How to create a vehicle handover protocol
A vehicle handover protocol is a formal, two-party document that records the exact condition, equipment, and odometer reading of a vehicle at the moment it changes hands. Movcar generates a unique protocol number (format: MOV-XXXXXX) for every record, and both parties sign it digitally inside the detail view.
When to use a handover protocol vs. drop-off / pick-up
| Situation | Use |
|---|---|
| Issuing a company vehicle to a new driver (long-term assignment) | Handover protocol (this guide) |
| Driver returning a vehicle at the end of an assignment | Handover protocol (this guide) |
| Driver briefly dropping off a vehicle at a depot and picking it up again — no second party involved | Drop-off / Pick-up — see Vehicle drop-off and pick-up |
The handover protocol requires two named parties and captures digital signatures from both. The drop-off/pick-up record is a lighter, single-driver operation.
Step 1 — Navigate to Handovers
From the left-hand menu, click My Fleet → Vehicle Handovers. Make sure the Handovers tab is active (the other tab is Drop-off / Pick-up).
URL:
/admin/resources/fleet-alert-handovers
Step 2 — Click “+ Add”
The Create form opens.
Step 3 — Fill in all required fields
All fields marked with an asterisk (\*) are required.
Date and type
| Field | Required | Notes |
|---|---|---|
| Registration date \* | ✅ | Date and time of the handover. Defaults to now (Europe/Warsaw timezone). |
| Handover type \* | ✅ | Choose one: Vehicle Release ▲ (issuing vehicle to driver) or Vehicle Return ▼ (driver returning vehicle to fleet). |
Vehicle and parties
| Field | Required | Notes |
|---|---|---|
| Vehicle \* | ✅ | Pick the vehicle from the dropdown. |
| Person issuing the vehicle \* | ✅ | The fleet administrator or manager handing over the keys. |
| Detach vehicle from | — | Optional. If the vehicle is currently assigned to someone and this handover reassigns it, select the person the vehicle should be detached from. Leave blank if the vehicle was unassigned. |
Condition
| Field | Required | Notes |
|---|---|---|
| Does the vehicle have damage? \* | ✅ | Select Yes or No. If Yes, describe damage in the Message field below. |
| Odometer reading \* | ✅ | Enter the current mileage in kilometres. |
Cleanliness
Two separate radio-button rows — select one option for each:
- Outside: Not applicable / Clean / Dirty
- Inside: Not applicable / Clean / Dirty
Equipment
A multi-select checklist. Tick every item present in the vehicle at the time of handover:
- Dashcam (Kamera samochodowa)
- Fleet card (Karta floty)
- Fuel card with PIN (Karta paliwowa z PIN)
- Warning triangle (Trójkąt ostrzegawczy)
- Phone holder (Uchwyt na telefon)
- Fire extinguisher (Gaśnica)
- Key set (Zestaw kluczy)
- Spare wheel (Zapasowe koło)
- Homologation documents (Dokumenty homologacyjne)
Fuel and notes
| Field | Required | Notes |
|---|---|---|
| Fuel level | — | Dropdown — select the current fuel level percentage. |
| Message | — | Free-text notes, e.g. description of existing damage, special instructions. |
Status and attachment
| Field | Required | Notes |
|---|---|---|
| Status \* | ✅ | Defaults to New. Leave as New when creating. |
| Attachment | — | Upload a file (e.g. a photo of the vehicle condition). |
Step 4 — Save
Click Save in the top right. Movcar:
- Assigns a unique MOV-XXXXXX protocol number.
- Sets the status to NEW.
- Creates the record so both parties can open the detail view and add their digital signatures.
What’s next?
- View the handover protocol and collect signatures — open the detail view, review all fields, and have both parties sign.
- Edit a handover record — correct a mistake in the form.
- Vehicle drop-off and pick-up — the lighter single-driver alternative.
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