Can you take a company car abroad? Rules explained

Your company car is no different from any other vehicle, so taking it abroad is no problem – provided you’ve sorted all the relevant paperwork beforehand.

If you work for a large business, the chances are that the fleet department will have a quick and easy solution in place to get all the paperwork out of the way. That said, you don’t want to be caught on the hop, so it’s wise to be aware of what’s required, just so nothing gets forgotten.

Suddenly finding your mirror full of blue lights would be an inopportune moment to discover that some vital document has been misplaced.

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Is it legal to take your company car abroad?

You work hard, so you need a holiday in a foreign country, and plan to drive there. Can you take your company car abroad? The short answer is yes, but there are a few administrative hoops you’ll need to leap through beforehand – certainly more than if it were a private car you were taking with you.

However, this needn’t be a stressful process, because if you work for a large business, there’s a good chance that the fleet department will have a quick system for getting the paperwork sorted. That said, it’s sensible to be aware of what’s required, just so nothing gets forgotten.

Read more: Can I use a company car for personal journeys?

Getting permission from your employer

If you’re planning to head abroad in your company car, check your employer’s company car policy first of all. If that policy doesn’t allow foreign travel, you can’t take the car. If, however, you can take the car, you must have written permission from your employer to do so.

Why you need written authorisation

Why do you need written permission? Well, border officials or police could well ask for proof that you have permission to drive the vehicle, and a letter on company letterhead is the minimum requirement.

What your request should include

When asking your employer about taking your company car to foreign lands, there are a few bits of information you need to provide.

• Travel dates: When you're leaving and returning

• Countries you'll visit: Some policies exclude certain destinations

• Named drivers: Confirm who will be driving the vehicle

Read more: How to insure a company car

Documents required to drive a company car abroad

Once you’ve got your permission from your employer, there are a number of other bits paperwork you’ll need to arrange and gather together:

1. International driving permit

If you possess a full UK driving licence, you are unlikely to require an international driving permit (IDP) in most European countries.

That said, there are 140 countries that will demand that you have an IDP. You can check which rules apply to the country or countries you plan to visit here.

If you fail to have it in place you could face a fine or at worst, your vehicle could be confiscated.

2. VE103B vehicle-on-hire certificate

Your company car is most likely provided through a lease agreement, so you (or your fleet manager) need to inform the leasing company of your intention to drive the vehicle abroad. The leasing company will provide you with a VE103B vehicle-on-hire certificate. While you’re abroad, this constitutes a replacement for your car’s V5 registration document.

It’s also a piece of paper that you can be required to produce at any time, so make sure it’s always on you. You could face a fine otherwise.

To get a VE103B, you must provide:

– Driver’s name

– Address on driving licence

– Telephone number

– Travel dates

– Countries to be visited

– Additional drivers

Getting a VE103B document is not a quick process, so we strongly advise that you start the process long before you need to travel.

3. Proof of insurance cover

If your company sorts out insurance, make sure that your fleet manager has amended the policy to cover you in the country or countries you plan to visit.

If you are in charge of your own insurance policy, it’s up to you to contact your insurer beforehand to make sure you’ll be covered.

If you intend to drive outside the EU, you will need a “green card” or a letter from your insurer. See the insurance section below for more detail.

4. V5C logbook or copy

In addition to the VE103B form, it’s sensible to also carry a copy of the V5C registration document showing the registered keeper. A photocopy or digital version is usually fine.

5. MOT certificate

If your company car is old enough to require an MoT certificate, you must print off and carry the paperwork with you.

Company car insurance for driving in Europe

It’s unlikely that standard UK company car insurance will automatically cover driving abroad, so you need to let your insurer know and make sure the policy is properly amended to take account of your overseas trip.

Checking your existing cover

Beforehand, get in touch with your fleet manager or insurer to find out exactly what's included in your policy. Key things to check are:

• Which countries are covered

• Whether foreign cover is comprehensive or third-party only

• How many days per trip are include

How to extend cover for abroad

You or your fleet manager may need to request an extension or pay for additional cover to ensure you are fully insured for your trip. And don’t forget that the Green Card system is used as proof of insurance in some European countries. Make sure you take one if it’s required.

European breakdown cover

As with insurance, your common-or-garden UK breakdown policy might not include Europe, so it makes sense to ensure that your company provides European cover or if you need to arrange it.

Read more: The UK's safest car models

Safety equipment you need when driving abroad

Different countries demand that you carry different safety kit in your car at all times, so make sure you know what’s required by law in every country you plan to drive in. If you don’t, you’re leaving yourself open to an on-the-spot fine.

UK identifier sticker or GB number plate

UK cars must display a ‘UK’ sticker (not GB) when abroad. However, you don’t need to do this is the number plate has a UK identifier with a Union flag.

Warning triangle and reflective jacket

It is law in many European countries that you must carry a warning triangle and a reflective jacket for each occupant.

Headlamp deflectors

UK headlamps dip to the left, so when you have to drive on the right in Europe, they dazzle oncoming drivers. That’s why you need to fit beam deflectors or (if possible) adjust your headlamp aim manually.

Country-specific requirements

Common requirements vary by popular destination.

Read more: The best electric company cars

Fit winter tyres to your car if needed

Winters are much harsher in many European countries than they are in the UK, and instead of putting up with grinding to a halt, they’ve altered their laws to help everyone keep moving.

So, you are required to have winter tyres fitted to your vehicle during the colder months, usually between the end of October and the start of April, in countries such as Austria and Germany.

In Italy, the requirement for winter rubber is dictated by local municipalities and motorway companies. They usually demand winter rubber between November 15 and April 15.

Switzerland has no requirement for winter tyres, but if you see signs requiring snow chains you must fit them. If you don’t fit winter rubber or snow chains as required, and have an accident, your insurance company is quite likely to refuse to pay out.

Read more: The best SUV company cars

How long you can stay abroad with a company car

The duration of your stay affects the rules that apply, particularly for EU countries.

Stays of less than six months

A short holiday or business trip is pretty straightforward. You simply keep your UK registration and follow the rules for visitors in the country you are visiting.

Stays of more than six months

If you plan to stay in a country for longer than six months, then you might have to re-register the vehicle in that country. This is something to be aware of if you’re relocating abroad or working in a foreign country long-term.

Restrictions on private use of a company car abroad

Many company car policies include specific restrictions on personal use, which may be stricter when you are travelling abroad.

Country restrictions in your policy

Always check your policy before booking travel, because some leasing policies exclude certain countries entirely. These are most commonly those in Eastern Europe or countries outside the EU.

Mileage limits for personal trips

Make sure that your company car’s leasing agreement (or your employer) doesn’t have a limit on mileage for the car, because this could seriously curtail a driving holiday. Busting these limits could have tax implications, or you may incur punitive costs.

Who else can drive your company car abroad

Adding anyone, be they a spouse or partner, requires you to notify the insurance company and your employer.

What to do if your company car breaks down abroad

Here is some practical guidance on handling a breakdown:

• Contact your breakdown provider using the European assistance number provided on your policy documents.

• Let your fleet manager know. They may need to authorise repairs or recovery of the vehicle.

• Keep receipts. You'll need these if you’re claiming back any costs.

• Check whether your policy covers bringing the car back to the UK if it can't be repaired locally.

Practical tips for driving in Europe

Everywhere is different, so it’s wise to read up beforehand to be ready for some key differences when taking your company car to a European destination.

Low-emission zones and city charges

Low-emission zones (LEZs) are springing up all over the place, and many require you to register your vehicle in advance or display a sticker. Some of the most popular examples include the Crit'Air scheme in Paris and environmental zones in Berlin and Brussels.

Speed limits and local laws

Again, make sure you know what speed limits are in the country you’re driving through or visiting. These can often be lower than UK limits. Other countries have very strict rules on drink-driving limits, plus specific regulations for overtaking.

Winter tyre rules

Many countries that get affected by winter weather legally require you to fit winter tyres or snow chains between certain months. If you’re driving in winter months, you must check to see if winter tyres are essential.

How What Car? helps you choose the best company car

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