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Free Printable Vehicle Maintenance Log Templates [Excel, Word, PDF]

    Whether you are maintaining a fleet or just one car, you need to maintain a maintenance work log. A vehicle maintenance log is a detailed diary that you can use to maintain your vehicle and track its servicing of it. To manage your fleet and schedule repairs, you must create an ongoing list of future duties.

    These duties may be small jobs like changing the oil or larger ones like changing tires. If your cars have their full-service history recorded, then it makes scheduling them a lot easier for when they are due for their next service.

    Vehicle Maintenance Log Templates

    Vehicle Maintenance Log Templates are essential tools used to track and record the maintenance and servicing activities of vehicles. These templates provide a systematic and organized format for documenting important details about each vehicle’s maintenance history, including routine inspections, repairs, and scheduled services. Vehicle Maintenance Log Templates help ensure proper upkeep, improve safety, and extend the lifespan of vehicles by facilitating regular maintenance and identifying any issues or patterns that require attention.

    Vehicle Maintenance Log Templates help organizations and individuals effectively manage the maintenance and servicing needs of their vehicles. By utilizing these templates, proper maintenance schedules can be maintained, and potential issues can be identified and addressed promptly. Regular maintenance and upkeep ensure safe and reliable vehicle performance, reduce the risk of breakdowns or accidents, and minimize the overall cost of vehicle ownership. Whether used for personal vehicles, company fleets, or rental services, Vehicle Maintenance Log Templates provide a consistent and structured approach to tracking and managing vehicle maintenance, promoting efficiency, and prolonging the lifespan of vehicles.

    The components of a vehicle maintenance log

    Vehicle Maintenance Log
    Vehicle Maintenance Log

    The Vehicle Maintenance Log is one of the most useful tools for any vehicle owner. It can provide valuable information about your vehicle’s past and present conditions. The Vehicle Maintenance Log should be kept in your glove box at all times so that you can access it whenever you need it.

    The following are some of the main components of a vehicle maintenance log:


    The date that you performed the service should be recorded in this column. This will help ensure that you documented all work performed on your vehicle and when it was performed.


    You should also include details about what type of vehicle was serviced in this column. If more than one car is involved, specify which car received which services.

    Service Type

    Include details about what kind of service was performed on your vehicle and any other relevant information, such as mileage at the time of service or whether or not there were any issues before or after completing said service. For example, if you changed out your oil but it was already overdue for an oil change, then this would be noted alongside other relevant details like mileage at the time of service and any additional work performed (such as replacing an air filter).

    The following list contains some of the information you may want to record in a vehicle maintenance log:

    • Make and model of your car or truck.
    • VIN (vehicle identification number).
    • Date and mileage when each item was checked or serviced.
    • The location where each item was checked or serviced (if possible).
    • What type of oil was used — such as synthetic oil, conventional oil, or blend — and what was its weight rating (such as 5W20)?
    • How many miles were on the car at the time of each service checkup?

    Common types of vehicle maintenance logs

    Vehicle maintenance logs are a log of all the maintenance that has been performed on a vehicle. This can include oil changes, new tires, brake jobs, and more. They are essential in maintaining any vehicle, especially those with high mileage.

    There are many different types of vehicle maintenance logs, but here are a few common ones:

    Commercial vehicle maintenance log

    This is a log that businesses use to record their vehicles’ maintenance. You may also call it a truck maintenance log or fleet maintenance log. Companies use the commercial vehicle maintenance log with multiple trucks or other vehicles they need to keep track of. It’s a great way to keep track of all your vehicles’ maintenance needs and help you save time when getting back on the road after repairs are made.

    If your company has more than one truck or another vehicle, this type of log is perfect for helping you organize your fleet. With this type of log, you can keep track of all the scheduled maintenance requirements for each vehicle so that you can complete all critical deadlines. You’ll also save time by having everything organized in one place — especially if your business has multiple trucks or other vehicles with differing schedules for service and repair work.

    Daily vehicle maintenance log

    The daily vehicle maintenance log is a simple checklist that you can use to make sure all your vehicles are in good working order before they hit the road. This log includes spaces for recording scheduled maintenance checks, such as oil changes and tire rotations. You can also use this log as an opportunity to record any other issues you notice during your inspection process. If any problems are uncovered during the inspection process, mark them down so that you know what repairs need to be made when it comes time for another inspection.

    Fire truck maintenance log

    You should keep track of the maintenance for your fire truck, such as oil changes and tire rotations. You should also note when you performed fire suppression testing or inspections on equipment. This is a good place to keep information about the maintenance records for your vehicle.

    Weekly vehicle maintenance log

    This is the most common type of maintenance log, and it’s used to track regular maintenance on your vehicle. It includes all the basic services that your car needs every week, such as oil changes, tire rotations, and fluid checks. You should also include things like changing the cabin filters, checking the belts and hoses, and keeping an eye out for any warning signs from your car’s engine.

    Emergency vehicle maintenance log

    If you drive an emergency vehicle (such as a police car or ambulance), you need a separate log for your more urgent repairs. This will help you stay on top of any problems with your vehicle so that they don’t get worse during an emergency response call — which could put lives at risk.

    Keeping your vehicle maintenance log

    Keeping a vehicle maintenance log is a great way to track your vehicle and ensure it stays in good working order. This can be done by recording information such as when you have serviced the car, what parts have been replaced and when they need replacing again, any faulty parts that may cause problems in the future, and so on.

    All it takes is a little bit of time and effort at the start of each year (or whenever you buy a new car) to get started with a good habit that will save money and hassle later on down the line.

    Here are some tips on how to keep a vehicle maintenance log:

    • Make a list of all the services performed on your car; include things like oil changes, tire rotation, brake jobs, or any other maintenance required for your vehicle. You should also note down when each service was performed so that you can easily find out if there was a problem with one particular part or whether there were multiple issues over time.
    • Write down all the details about when each service was performed – this includes who worked on your car, whether it was a dealership or an independent mechanic shop and what parts were replaced during the process.
    • Keep all receipts for major repairs such as engine overhauls or transmission replacements; these will come in handy.
    • Include the name and contact information for each mechanic who worked on your car, including their license number if your state licenses them. Include the date on which work began and ended, as well as any problems discovered during inspection or testing after repairs were made.
    • Use this guide as a starting point for keeping track of all of your car’s maintenance needs, but don’t hesitate to add any extra notes or reminders that may help keep everything organized and easy for everyone involved!

    What do you need to do to maintain your vehicle?

    Your vehicle is a significant investment, so keeping it in good condition is essential. Here are some simple steps that can help you maintain your vehicle properly:

    Read the owner’s manual of your car

    The owner’s manual contains information about the car’s maintenance needs. Please read it carefully to know when it’s time for an oil change or when you need to replace a tire. If there are any special instructions for certain parts of the car, ensure you follow them as well.

    Change the oil and filter

    Oil lubricates your engine’s moving parts, reduces friction, and decreases temperatures. Change the oil at least every three months or 3,000 miles (4,800 km), whichever comes first. Check your owner’s manual for more information on what kind of oil to use and how often you should change it.

    Check the coolant level regularly

    Coolant prevents overheating by circulating antifreeze through your cooling system to prevent freezing in cold weather. Inspect coolant levels when the engine is cold, then add coolant as necessary until it reaches the full mark on the reservoir tank or until the specified level on the dipstick when it’s hot.

    Check your car’s fluids

    Check the fluid levels in your car every time you fill up with gas or when you need an oil change. A simple gauge can help you determine whether or not something needs to be replaced or repaired.

    Replace your car’s parts when needed

    As you drive, certain parts will wear out over time. For example, brake pads and rotors can be replaced after about 40,000 miles (64,000 km) or so. The same goes for spark plugs and belts. You should also replace windshield wiper blades every six months because they become less effective if left untouched.

    Tire pressure

    It’s important that tires are properly inflated because they affect gas mileage and safety — not to mention handling in wet conditions or bad weather. Check tire pressure once a month by using an air gauge at each wheel; if one reads too low (under 30 psi), add air through its valve stem until it reaches 30 psi.*

    Spark plug

    Change spark plugs every 30,000 miles (or as recommended by manufacturers). Spark plugs also need to be replaced if they appear worn out or damaged. Spark plugs that are not working correctly may cause misfires and rough idling, which will definitely affect fuel economy and performance.


    How do I create a maintenance log for my car?

    To create a car maintenance log, use a notebook, spreadsheet, or app to track details like date, mileage, service type, parts replaced, repair cost and mechanic. Sections for tires, brakes, belts, filters etc help ensure regular inspections. Notes capture concerns between scheduled maintenances.

    How do you document vehicle maintenance history?

    Ways to document vehicle maintenance history are: save all repair invoices and receipts chronologically, request records from repair shops, record services in a maintenance logbook noting mileages, take photos documenting issues, keep past registration/inspection forms, and compile documents into a service file.

    How to do a maintenance check on a car?

    When doing routine maintenance checks on a car, inspect all fluid levels, lights, tire tread depths and pressure, brake pad thickness, battery connections, belts/hoses conditions, look for any dripping leaks, ensure proper cooling fan operation, test drive for noises/warning lights, and check issues from past repairs.

    Which is a reason to use a vehicle maintenance log?

    Tracking vehicle maintenance helps owners remember recommended service intervals to preserve warranties, provides documented history signaling diligent care when selling, identifies failing parts needing preventative replacements, encourages catching minor issues before major repairs are needed, and generally extends a vehicle’s reliable lifespan.

    What does a maintenance log include?

    A car maintenance log typically includes: dates/mileages of services, descriptions of inspections/repairs done, parts replaced, mechanical recommendations, warranty activations, recall notifications, service center and mechanic details, repair authorization approvals, and charges/payments.

    How do I create a maintenance report form?

    To create a maintenance report form combine fields for: Facility name, machine ID number, maintenance date, service descriptions completed, parts inventory used, technician & supervisor names/signatures, safety protocol verifications, diagnosed issues and solutions, testing outcomes, uptime percentages, and actionable next steps like future part replacements needed.

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    Betina Jessen

    Betina Jessen

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