Fleet Maintenance Tracker — Free Spreadsheet Template
Log services, MOTs, DVSA inspections, and tachograph checks across 10–200 vehicles. Works in Excel and Google Sheets. Download free, use immediately.
Who this is for
You're running a fleet of vans, trucks, or cars — and you're tracking it all in a shared spreadsheet that's getting out of hand. Or worse, each driver has their own sheet and nothing's consistent.
This template gives you a clean, structured starting point. One register for all vehicles. A log that captures every service event. A DVSA-order daily check sheet drivers can actually use.
What's included
3 sheets · ready to useVehicle Register
One row per vehicle. Reg, make, model, MOT due, service due, assigned driver, operator licence group.
Service & Maintenance Log
Every service event timestamped. Track mileage at service, labour hours, parts cost, and next service interval.
DVSA Inspection Checklist
Daily driver walk-around check in DVSA order. Print one per driver per day, or use the digital version.
Legal context
Under the Road Traffic Act 1988 and DVSA operator licence conditions, fleet operators must maintain records of vehicle inspections and maintenance. This template helps you meet that obligation.
The daily check sheet mirrors the DVSA's recommended walk-around check sequence. Keep completed sheets for at least 15 months for roadside enforcement inspections. Drivers can also run the walk-around on their phone with pre-start checks in the AssetOS app, where a failed item raises a defect work order.
When the fleet outgrows the sheet, see how AssetOS handles fleet maintenance. If you service vehicles for customers rather than run your own, AssetOS for service providers gives each customer a free login to see their vehicles and service history.
Related free tools
Vehicle Total Cost of Ownership
True annual cost per vehicle — depreciation, fuel, maintenance, and downtime combined.
Driver Daily Vehicle Check (DVSA)
Standalone daily check sheet — printable and digital versions in DVSA order.
MTTR & MTBF Calculator
Measure fleet reliability: mean time to repair and mean time between failures.