Fleet Vehicle Register
See the whole fleet on one page, so a vehicle nobody has looked at for a year stops being invisible and every renewal date sits where you can find it.
GF-04 1 page
Running costs and fleet · GF-07
Fleet Service Schedule Planner
A free printable fleet service planner — each vehicle's next service, test, tax, insurance and tachograph calibration dates side by side in one view.
Download Free · no sign-up
One page. 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 every renewal for every vehicle at once, so nothing is discovered the week after it lapsed or the morning a vehicle is needed.
Who it is for
Fleet and transport managers, workshop supervisors, and anyone keeping several vehicles legal and serviced without a management system.
How to use it
- List each vehicle by registration or fleet number, one per row.
- Copy each next-due date from your own certificates, policies and handbook.
- Use the Other due column for anything else dated — permits, inspections, equipment checks.
- Mark the sheet with the date you updated it and pin it up.
- Rewrite the row each time something is renewed, rather than amending it.
What is on the sheet
One page, top to bottom:
Printed under the title: Each vehicle's next dates side by side — service, test, tax, insurance and tachograph calibration — so a renewal is seen coming rather than remembered late.
Your documents, not our figures. Every date on this sheet is yours to fill in. Service intervals come from the vehicle's own handbook or your maintenance agreement, and what needs testing, taxing or calibrating at all depends on the vehicle and the rules where you are. Copy the dates off your own documents.
Write-on lines: Fleet / operator · Planner for · Updated
Next due dates — update the row each time something is renewed
Table, 12 rows: Vehicle · Odometer · Next service · Test due · Tax / duty due · Insurance due · Tacho calibration · Other due · Notes
Questions
Why does the sheet not tell me how often a vehicle needs servicing?
Because the interval comes from the vehicle's own handbook or your maintenance agreement, and varies by model, mileage and use. Printing a figure here would be a guess, so there is a column for the date or reading you have been given.
What if a vehicle does not need some of these?
Leave the cell blank. A car with no tachograph and plant with no road tax will simply have empty columns, and the planner still does its job for everything else.
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