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-05
Vehicle Off-Road and Downtime Log
A free printable vehicle downtime log — when each vehicle came off the road, why, where it was, what the repair cost and when it went back into service.
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
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.
Who it is for
Fleet operators, transport managers, farms and small businesses whose work stops when a particular vehicle stops.
How to use it
- Open a row the day the vehicle comes off the road, not when it comes back.
- Say plainly why it went off — breakdown, accident damage, scheduled work, waiting for a part.
- Note where it sat, so a vehicle stuck at a garage for weeks is visible.
- Fill in the cost once the invoice arrives, and the date it returned to service.
- Work out days lost your own way and write your figure in the column.
What is on the sheet
One page, top to bottom:
Printed under the title: Every day a vehicle was not available — when it came off the road, why, where it sat, what it cost, and when it went back into service.
You decide what a day off road means. Days lost is left blank on purpose: count it the way your operation counts it — calendar days, working days, or shifts missed — and write your own figure in. Two people counting differently on the same sheet is worse than no column at all.
Write-on lines: Fleet / operator · Period covered · Kept by
Off-road record
Table, 12 rows: Vehicle · Off road from · Back in service · Reason · Where it was · Cost · Days lost · Notes
Questions
Why is the days-lost column blank instead of worked out?
Because there is no single right answer. Some operations count calendar days, some count working days, some count shifts or jobs missed. A printed calculation would only be right for one of them, so the column takes your own count.
How is this different from a service record?
A service record says what was done to the vehicle. This says what the vehicle could not do, and for how long — the same repair can mean one day off the road or three weeks depending on parts, and only this sheet shows that.
Related sheets
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GF-07 1 page
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