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-10
Vehicle Hire and Loan Record
A free printable vehicle hire and loan record — who the vehicle went to, out and back dates, odometer and fuel at both ends, condition noted and a signature on return.
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
Settle the awkward conversation before it happens, by recording the odometer, the fuel and the condition with both people present at handover and return.
Who it is for
Small hire operators, trades lending vehicles between sites, clubs and charities with a shared minibus, and anyone lending a vehicle to somebody else.
How to use it
- Fill in the vehicle, who it is going to, and the date it goes out.
- Read the odometer and the fuel or charge level together at handover.
- Note any existing damage or marks in the condition column before it leaves.
- Complete the return half in front of whoever brings the vehicle back.
- Get the signature at the point of return, not afterwards.
What is on the sheet
One page, top to bottom:
Printed under the title: A vehicle handed to somebody else — hired out, loaned to a colleague or lent to another site — with the odometer and fuel at both ends and a signature on return.
Complete the row at the handover. Fill the row out at handover and finish it in front of whoever brings the vehicle back. A condition note written after the fact, with nobody there to agree it, settles nothing.
Write-on lines: Vehicle / fleet · Owner or depot · Kept by
Out and back
Table, 12 rows: Vehicle · Out to · Out on · Back on · Odo out · Odo in · Fuel / charge · Condition noted · Returned by
Questions
Should I charge for fuel or mileage using this sheet?
That is between you and the person borrowing the vehicle, and no rate is printed here. The sheet records the readings at both ends so whatever you have agreed can be worked out from facts.
Is this a hire agreement?
No. It is a handover record, not a contract, and it says nothing about liability or insurance. If you need an agreement, check what is required where you are.
Related sheets
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.
GF-05 1 page
Vehicle Mileage Log
Keep a contemporaneous mileage record in the vehicle, which is the kind that stands up, rather than one reconstructed at the year end.
GF-02 1 page
Daily Vehicle Check and Driver Log
Record the check before driving and the journeys after it on one sheet per day.
VE-13 2 pages
Also in the resources library
The same subject, with a version you can fill in on screen.
Motorhome Hire-Out Income and Cost Log
Each booking's dates, hirer or platform and nights.
BT-848 Log PDF Excel Online
