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-04
Fleet Vehicle Register
A free printable fleet vehicle register — registration, make and model, VIN, date acquired, assigned driver, test and insurance dates and current odometer, one line per vehicle.
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 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.
Who it is for
Anyone running more than one vehicle — a trade with a couple of vans, a farm, a charity minibus fleet, a hire yard or a family with several cars.
How to use it
- List every vehicle you run, one per row, copying the details from its own registration document.
- Take the VIN from the plate or the document rather than from memory.
- Write in the test and insurance dates from your certificates and policies.
- Update the odometer column whenever you take a reading, and date the sheet.
- Reprint it when the fleet changes rather than crossing rows out.
What is on the sheet
One page, top to bottom:
Printed under the title: Every vehicle you run on one sheet — registration, make and model, VIN, when it was acquired, who drives it, and the renewal dates you would otherwise hunt for in a drawer.
One line per vehicle. This is the index, not the history. Each vehicle's servicing, repairs and fuel belong on their own sheets; what goes here is the identity of the vehicle and the dates that come off your own paperwork — the certificate, the policy, the registration document.
Write-on lines: Fleet / operator · Compiled by · Date compiled
Vehicles — copy the details from each vehicle's own documents
Table, 11 rows: Reg / plate · Make & model · VIN / chassis · Type · Acquired · Assigned driver · Test due · Insurance due · Odometer
Questions
Why are there no service intervals on the register?
Because the interval belongs to the vehicle, not to the sheet — it comes from the handbook or your maintenance agreement, and differs by model, by use and by fuel. Put your own next-due dates on the Fleet Service Schedule Planner.
Can I use this for plant and trailers too?
Yes. The Type column is there for exactly that, and a trailer or a piece of towed plant usually has a serial or chassis number that fits the VIN column perfectly well.
Related sheets
Vehicle Information Sheet
Fill in once the details you are asked for by a garage, an insurer, a parts counter or a hire firm and can never find.
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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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Vehicle Off-Road and Downtime Log
Show what a vehicle actually costs in lost availability, not just in invoices, and make a vehicle that keeps going off the road obvious in writing.
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