72 Int. C. Santos St., Evangelista Ave.

, Santolan, Pasig City 1610

DATE
POSITION – PLANT

Dear Mr./Ms. (NAME:

This is to turn over to your custody, this company vehicle identified as

follows:
PLATE# :
MAKE/MODEL :
ENGINE# :
CHASSIS# :
COLOR :

Your monthly fuel limit is Php 1,500. Claims shall be done on a

reimbursement basis. At the end of each month, kindly submit the following
to the accounting department:
1. Receipts indicating

Attached is a list of guidelines for the proper use of the company vehicle.
We trust that you will use and maintain this vehicle responsibly, and we wish
your safety in every journey.

Very truly yours,

_____________________
VIRGILIO G. PASCUAL
(Administrative Officer)
 72 Int. C. Santos St., Evangelista Ave., Santolan, Pasig City 1610
EXAN BUILDERS’ CORPORATION
COMPANY CAR GUIDELINES

The assignment of a company vehicle by EXAN BUILDERS’ CORPORATION is

a privilege and not a right. Thus, the company reserves the authority to
revoke, replace, and/or remove the company vehicle from your custody.

GENERAL POLICY

1. The company vehicle is for official use only, meaning the vehicle will
be exclusively used for company’s activities only.
2. The company vehicle will be temporarily assigned subject to renewal
requirements, and certain qualifications may be required by the
Management.
3. Personal use of the vehicle for out-of-town trips is not allowed (i.e.,
vacation, sightseeing, etc.). Official out-of-town trips must be in
accordance with scheduled official activities.
4. The vehicle shall not be used for income generation, unrelated to the
company's activities such as but not limited to: car rental service,
"colorum" taxi or shuttle, school bus service or any other selling
activities. Any violation thereof shall be punishable by immediate
forfeiture of the use of the company vehicle, and/or suspension.
5. All vehicles are subject to monthly inspection by the company's
Maintenance Supervisor. The inspection shall be every last week of the
month. Failure of the custodian to bring the vehicle for check-up for
three (3) consecutive times shall compel the management to take
back the vehicle, and shall submit an explanation on.
6. The vehicle shall be turned over to the Administration Department
upon expiration of this agreement, upon resignation, or separation
from the Company of the Authorized user. All missing items received
shall be replaced in case of loss or damage.
7. Traffic violation fines will be on account of the custodian. The
custodian shall notify the Management of any citations received while
driving the company’s vehicle.
8. Any additional accessories or alterations to the vehicle are subject to
the Company's approval. A written request shall be submitted to the
Administration Department, citing the accessories to be installed or
alterations to be done.
9. The Management reserves its right to pull out the assigned company
vehicle.
 72 Int. C. Santos St., Evangelista Ave., Santolan, Pasig City 1610
REPAIRS

1. All expenses for repairs outside what is deemed as standard wear and
tear by the company shall be on the account of the custodian. Should
the custodian be unwilling to have the company vehicle repaired, they
shall forfeit the use of the vehicle and shall be subject to disciplinary
action.
2. Only accredited repair shops, and contractors may be used. Quotation
for repairs shall be approved by the company prior to repair.
Reimbursements without prior approval will not be allowed.
3. The Company is not under any obligation to provide a replacement
vehicle if the assigned vehicle becomes unavailable due to repairs.
4. Maintenance schedules shall be arranged by the Officer in Charge for
vehicles. Once informed, the custodian is responsible for bringing the
assigned vehicle to an auto service station as may be specified by the
Company. Failure to do so may result in disciplinary action.

DRIVERS

1. The custodian shall maintain a proper and current driver's license for
the type of vehicle they are using. The custodian has a responsibility
to notify the management immediately if they are no longer holding a
valid license.
2. The custodian shall follow generally accepted safe driving practices and
obey traffic rules and regulations.
3. The custodian shall exercise due diligence in parking the vehicle safely
when not in use.
4. The use of alcohol and controlled substances prior to, and while driving
is prohibited. Any hazardous substance, chemicals or dangerous goods
are prohibited from being carried in the company's service vehicle.
5. In all instances, the custodian assumes full responsibility for the use of
the assigned company vehicle and shall release the company, its
directors, officers, and employees from any liability whatsoever arising
from the use of the vehicle from third parties and the occupants or
passengers of the vehicle.

LIABILITY
● The custodian shall be liable for all accidents that arise from the use of
the company car.
 72 Int. C. Santos St., Evangelista Ave., Santolan, Pasig City 1610
● All service vehicle repairs, 3rd party repairs, injuries and damages
shall be shouldered by the custodian.
● All settlements arising from vehicular accidents (if any) shall be
between the custodian and the third party only. EXAN BUILDERS
CORPORATION shall not be a liable party to the agreement.
The following are the parameters of the assessment:

______________________
Name & Signature

Date

Driving Test Evaluation

Name of Custodian being Evaluated: _________________________

Name of Evaluator: _______________________________________
Date: __________________________________________________

Item Excellent Average Failed

(3 points) (2 points) (0 points)

SEAT BELT USE

– Driver should buckle the seat belt
before starting the engine. Driver
should ensure that all passengers
are buckled up before pulling away
 72 Int. C. Santos St., Evangelista Ave., Santolan, Pasig City 1610
from storage.

MIRROR ADJUSTMENT
– Driver should adjust all mirrors to
ensure a clear field of vision around
the vehicle