Seven rules to follow to legally take your company car abroad on holiday

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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Here are seven steps to take before you drive your fleet car outside the UK...

1. Check if you need an international driving permit

If you have a full UK driving licence, you shouldn’t need to possess an international driving permit (IDP) in most European countries.

However, there are 140 countries that do require you to have the additional paperwork, and if you fail to have it in place you could face a fine or at worst, your vehicle could be confiscated. You can check what rules apply to the country or countries you plan to visit here.

That’s why it makes sense to sort out an IDP long before you plan to travel. Still, it can be obtained from the Post Office and will cost only a few pounds.

You’ll also need to carry a print-out of your driving record with you. You can download one from www.gov.uk/view-driving-licence

2. Apply for a vehicle on hire certificate (VE103B)

Most fleet cars are subject to a lease agreement, so you need to let the leasing company know that you plan to drive the vehicle abroad. You’ll be provided with a VE103B vehicle-on-hire certificate, which is, in effect, a replacement document for your car’s V5 registration document.

This is a document you can be required to produce at any time. If you can’t, you could face a fine.

To get a VE103B, you must provide:

– Driver’s name
– Address on driving licence
– Telephone number
– Travel dates
– Countries to be visited
– Additional drivers

Generating a VE103B document can take several weeks so you should get the process underway long before you need to travel.

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

3. Make sure your car is fully insured outside the UK

As with the VE103B form, if your company sorts out insurance, make sure that your fleet manager has sorted the policy to cover you in the country or countries you plan to drive in on holiday. 

If you are in charge of your own insurance policy, the buck stops with you, so get in touch with your insurer before your trip to make sure you’ll be covered. 

For travel outside the EU, your insurance company will need to provide a “green card”.

Read more: How to insure a company car

4. Buy the legally required safety equipment for your car

Firstly, it's important to display a UK sticker on your car. In some countries you don't need to do this if your numberplate has a UK identifier with the Union Jack but it's better to be safe than sorry. In Spain and some other places you need a UK sticker no matter what type of numberplate you have.

Then there are various kit requirements. For example, French law demands that you carry certain safety equipment with you. The kit list includes reflective jackets for everyone in the vehicle, plus a reflective triangle so you can warn other motorists by placing it at least 50m behind your vehicle if you break down.

Many cars allow you to switch your headlight beams for driving on the right-hand side of the road, some through a manual switch and others through your car’s infotainment touchscreen. If your car does not have that function you’ll need to fit headlight beam deflectors. You also need to carry a full set of spare bulbs.

An alcohol breathalyser is also mandatory if you’re driving in France.

Finally, depending on the area you’re visiting and the time of year, you may also be required by law to have snow chains in the car.

5. Make sure you understand the speed limits abroad

It makes sense to familiarise yourself with the speed limits in any countries you plan to visit. For example, speed limits can change depending on the weather and the season (some countries have different limits for winter and summer).

Many police forces in Europe have the power to issue steep on-the-spot fines, so it’s best to avoid the possibility of being caught speeding.

Read more: The UK's safest car models

6. Find out about low-emissions zones in your destination

Low-emissions zones are becoming more and more common in cities across Europe as well as in the UK, so you need to find out before visiting if any city your planned route takes you through one.

If your planned destination is inside one such zone, you’ll need to display a sticker that shows the emission level of your vehicle.

In Germany you can buy these stickers at hotels and garages, but in France they’re only available online and it's best to order one long in advance of your trip to avoid being fined for failing to display the sticker.

Read more: The best electric company cars

7. 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

Conclusion

If you’re taking your company car abroad you need to start to get the required paperwork in place weeks beforehand.

Things tend not to happen immediately, and you could face a significant fine or even have your car confiscated if you don’t have everything in place.

Sort everything early and you’ll be able to enjoy your trip safe in the knowledge that you’re legal, safe and completely covered if anything goes wrong.

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