It is a legal requirement that vehicles travelling into mainland Europe must carry their DVLA-issued V5C (vehicle registration) certificate.
As the asset owner of a rental, leased or fleet-managed vehicle you will want to know if your vehicle is going abroad so that you can ensure the vehicle is in-service and has the appropriate breakdown cover and repatriation arrangements in place. You will want to ensure also that your customer has the right documentation so that there is no delay or upset at the border. However, you will not want to give up the original vehicle registration documents to your customer. Photocopies of the V5C or letters of authority do not serve as acceptable substitutes.
The BVRLA offers an alternative option for fleets, the VE103B (Vehicle on Hire Certificate) is an authenticated document and an acceptable substitute for the V5C. The VE103B is produced by the DVLA and contains details of the vehicle along with the name and address of the hirer or lessee. It enables the police and other authorities to verify that the person driving the vehicle has permission from the asset owner to do so.
Introduced in 1963 by the DVLA, the Vehicle on Hire Certificate provides the necessary authenticated proof the hirer has permission of the vehicle owner to take the vehicle abroad. It is the only document that is the legal alternative for the V5C.
The consequences will vary according to the country, the law enforcement agency and even the time of day in which the vehicle was stopped. The driver may be fined or the vehicle may be impounded. Without a vehicle on hire certificate your customer and your vehicle are unprotected and vulnerable to a potentially major inconvenience.
What countries require vehicle on hire certificate documentation to accompany drivers of hired vehicles?
All EU/EEA member states: Austria, Belgium, Bulgaria, Czech Republic, Republic of Cyprus, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Republic of Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain and Sweden.
As well as: Albania, Andorra, Belarus, Bosnia and Herzegovina, Croatia, Gibraltar, Guernsey, Isle of Man, Jersey, Macedonia, Moldova, Montenegro, Norway, Russian Federation, Serbia, Switzerland, Turkey and Ukraine.
No. Only the original vehicle on hire certificate is acceptable to overseas authorities, if you don't supply this you could risk your vehicle being impounded or the hirer incurring a fine.
The vehicle on hire certificate data must exactly match the V5/logbook document. If a V5/logbook field is blank then leave the field on the vehicle on hire certificate blank as well. Instructions for completion can be downloaded here.
Certificates can be supplied in pads of 50 where BVRLA members can choose to have the registered keeper address printed onto the forms at no extra cost for quick completion or single forms for in-house completion through your central fleet and customer administration system.
An emergency next-day delivery service for single VE103Bs is available Monday-Friday (excluding bank holidays), provided the order is received before 3pm.
Some members of the BVRLA act as Fleet Managers for their clients, who may not wish to issue their V5C to their employees travelling abroad. Although such vehicles are not necessarily on hire, the DVLA has granted permission for our members to issue VE103Bs to drivers taking fleet managed vehicles abroad under the following conditions:
• The Fleet Management company is contracted by the Client to manage their vehicles
• The registered keeper name on the DVLA vehicle record is shown as the Client
• The registered keeper address is shown as Care of the Fleet Management company
• An employee of the client is taking the vehicle abroad
• The client has expressed clearly that the V5C should not be given to the driver
BVRLA Members can provide their fleet customers with a valuable service via 24/7 access to a call centre and same day dispatch of VE103B documentation as part of our DRIVE Europe driver pack. The service is provided in partnership with All Fleet Services and in addition to the documentation includes data retrieval via the DVLA vehicle record and text messaging direct to the driver confirming when the pack was sent. The driver pack can be personalised and charged directly to the client or to the BVRLA member.
Contact: All Fleet Services