Vehicle Service Record
Keep a service history in your own hands, so it survives changing garages and is there when you sell.
VE-01 1 page
Running costs and fleet · GF-01
Fuel and MPG Log
A free printable fuel log — date, odometer, quantity, price, total and station per fill, with columns to work out distance and consumption in your own units.
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 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.
Who it is for
Anyone running a car, van, motorcycle or small fleet who wants real figures rather than an impression, and anyone claiming mileage back.
How to use it
- Write your units at the top — what the odometer reads in, what you buy fuel in, and how you want consumption expressed — and then keep to them.
- Fill to the same point every time, so one fill is comparable with the next.
- Record the odometer at the pump, before you drive away.
- Work out the distance and the consumption for each line as you go, and note anything that changed the answer.
What is on the sheet
One page, top to bottom:
Printed under the title: Every fill on one line with the odometer beside it, so distance and consumption can be worked out from the sheet itself. A change in consumption is often the first sign of a mechanical problem.
Declare your units, then keep to them. No units are printed anywhere on this sheet, and no consumption figures either. Write at the top which units the odometer reads in, which you buy fuel in, and how you want consumption expressed — then keep to them, because a column of numbers in mixed units records nothing. Fill to the same point every time and read the odometer at the pump: brim to brim is what makes one line comparable with the next.
Write-on lines: Vehicle · Registration · Odometer reads in · Fuel bought in · Consumption recorded as
Fills — one line per fill, in order, with no gaps
Table, 11 rows: Date · Odometer · Quantity · Price per unit · Total cost · Station · Distance since last · Consumption · Notes
Questions
Is this in miles per gallon or litres per 100 km?
Whichever you use. Nothing on the sheet is printed in any unit: you declare at the top what the odometer reads in, what you buy fuel in and how you want consumption expressed, and the columns hold your numbers. The sheet is the same in A4 and US Letter for the same reason.
Why does the odometer reading matter more than the trip meter?
Because a trip meter can be reset by accident and then the row is worthless. Odometer readings are cumulative, so a missed fill leaves a gap you can see rather than a wrong figure you cannot.
What counts as a change worth investigating?
That depends on the vehicle, the season, the load and who has been driving it, and no honest figure can be printed on a sheet. A dozen fills of your own gives you a baseline, and it is a departure from your baseline — not from anybody else's — that is worth chasing.
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Also in the resources library
The same subject, with a version you can fill in on screen.
Fuel Card and Expense Reconciliation
Every transaction on the card, with the date and where it was taken.
RV-445 Tracker PDF Excel Online
Fuel Cost Tracker
Cost per kilometre or mile, from the fill-ups you actually made.
RV-34 Tracker PDF Excel Online
