Parking Space Allocation Register

Who this is for

Every bay, and who is entitled to use it. The register records each numbered bay against its flat, the basis of the allocation and the vehicle using it, so a dispute or an unfamiliar car can be checked in a minute.

Directors, managing agents and residents' associations who look after a shared car park and deal with bay lets, permits and complaints about unauthorised parking.

What this helps you track

• Each numbered bay and the flat it belongs to or is let to
• Whether a bay comes with the lease or is let separately
• The vehicle, permit and dates for each bay
• Unallocated bays and who is waiting for one

How to use it

1. Fill in the building, the car park, the number of bays and the date the register was updated.
2. List every bay by number, including unallocated and visitor bays, so the register is complete.
3. Record for each bay whether it is demised by the lease or let separately, taking this from the leases or the letting agreement.
4. Add the vehicle registration, make and colour and any permit number, and update them when residents change cars.
5. Keep the waiting list in date order and offer bays in the order your company or association has agreed.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The online version keeps what you enter in your own browser and builds the completed PDF on your device.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Where does the bay allocation come from?

Some bays are part of a flat's lease and shown on the lease plan; others are let separately by the freeholder or company. Record which applies, as it affects who can reallocate the bay.

Can we keep vehicle registrations on file?

Registrations are generally treated as personal information in many places. Keep the register only for managing the car park, share it only with those who need it, and check the data protection rules where you are.

What do we do about unauthorised parking?

The register lets you confirm quickly whether a car belongs to a bay. What action you can take next depends on your leases, signs and the rules where you are, so check before acting.

How should the waiting list work?

However your company or association decides, for example first come first served. Write the agreed method in the notes so every offer can be shown to follow it.