When writing a request letter for the handover of a vehicle to an employee, it's essential to be clear, polite, and include all necessary details. Specify the employee's name, the vehicle details including the vehicle number and purpose of use, and any relevant documentation required for the handover. Conclude the letter with a polite request for action and express gratitude.

Table of Contents:

Sample Letter for Vehicle Handover to Employee in Company

The HR Manager,
__________ (Name of the Company)
__________ (Company’s Address)

Date: __/__/____ (Date)

Subject: Request for the handover of the vehicle to ________ (employee name)

Respected Sir/ Madam,

I, _____________ (your name) working in ________ (department) as ____________ (designation) hereby request you to kindly hand over the vehicle number _________ (mention vehicle number) to ________ (name of employee). The vehicle shall be used for official purpose only and he/she will be using the vehicle for _________ (mention purpose – delivering goods/ marketing/ site visits/ any other). This is to request to hand over the __________ (mention vehicle documents details – if applicable)

During this duration, the said employee takes complete responsibility for the vehicle provided.

________ (Signature),
________ (Your Name),
________ (Designation),
________ (Contact Number)

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  • What information should be included in a request letter for vehicle handover?
    • Essential details such as the employee's name, the vehicle number, the purpose of use, and any necessary documentation should be clearly stated.
  • Who should the request letter be addressed to?
    • The request letter should be addressed to the HR Manager or any relevant authority responsible for vehicle allocation and management.
  • Is it necessary to mention the employee's designation in the letter?
    • Yes, mentioning the employee's designation helps in clarifying their role and responsibilities within the company.
  • Should the letter include a formal subject line?
    • Yes, a clear and concise subject line, such as "Request for Vehicle Handover," helps in categorizing and processing the letter efficiently.
  • What tone should be maintained in the letter?
    • The tone should be respectful and professional throughout the letter, reflecting the formal nature of the request and the company environment.

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