Vehicles: templates and forms

A contract for selling a used car or motorcycle between private individuals in Germany, under the German Civil Code (BGB). The exclusion of liability for defects is worded the way German courts uphold it: it does not cover fraud or a guarantee (§ 444 BGB), nor the seller's statements on mileage, accident damage, previous keepers and known defects, which stand in a section of their own. It also records the check of the registration certificate Part II, the date and hour of handover, retention of title, re-registration and the notice of sale. In German, for both parties to print and sign.

A handover record for a car sold privately in Germany, the companion to the sale contract. It records the date and hour of handover, the mileage, the fuel or charge level, visible damage, the keys and papers handed over (registration certificate Parts I and II, roadworthiness test report) and the price paid. It matters because tax, insurance and the registration stay with the seller until the notice of sale reaches the registration office. In German, for seller and buyer to print and sign.

A letter telling your motor insurer in Germany that you have sold the car, as § 97 of the German Insurance Contract Act (VVG) requires without delay: the vehicle, plate, policy number, date and hour of handover, and the buyer's name and address. The policy passes to the buyer with the car (§ 95 VVG); without the notice the insurer may be free from liability for later losses. It asks for a final account, the refund of any credit and confirmation of receipt. In German, to send by post or as a PDF by e-mail.

The contract for a private sale of a used car in Austria: the vehicle with its chassis number, Typenschein or data extract and next roadworthiness test under § 57a KFG (the Pickerl), price and payment, the seller's statements on mileage, accidents and known defects, the exclusion of warranty with its limits under Austria's Civil Code (ABGB), and an express choice on roadworthiness. With the date and hour of handover, deregistration under the Austrian Motor Vehicles Act (§ 43 Abs 4 KFG) and who answers a driver enquiry until then. Not for a dealer sale. In German, ready to print twice and sign.

The record that seller and buyer fill in together when a sold car changes hands in Austria: date and exact hour, mileage, fuel or charge level, visible damage, whether the car is roadworthy, papers handed over — Typenschein or data extract, Zulassungsschein, the latest roadworthiness report under § 57a KFG (the Pickerl) — and keys, and whether the car is handed over deregistered or still registered. The hour matters: until deregistration the seller remains the registered keeper and receives every driver enquiry. Goes with the sale contract. In German, ready to print and sign by both.

The agreement by which you let another person drive your car — family, friends or acquaintances — including trips abroad: period, purpose, countries allowed, the licence check under § 103 Abs 1 Z 3 of the Austrian Motor Vehicles Act (KFG), insurance and any restricted driver group, costs, fines and damage, handover and return. Until the car comes back, you name the user in reply to a driver enquiry under § 103 Abs 2 KFG. At the end, a separate permission to drive with a short English summary, to carry in the car. In German, ready to print and sign by both.

The letter telling your motor liability insurer in Austria that you have sold your car, as § 71 of the Austrian Insurance Contract Act (VersVG) requires: with the policy number, plate, chassis number, date and hour of handover, the buyer's name and address and the day of deregistration. It asks for the premium to be settled and prepaid premium refunded to your account, or for the policy to move to a replacement car, and for a confirmation of your claims record. Austria has no notice of sale to an authority. In German, ready to print, sign and send by registered post.

An agreement for lending your car in Germany to someone else, such as family or friends, with an authorisation to drive it, including abroad. It records the check of the driving licence (§ 21 of the German Road Traffic Act, StVG), the insurance and whether the driver is covered, the period, purpose and permitted countries, and sets out who pays for fuel, tolls, fines, damage, the insurance excess and any loss of no-claims discount. The authorisation at the end, with a short English summary, serves as proof at checks. In German, to print and sign.

A power of attorney for the vehicle registration office in Germany (Zulassungsstelle): it lets someone else register a car for you, re-register it after a change of keeper, deregister it or change your address in the papers. It names the principal and the representative with dates of birth and addresses, the vehicle with its VIN and plate, the eVB insurance number and the matter, and is limited to that matter. Many registration offices offer their own form free; check your office's document list. In German, to print and sign by hand.

The written power of attorney that lets another person — the buyer of your car, for instance — act for you at an Austrian registration office run by a motor insurer: to deregister the car and hand back the Zulassungsschein and plates, with or without reserving the number, to register it in your name, or to deposit papers and plates under § 52 of the Austrian Motor Vehicles Act (KFG). With both people's details, the vehicle's chassis number and plate, and a period of validity. The same in every Land. Deregistration itself is free. In German, ready to print and sign by hand.

The registered keeper's reply when an Austrian authority asks who drove or parked a vehicle (§ 103 Abs 2 of the Austrian Motor Vehicles Act, KFG 1967): with the file number, plate, the time and place given in the request, and the name and address of the person who drove or parked it – or of the person who can say. Answering is compulsory, within two weeks of service, even about a relative; a false, incomplete or late answer can cost up to € 5,000. If the request comes with a reply sheet or the authority offers an online reply, you can use that for free. In German.

The reply to the German fines authority on a hearing form (Anhörungsbogen), sent because you are accused of a traffic offence, or a witness questionnaire (Zeugenfragebogen), sent because the vehicle is registered to you. It gives the personal details the law requires and, on the facts, your choice: no statement, a statement only after inspecting the file, a declaration that you were not driving, or reliance on the right of witnesses to refuse to testify or answer (§§ 52 and 55 of the German Code of Criminal Procedure, StPO). Nobody has to incriminate themselves or a close relative, and the letter names no driver. In German.

The notice of sale (Veräußerungsanzeige) by which a seller in Germany tells the vehicle registration office who the new keeper is: the buyer's name, date of birth and address, the vehicle, plate and VIN, the date and hour of handover, and confirmation that the registration certificate Parts I and II were handed over (§ 15 of the German Vehicle Registration Ordinance, FZV). The seller's motor vehicle tax ends only when it arrives (§ 5(5) KraftStG). Many registration offices also offer their own free form. In German, to print, sign and hand in on the day of sale.

The letter cancelling your motor liability insurance in Austria in the four most common cases: at the end of the insurance year (§ 14 Abs 2 of the Austrian Motor Liability Insurance Act, KHVG) — the anniversary of the policy's start, not necessarily 31 December, with the notice arriving a month before — after a premium increase (§ 14a KHVG), after a claim (§ 158 VersVG), and after buying a used car whose insurance passed with it (§§ 69 ff VersVG). With the policy number and plate. In German, ready to print, sign and send by registered post.

A letter objecting to an Austrian penalty order (Strafverfügung) from a district authority, a city's Magistrat or the Land police directorate, for instance for a traffic offence: with the file number, the date and the day of service, against the whole order or expressly only against the amount (§ 49 of the Austrian Administrative Penal Act, VStG). Deadline: two weeks from service; no reasons are needed, e-mail is accepted, and posting on the last day is enough. If the case ends in a penalty decision, 10 % costs are added, at least € 10 (§ 64 VStG). On-the-spot fines and anonymous orders cannot be objected to. In German.

A letter for claiming accident damage directly from the motor liability insurer of the vehicle that caused it, as Austria's Motor Liability Insurance Act allows (§ 26 KHVG): date, place, the other vehicle's plate and policy number, how it happened, the damage, the amount so far, your IBAN and a date for a reply. The insurer must make an offer or give written reasons within three months (§ 29a KHVG), and the claim suspends limitation until it rejects it in writing. The same in every Land. In German, ready to print, sign and send with the accident statement and photos.

A letter reporting an accident or damage to your own motor insurer in Austria: under the liability cover where someone else may claim against you, or under partial or comprehensive Kasko cover for damage to your own vehicle. With the policy number, plate, date and place, who was driving, others involved, police, witnesses, what happened and the damage. Austrian policy conditions (AKHB) ask for prompt notice; your policy states the period. The letter records facts and admits no fault. In German, ready to print and sign.

A letter cancelling your German motor insurance with your current insurer: at the end of the insurance year, early after a premium increase or a claim, or after buying a used vehicle whose policy passed to you (§ 96 of the German Insurance Contract Act, VVG). For all cover or for the comprehensive cover only, asking the insurer to confirm the end date and refund any unused premium. For most policies, a cancellation for 31 December must reach the insurer by 30 November. In German, ready to send.

The first claim after a road accident someone else caused, sent straight to their German motor liability insurer: the date, time and place, the other vehicle's plate, your vehicle, what happened, the damage, the police and witnesses, the amount quantified so far and your IBAN, with a request to confirm liability in principle. Under § 115 of the German Insurance Contract Act (VVG) you have a direct claim against the insurer, and you must notify it in text form within two weeks (§ 119 VVG) — a letter or an e-mail will do. In German.

Reporting a loss to your own German motor insurer: to the liability cover when someone else may claim against you, or to the partial or comprehensive cover (Teilkasko, Vollkasko) for damage to your own vehicle. With the policy number and plate, the date, time and place, who was driving, anyone else involved, what happened, the damage, the police and witnesses, and a question whether the insurer wants to inspect the vehicle before repair. The model motor insurance terms (AKB) ask for notice within one week; your own policy's terms govern. In German.