tracking: identify and document pre-existing damage before a new driver takes the vehicle, preventing disputes.
- Safety assurance: the handover process prompts both drivers to assess the vehicle condition, catching safety issues before the next trip.
- Accessory tracking: confirm that all equipment, tools and accessories assigned to the vehicle are present at handover.
- Documentation completeness: verify that registration, insurance, roadside assistance cards and service book are in the vehicle.
- Maintenance trigger: outgoing drivers can flag emerging issues that need attention before the next driver uses the vehicle.
Benefits of digitising forms in MapTrack
When you move your forms from paper to MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Monitor odometer and service-interval triggers across your entire fleet.
- Capture fuel receipts and trip logs alongside vehicle inspection data.
- Compare vehicle downtime and repair costs to inform replacement decisions.
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What to include in a fleet vehicle handover form
This fleet vehicle handover form covers 10 key areas:
- Vehicle details: registration, fleet number, make/model, colour, odometer reading, fuel level.
- Outgoing driver: name, employee ID, date and time of handover, contact number.
- Incoming driver: name, employee ID, licence number, licence class and expiry.
- Exterior condition: tick columns for each panel (front, rear, left, right, roof, bonnet, boot) with condition rating (good/fair/poor/damaged).
- Interior condition: seats, dash, carpets, headliner, seatbelts, steering wheel.
- Equipment checklist: spare tyre, jack, wheel brace, first aid kit, fire extinguisher, warning triangle, torch, hi-vis vest.
- Documentation: registration papers, insurance card, roadside assistance details, service book.
- Damage diagram: vehicle outline for marking the location and type of any existing damage.
- Notes: space for outgoing driver to note any issues or upcoming service requirements.
- Signatures: outgoing driver, incoming driver and fleet manager or supervisor.
How to use this fleet vehicle handover form
- The outgoing driver completes the vehicle details and their driver information.: Record the vehicle registration, fleet number, odometer reading and fuel level. Fill in the outgoing driver name, employee ID, date and time. Note any issues or upcoming service requirements in the notes section.
- Both drivers walk around the vehicle together, inspecting the exterior.: Check each panel for dents, scratches, cracks or missing parts. Record the condition of each panel. Mark any damage on the vehicle diagram. Take photographs of any existing damage for reference.
- Inspect the interior and verify all equipment and documentation is present.: Check seats, dash, carpets, seatbelts and steering wheel condition. Verify the spare tyre, jack, first aid kit, fire extinguisher and other listed equipment are present and in good condition. Confirm registration, insurance and roadside assistance documents are in the vehicle.
- The incoming driver reviews the form, adds their details and both drivers sign.: The incoming driver should review the condition record and confirm they agree with the assessment. Add their name, employee ID, licence details and signature. The outgoing driver also signs. If there is any disagreement about condition, note it on the form.
- Submit the completed form to the fleet manager.: Both copies (or the original and a photo) should be provided to the fleet manager for filing. The fleet manager reviews the form, schedules any flagged repairs and files the record. Retain handover forms for at least three years.
In MapTrack, you can track your fleet with gps and digital pre-starts. Each submission is stored as a timestamped PDF against the asset record.
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Back to download formHow often should you complete this form?
A vehicle handover form should be completed every time a fleet vehicle changes drivers. This includes shift changes, pool vehicle checkouts, long-term reassignments and when vehicles are loaned between departments. The form should also be completed when a vehicle is returned from external use such as hire or repair.
Frequently asked questions
- When should a vehicle handover form be completed?
- A vehicle handover form should be completed every time a fleet vehicle changes drivers. This includes daily shift handovers, pool vehicle checkouts and returns, permanent driver reassignments, and when vehicles come back from external hire or repair. The form should be completed with both drivers present so they can jointly assess the vehicle condition.
- What if the outgoing driver is not available for handover?
- If the outgoing driver is unavailable (for example, in the case of leave or termination), the fleet manager or supervisor should complete the outgoing driver section. The vehicle should be thoroughly inspected and photographed by the fleet manager before the incoming driver takes possession. Note on the form that the outgoing driver was not present for the handover.
- Should I photograph damage during handover?
- Yes, always. Photographs provide indisputable evidence of the vehicle condition at the point of handover. Take clear photos of any existing damage, the odometer reading, fuel gauge and overall vehicle condition from all four sides. Store photos alongside the handover form for reference if disputes arise.
- Is this vehicle handover form free to download?
- Yes. This vehicle handover form is completely free to download and use. Open the HTML file in any browser and print to PDF. Keep printed copies in the fleet office for use at every handover. No MapTrack account is required.
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