Driving Authorisation Letter Template for England and Wales
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What is a Driving Authorisation Letter?
The Driving Authorisation Letter is a essential legal document used when one party needs to grant another party permission to operate their vehicle. This document, governed by England and Wales law, provides clear written evidence of authorization and helps prevent misunderstandings or disputes regarding vehicle use. It typically includes specific details about the vehicle, the authorized driver, duration of use, and any restrictions or conditions. The letter is particularly important for insurance purposes and compliance with road traffic regulations, helping protect both the vehicle owner and the authorized driver from potential legal issues.
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Frequently Asked Questions
Is a letter of authorisation legally required to lend a vehicle?
No. There is no requirement to carry one, and what matters in law is that the driver holds the correct licence and is insured. The letter is useful evidence that the vehicle is being used with the keeper's permission, which is why it is worth having when the driver is not the registered keeper. It earns its place most clearly where the arrangement runs for weeks rather than an afternoon, where the driver is taking the vehicle a long way from home, or where the keeper is a company rather than an individual.
Does the letter provide insurance cover?
It does not. Permission from the owner and cover under a policy are entirely separate, and section 143 of the Road Traffic Act 1988 makes it an offence to permit another person to use a vehicle without insurance. Confirm with the insurer that the named driver is covered before writing the letter. Writing it first is the wrong order and gives false comfort to both of you, since the driver reads it as permission to drive while the keeper has already done the very thing the section prohibits, and neither of them has any cover to fall back on.
What should the letter contain?
Include: the vehicle's registration, make and model; the driver's full name, address and licence number; the dates the permission runs from and to; any restriction, such as no other drivers or no motorway use; the insurer and the policy number under which the driver is covered; and the keeper's signature, printed name and a contact number that will be answered. An open-ended permission with no end date is harder to rely on and harder to withdraw, so give it a finish date even for an informal arrangement between family, and write a fresh letter if the loan is extended.
Does it help if the driver is stopped by the police?
It can, because it answers immediately the question of whether the vehicle is being used with the keeper's consent. Officers check licence and insurance status from their own systems, so the letter supports the driver's account rather than replacing those checks. Where the keeper cannot be reached at the roadside, the contact number on the letter is the part doing the work, so put a number that is answered rather than a landline. Keep the letter in the vehicle with the driver rather than filed at home, since a letter that cannot be produced at the roadside proves nothing at all.
Does it cover driving in Scotland, Northern Ireland or abroad?
Compulsory insurance and the main road traffic offences apply across the United Kingdom, so a letter written here holds good for a journey into Scotland or Northern Ireland. For travel outside the United Kingdom, check the policy's territorial limits, and note that a hired or leased vehicle taken abroad needs the hire company's own documentation rather than a private letter. Some countries expect a document from the registered keeper for a car driven by somebody else, so ask the insurer and the ferry or tunnel operator what they want before booking.
About the Driving Authorisation Letter
When you need to allow someone else to drive your vehicle, a Driving Authorisation Letter provides clear written proof of permission. This document creates a formal record of your consent and helps both parties stay compliant with England and Wales road traffic laws, insurance requirements, and data protection rules. It is sometimes called a vehicle authorisation letter, a driving licence authorisation, or simply a permission-to-drive letter.
What is an authorisation letter?
An authorisation letter is a written document in which one person (the letter author) grants another named person permission to act, or to do something specific, on their behalf. A driving authorisation letter is one common form, giving permission to drive a vehicle. Other forms authorise someone to collect documents, make a payment, or represent an organisation. Each follows the same structure: it names the author granting permission, names the person receiving it, states exactly what is authorised, and sets the dates the permission runs. You can see the wider family of these documents under letter of authority templates.
What is a driving authorisation letter?
A driving authorisation letter is a signed statement from the registered keeper or owner of a vehicle confirming that a named person has permission to drive it. It identifies the driver, the vehicle, and the terms of use, and it is available to show on request, for example if the driver is stopped by police or needs to support an insurance claim. It is closely related to a broader letter of authority, which grants permission to act on someone's behalf in other contexts.
How to write an authorisation letter
Whatever the purpose, the steps to write an authorisation letter are the same:
- State your own full name and address as the author granting the permission.
- Name the person receiving the authority, with enough detail to identify them.
- Set out exactly what is authorised and nothing more (to drive a vehicle, to collect an important document, to act on your behalf for a defined task).
- Add any conditions, limits, or geographical scope.
- Give clear start and end dates so the permission does not run indefinitely.
- Sign and date it, and keep a dated copy for each party.
The same structure covers a letter to collect a parcel or paperwork, a letter authorising a payment, or a letter authorising someone to represent your organisation. Some uses need extra steps: a bank or a formal institution may want the letter witnessed or signed in front of a notary, and a document being used abroad may need an apostille through the Legalisation Office so it is recognised as official in another country. A driving authorisation letter does not need either, since it is relied on at a roadside stop or by an insurer rather than overseas.
When do you need this document?
You'll need a Driving Authorisation Letter whenever you want to grant someone permission to use your vehicle. Common circumstances include allowing a family member to use your car while you're away, authorising an employee to drive a company vehicle, or permitting a friend to borrow your vehicle for a specific trip. The document is particularly important for insurance purposes, as many policies require written permission for additional drivers. It's also useful when the driver may need to prove they have consent to use the vehicle, such as during police stops or insurance claims.
What details should the letter include?
A complete driving authorisation letter usually covers the following:
- The full name and address of the vehicle owner or registered keeper (the letter author)
- The authorised driver's full name, address, and driving licence number
- The vehicle's make, model, colour, and registration number
- The scope of permission, including any geographical limits or specific purposes
- The start and end dates of the permission period
- Any conditions or restrictions on use
- The signatures of both parties, contact details, and the date signed
How should the letter be written and delivered?
Keep the content of the letter plain and specific, so anyone reading it (a police officer, an insurer, a fleet manager) can see at a glance who is authorised and for how long. Write it in formal business-letter form: your details at the top, the date, the driver's details, a clear statement of permission, and your signature. A signed paper copy is the most reliable format at a roadside stop, since the driver can hand it over on request. For a company fleet, you can also keep a signed copy on file and send a scanned version by email to the driver and the insurer, so the permission is recorded in more than one place. Whichever format you use, both parties should hold a dated copy.
Key legal considerations
Several legal elements must be addressed. Clearly identify all parties, including your full details as the vehicle owner and the driver's complete information including their driving licence number. The vehicle details should specify the make, model, registration number, and any other identifying features. Define the scope of permission carefully, including any restrictions on use, geographical limitations, or specific purposes. The duration clause should specify exact start and end dates. Under the Data Protection Act 2018 and UK GDPR, handle personal information responsibly and only share necessary details. Insurance is crucial: check that your policy covers additional drivers and that the driver meets all policy requirements before they take the wheel.
Legal requirements in England and Wales
Under the Road Traffic Act 1988, anyone driving a vehicle must have proper consent from the owner and meet all legal driving requirements. The Motor Vehicles (Driving Licences) Regulations 1999 specify that the driver must hold an appropriate licence for the vehicle category. Your vehicle must carry insurance under Section 143 of the Road Traffic Act 1988, and the driver must be covered by your policy or have their own comprehensive cover. Continuous Insurance Enforcement rules require registered vehicles to be insured at all times, so proper permission and current cover go together. The DVLA holds the registered keeper record that identifies whose consent the letter reflects. If you're acting through a representative, the Powers of Attorney Act 1971 may apply. The letter should be signed and dated, with a copy retained by both parties.
How to check the driver's details with the DVLA
Before you rely on a driving authorisation letter, confirm the driver holds a licence that covers the vehicle category. The Driver and Vehicle Licensing Agency (DVLA) lets a driver view their own driving licence record online through their GOV.UK account, which shows the categories they can drive, any endorsements, and penalty points. You can request the same information by phone or by post, though the digital service through the DVLA website is fastest. Ask the driver to share their check code so you can confirm the details before the permission takes effect, and keep the vehicle tax and MOT current, both of which you can also manage online through GOV.UK.
How to handle the driver's personal data
The letter records personal details (the driver's name, address, and driving licence number), so treat it as data you are responsible for processing. Under the Data Protection Act 2018 and UK GDPR, collect only what the permission needs, store it securely, and delete it once the authorisation ends. If your org already publishes a privacy policy, the way you handle driving records should sit within it, and any staff who process these letters should be trained on what they can share and with whom. Keeping the driving licence number to the people who genuinely need it (an insurer, a fleet manager, or a police officer at a roadside stop) is the practical way to stay within the rules.
How do businesses manage driver authorisation for company vehicles?
An org that runs a fleet or lets staff use company cars often needs a repeatable process to record who is allowed to drive what, and for how long. A driving authorisation letter gives the business a written record for each driver, which supports insurance compliance and answers any query at a roadside stop. Larger organisations keep these records in a central system alongside licence checks and vehicle documents, so a manager can see at a glance which permissions are current and when each one expires. This matters most where staff drive as part of the job, for example transport, delivery, or field-service roles that put people on the road every day. Setting a clear end date on every letter, running a periodic risk assessment of who still needs access, and reviewing the records at set times keeps them accurate and reduces the risk of an uninsured or unlicensed driver using a vehicle. Where an employee drives as part of their role, the terms may also be set out in an employment contract.
Does a driving authorisation letter replace insurance?
No. Permission to drive and insurance cover are separate. A letter records the owner's consent, but the driver must still be insured to use the vehicle on a road. Confirm with your insurer that the named driver is covered, either as a named driver on your policy or under their own policy, before relying on the letter. If the vehicle is off the road and not insured, it should be declared with a SORN to the DVLA.
GOVERNING LAW
Applicable law
This Driving Authorisation Letter is drafted to comply with England and Wales law. Key legislation includes:
The main statutes and regulations that shape a Driving Authorisation Letter in England and Wales are set out below, covering who may drive, the licence and insurance position, and how personal details must be handled.
Further Authorization Letter documents
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