It doesn’t matter whether you’re a small field service business with a handful of trucks or a large fleet operator with hundreds of mixed assets. Keeping track of your fleet vehicle maintenance is essential to minimizing unplanned repairs, improving driver safety, and reducing fleet operational costs.

Let’s start with the basics: tires. Under-inflated tires can lower your gas mileage by 0.2% for every 1 psi. Imagine all of your fleet having underinflated tires even by a few psi? Improperly inflated tires can also puncture and tear more easily, leading to more frequent tire replacements.

Performing unexpected fleet maintenance like this, or failing to keep track of regular vehicle care, will have a compounding, negative effect on your business’ bottom line.

If you’ve been using a pen and pencil – gasp! – or Word Doc to track your fleet vehicle maintenance, it’s time to up your game.

We’ve created a free Fleet Vehicle Maintenance Log that you can download (Excel format) or use on the web (Google Sheets) to help track your fleet vehicle maintenance.

Download Excel

Open in Google Sheets

Printable PDF Version

Using Google Sheets, you can make a copy to edit, or download the Fleet Vehicle Maintenance Log in other formats like Open Document Format (file-type .ods), PDF, and as a webpage.

Based on DoT Recommendations

The list of services in the log are based on a preventative maintenance checklist as recommended by the Department of Transportation (https://www.dot.nd.gov/divisions/fleet/docs/lightvehicle-pm.pdf). 

• ✓ Replace engine oil and filter

• ✓ Battery test

• ✓ Check headlights

• ✓ Tire pressure level & tire tread depth

• ✓ Replace air filter

• ✓ Radiator fluid

• ✓ Transmission fluid

• ✓ Power steering fluid

• ✓ Differential fluid

• ✓ Windshield washer

But as the log is fully adaptable, you can feel free to edit the type of services based on your fleet’s unique needs.

How to use the Fleet Vehicle Maintenance Log

Firstly, each tab on the log represents a vehicle you are tracking. In Google Sheets, you can duplicate the tab according to the number of assets you are tracking.

The top section is where you will input your fleet vehicle information, such as model, year, plate number, etc.

The middle section is where you track fleet vehicle mileages.

The spreadsheet will automatically calculate the following three key metrics:

• ✓ Total maintenance cost

• ✓ Total mileage for year

• ✓ Maintenance cost per mile

The bottom section is where you can keep track of all maintenance performed, along with the costs:

Download your Fleet Vehicle Maintenance Log today and take the stress out of looking after your fleet!

What can Fleet Maintenance Software do for your business?

A log is an improvement if you were keeping track of your fleet maintenance with pen and paper. However, if you really want to step up your game, Momentum IoT’s Fleet Management Software can help take things to the next level.

Our GPS tracker can give you up-to-the-minute diagnostics to help you keep tabs on fuel level, odometers, battery voltage level, and more. You can view reports – such as mileages – in real-time, as well as download them in .csv and excel files. Test-drive our Fleet Management Software – built for field service businesses like yours – for free today.