Fuel and MPG Log
See what a vehicle actually costs to run and spot a change in fuel consumption early, which is often the first sign that something mechanical is wrong.
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Running costs and fleet · GF-19
Diesel Exhaust Fluid and Emission Warning Log
A free printable DEF and AdBlue log: each top-up with odometer, source and cost, use per 1,000 worked out, then every emission warning and fault code.
Download Free · no sign-up
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
See a change in a vehicle's exhaust fluid use early, while it is still a number on a page. Every warning lamp sits on the same sheet, so a fault and a fall in use can be read together.
Who it is for
Fleet and transport managers, owner-drivers and workshop staff looking after diesel vans, lorries, coaches or plant that take diesel exhaust fluid.
How to use it
- Start one sheet per vehicle and write in its usual use per 1,000, from the maker or from its own first few full fills.
- Log every top-up with the odometer reading, where the fluid came from and, for a can, whether it was sealed.
- Work out use per 1,000 only from a fill to full, and compare it with the usual figure at the top.
- Record every emission warning or message on page two, even one that goes out by itself, with any fault code read.
- Run down the closer-look list when you review the sheet, and pass anything ticked to whoever maintains the vehicle.
What is on the sheet
2 pages, in this order:
Page 1
Printed under the title: One sheet per vehicle: every top-up of diesel exhaust fluid with the odometer, so each fill can be set against the last, then every emission warning or fault code and what was done about it.
Its own usual figure, not ours. No usage rate is printed. How much fluid a vehicle uses depends on its engine, its load and its work, so write this vehicle's usual figure from the maker or from its own first few full fills, and compare each new fill with it. A sudden fall in use with no repair to explain it is worth a closer look.
Write-on lines: Vehicle registration · Make and model · Fleet number · Sheet started · Distance unit (km or miles) · Quantity unit (litres or gal) · Usual use per 1,000 · Usual figure from
Top-ups — per 1,000 = quantity ÷ distance × 1,000, worked only from a fill to full
Table, 11 rows: Date · Odometer · Added · Source · Sealed · Full? · Cost · Distance · Per 1,000 · By
Page 2
Emission warnings and faults — every lamp or message, even one that went out by itself
Table, 11 rows: Date · Odometer · Warning shown · Fault code · Read by · Action taken · Repaired · Cleared · By
Worth a closer look — tick anything seen this period and say what was done
- Use per 1,000 well below this vehicle's usual
- A long distance with no top-up recorded
- A warning that cleared with no repair logged
- The same fault code coming back
- A box, plug or wiring near the emission parts with no record of who fitted it
- Crystals, stains or leaks around the filler, tank or pipes
- Fluid cloudy, discoloured or from an opened can
- Reduced power, or a no-restart warning on the dash
Write-on lines: Reviewed by · Date · Passed to (workshop or manager)
Ruled lines: Notes — repairs booked, parts replaced, anything the workshop said
Questions
Why is there no normal usage figure printed?
Because it varies with the engine, the emission system, the load and the kind of work, and one printed figure would be wrong for most vehicles. The useful comparison is with the same vehicle's own history, so the sheet asks you to write that at the top and judge each fill against it.
Why would using less fluid be a warning sign?
A vehicle that suddenly needs much less fluid than its own history, with no repair to explain it, may have a dosing fault, a blocked line or a device fitted to stop the system working. Any of those wants looking at by someone qualified. Rules on emission tampering differ; check the rules where you are.
Does it work for fluid from our own bulk tank?
Yes: write 'bulk' as the source on each top-up. This sheet follows one vehicle, so keep the tank's own deliveries and draws on a separate record, such as the workshop oil and fluid dispense log.
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