The Trust Affidavit of Vehicle Use is the form the Loudoun County Office of the Commissioner of the Revenue asks trustees to sign when a trust owns a vehicle that receives personal property tax relief. It is one of the forms tied to Loudoun County property tax relief on vehicles, and it is sworn before a notary public and returned with a copy of the trust. On FillingPDF you can fill out the form online and download or print the completed PDF; the Commissioner of the Revenue publishes the original PDF and receives the signed affidavit.
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What is Trust Affidavit of Vehicle Use – Loudoun County, VA?
The Trust Affidavit of Vehicle Use (printed on the form as "Affidavit of Use for Vehicle Owned by Trusts") is a sworn statement in which a trustee tells the Loudoun County Commissioner of the Revenue how a trust-owned vehicle is used, so that the vehicle can keep receiving personal property tax relief.
The form opens with an "Important Notice Regarding Vehicles Owned by Trusts" from the Office of the Commissioner of the Revenue. The notice explains that Virginia law on personal property tax relief requires the Commissioner to confirm that a vehicle receiving relief is eligible, and that the office is asking the trustee to certify the facts in the affidavit.
By signing, the trustee acknowledges two limits: relief applies only to passenger vehicles used primarily for personal use, and never to a vehicle whose business use exceeds 50% during the tax year for which relief is sought; and relief applies only to vehicles with a gross weight of less than 10,001 pounds. The trustee then declares that the vehicle's use and registered gross weight meet these requirements, that the trust is NOT responsible for paying any local personal property tax on the vehicle, and that a named person is responsible and should receive any local property tax bill in care of that person at the address given.
The affidavit also identifies the vehicle (year and make, model, VIN) and the person's account number. It is a county form, not a state or federal one.
Who needs to file Trust Affidavit of Vehicle Use – Loudoun County, VA?
The main group is trustees of trusts that are the registered owner of a vehicle in Loudoun County and that receive a request from the Commissioner of the Revenue to certify the vehicle's eligibility for personal property tax relief. The notice on the form addresses the reader "as a trustee for the trust that owns the subject vehicle."
Details the form attaches to the trustee's role:
- The trustee signs the affidavit personally, before a notary public.
- The trustee names the person responsible for paying the local personal property tax on the vehicle, with that person's address and account number. That person, not the trust, receives the tax bill.
- The trustee must be able to certify that the vehicle is used primarily for personal use, that its business use does not exceed 50% during the tax year for which relief is sought, and that its gross weight is less than 10,001 pounds.
A vehicle that does not meet those use and weight limits is outside the relief the affidavit describes. The form does not describe who may sign on behalf of a trustee. Questions about the request go to the Commissioner's office at 703-777-0260.
When to file Trust Affidavit of Vehicle Use – Loudoun County, VA
Return the affidavit within ten (10) days of the Commissioner of the Revenue's request, as the notice on the form states. It is returned together with a copy of the trust.
The form states the consequence of not responding: if the affidavit is not completed and returned, the vehicle will not be eligible for personal property tax relief. The form prints no other deadline and no renewal period. Because the signature must be sworn before a notary public, plan for the notarization within the ten-day window.
Documents you need
- A copy of the trust, returned with the signed affidavit; the form states that a copy of the trust has been provided to the Commissioner of the Revenue's Office.
- The affidavit itself must be notarized: the trustee signs it before a notary public, who completes the "Subscribed and sworn" block with the day, commission number and commission expiration.
How to fill out Trust Affidavit of Vehicle Use – Loudoun County, VA
Read the notice on the form
The top of the form explains that the Commissioner of the Revenue must confirm a vehicle's eligibility for personal property tax relief and asks the trustee to certify it. Note the ten (10) day return period and the requirement to include a copy of the trust.
Enter the trustee and trust names
In the sentence beginning "I," write your name as Trustee, then the name of the trust on the line before the word Trust.
Enter the person responsible for tax
Under Person Responsible to Pay Tax, fill in Name, Address and Account Number. Tax bills will be mailed in care of this person at this address.
Enter the vehicle information
Under Vehicle Information, write the Year & Make, the Model and the VIN# of the vehicle owned by the trust.
Confirm the use and weight statements
Before signing, check that the vehicle is used primarily for personal use, that business use does not exceed 50% during the tax year, and that its gross weight is less than 10,001 pounds.
Sign and date before a notary
Print the Trustee name, then sign on the Trustee Signature line and enter the Date. Do not sign until you are with a notary public.
Have the notary complete the oath
The notary fills in the day and month in "Subscribed and sworn to before me," then signs and enters the Commission Number and Commission Expires date.
Review, download and assemble
Check every entry, then download or print the completed PDF from FillingPDF. Attach a copy of the trust and return the package as described under How to submit.
How to submit Trust Affidavit of Vehicle Use – Loudoun County, VA
The form tells you to return the notarized affidavit, with a copy of the trust, to the Office of the Commissioner of the Revenue. It prints these contact points:
- By mail: Office of the Commissioner of the Revenue, P.O. Box 8000, Leesburg, VA 20177-9804.
- In person, Leesburg: Loudoun County Government Center, 1 Harrison Street SE, 1st Floor, Leesburg, VA 20175-3102.
- In person, Sterling: Loudoun Tech Center, 46000 Center Oak Plaza, Sterling, VA 20166-8538.
- Phone and fax: (703) 777-0260 for questions; fax (703) 777-0263. The office website is loudoun.gov/cor.
The Commissioner's forms page also says completed forms that contain sensitive personal identifying information should be submitted through the secure Document Upload Portal, and that notary staff offer remote online notarization for specific forms; check that page or call the office to confirm what applies to this affidavit. Whichever route you use, the affidavit must be sworn before a notary and must arrive within ten days. FillingPDF lets you fill out and download the PDF; submission follows the channels above.
Common mistakes to avoid
- Signing the affidavit without a notary present; the form requires it to be signed before a notary public and sworn.
- Returning the affidavit after the ten (10) day window; the form says the vehicle will not be eligible for tax relief if it is not completed and returned.
- Leaving out the copy of the trust that must accompany the affidavit.
- Naming the trust as the party responsible for the tax; the person named in the Person Responsible to Pay Tax block must be the one responsible for paying it.
- Certifying a vehicle that is not a passenger vehicle used primarily for personal use, or whose business use exceeds 50% for the tax year.
- Certifying a vehicle whose registered gross weight is 10,001 pounds or more; relief is limited to vehicles under that weight.
- Leaving the notary block (day, commission number, commission expiration) blank after signing.
Frequently asked questions
What is the Trust Affidavit of Vehicle Use?
It is a sworn form from the Loudoun County Commissioner of the Revenue in which a trustee certifies how a trust-owned vehicle is used and weighed, and names the person responsible for the tax. It supports personal property tax relief for the vehicle.
Does this form affect Loudoun County property tax on my vehicle?
Yes, for trust-owned vehicles. The form states that if the affidavit is not completed and returned, the vehicle will not be eligible for personal property tax relief. It also names who receives the local tax bill.
Does the affidavit have to be notarized?
Yes. The notice on the form tells the trustee to sign it before a notary public, and the form has a block for the notary's oath, commission number and commission expiration date.
How long do I have to return the trust affidavit?
Ten (10) days, according to the notice on the form. Return it with a copy of the trust. If it is not completed and returned, the vehicle will not be eligible for personal property tax relief.
What vehicles qualify for tax relief under this affidavit?
Passenger vehicles used primarily for personal use, with business use never above 50% during the tax year for which relief is sought, and with a gross weight under 10,001 pounds. The trustee certifies both limits by signing.
Is the trust responsible for paying the vehicle tax?
No, according to the affidavit. The trustee declares that the trust is NOT responsible for paying local personal property tax on the vehicle and names the person who is. Any tax bill is mailed in care of that person.
Where do I send the Trust Affidavit of Vehicle Use?
Return it to the Commissioner of the Revenue at P.O. Box 8000, Leesburg, VA 20177-9804, or at the Leesburg or Sterling offices listed on the form. Call 703-777-0260 with questions.
Can I fill out the Trust Affidavit of Vehicle Use online?
You can fill out the PDF online on FillingPDF and download or print it. FillingPDF is an independent service and does not file the affidavit; you still need a notary and must return it to the Commissioner's office.
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