Fleet Service Schedule Planner
See every renewal for every vehicle at once, so nothing is discovered the week after it lapsed or the morning a vehicle is needed.
GF-07 1 page
Running costs and fleet · GF-21
Annual Test and Roadside Prohibition History
A free printable annual test history: every result and retest across the fleet, every roadside check and prohibition, and first-time passes counted.
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2 pages. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Keep every test result and roadside outcome in one history, not a drawer of certificates. Counted together, first-time passes and prohibitions show how well the maintenance is working.
Who it is for
Fleet and transport managers, operators and owner-drivers of lorries, buses, vans and trailers that go through an annual test.
How to use it
- Write each annual test on its own line with the provider who maintained the vehicle beforehand, and any retest's date and result on the same line.
- Copy failure items and roadside defects as they are written on the result or the notice, not from memory.
- Log every roadside check, including the ones that found nothing.
- At the end of the period, count tests, first-time passes and prohibitions on page two and work out your own pass rate.
- Record each action agreed with the maintenance provider, with who agreed it and when it is due.
What is on the sheet
2 pages, in this order:
Page 1
Printed under the title: Every annual test across the fleet with its result, and every roadside check with its outcome, kept as one history so first-time passes and prohibitions can be read against the maintenance behind them.
Your counts, your target. The annual test goes by different names from country to country, and so do roadside checks and the notices they lead to; check the rules where you operate. No pass rate or target is printed. Count your own first-time passes on page two, compare them with your own earlier periods, and agree a target with your maintenance provider.
Write-on lines: Operator or fleet · Period from · to · Kept by
Annual tests — one line per test; a retest's date and result go on the same line
Table, 12 rows: Vehicle · Test date · Tested at · Maintained by · First time · Failure items · Retest · Result
Page 2
Roadside checks — outcome: N no defects · A advisory · I immediate prohibition · D delayed prohibition
Table, 9 rows: Date · Vehicle · Driver · Location · Check · Outcome · Defect or reason · Cleared · By
Period summary — counted from both tables
Write-on lines: Tests · First-time passes · Pass rate (passes ÷ tests) · Your target · Last period's rate · Roadside checks · Advisory notices · Immediate prohibitions · Delayed prohibitions · Reviewed with provider on
Actions agreed with the maintenance provider
Table, 4 rows: Action agreed · Vehicles · Agreed with · Due · Done
Questions
What first-time pass rate should we aim for?
The sheet does not set one. Published averages change from year to year and differ by vehicle type and country. Work out your own rate from the counts, compare it with your earlier periods and agree a target with your maintenance provider.
Why record roadside checks that found nothing?
Because clear checks are half the picture. A run of clean checks shows the maintenance and the daily checks are working, and the count of all checks is what any prohibitions are read against.
Does this replace the test certificates?
No. Keep the certificates and notices themselves for as long as your rules need; check the rules where you are. This sheet is the index and the summary that makes them readable together.
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