Build the vehicle register
Assign each vehicle a unit number. Keep its VIN, year, make, model, current odometer and responsible contact together. Record the manufacturer’s maintenance intervals and any conditions that call for a different schedule.
Schedule and record maintenance
Use the downloadable log to enter each task, next due date or mileage, completion date, work performed, cost and invoice reference. Check upcoming work regularly and reserve a suitable service window before a vehicle becomes overdue.
Review total ownership costs
Compare maintenance, fuel, repairs and downtime by unit over consistent periods. Use actual records to identify repeated faults and discuss repair or replacement options. Scheduling helps manage cost; it does not guarantee a particular saving or replace a technician’s findings.
Check which fleet rules apply
Covered motor carriers have specific inspection and maintenance record requirements. Use the FMCSA guidance when applicable; do not assume every small-business passenger vehicle has the same compliance obligations.
Downloadable spreadsheet templates
Open these blank CSV templates in Excel, Google Sheets or Numbers.
Action checklist
Choose the items you want, or print all.
Sources & further reading
General business education. Follow current agency instructions and review your circumstances with a qualified tax, legal or financial adviser.