Track oil changes, tires, brakes, inspections and repairs for each company vehicle.
Fleet costs grow quietly when maintenance slips. A log for each vehicle shows what is due and what each vehicle costs to run.
Commercial vehicles may have specific inspection and record rules. Check what applies to your fleet.
14 items. Complete it digitally or on paper, whichever your team prefers.
A landscaping company’s log shows one truck needed brake work twice in six months. Route review finds it carries the heaviest trailer on hilly routes, so trailers are rotated between trucks.
For commercial fleets, FMCSA rules require motor carriers to keep inspection, repair and maintenance records for each vehicle they control. Even for light vans, a mileage-based log keeps work trucks from breaking down mid-route and supports warranty and resale value.
| Vehicle | Van 3, 2021 Ford Transit 250, plate on file |
|---|---|
| Assigned driver | Jose, Clearwater Plumbing, St. Petersburg |
| Date and odometer | April 2, 48,320 miles |
| Service | Oil and filter change; tire rotation |
| Cost and shop | $95, Bay Auto |
| Driver-reported issue | Brake squeal on stops: checked, pads at 4 mm |
| Next due | Oil at 53,320 miles; brake pads in June |
The squeal Jose reported is logged with the measured pad thickness, which turns a vague complaint into a planned June brake job.
Per the manufacturer’s schedule and your use.
The fleet manager or office.
Yes, through daily inspection reports.
For the life of the vehicle and as rules require.
Keep one log per vehicle, keyed to its unit number and VIN, and review all of them on the same day each month. Sorting by next due mileage shows which vans need booking first. Staggering services keeps more than one van from being off the road at once.
Commercial motor vehicles over 10,000 pounds used in interstate commerce must pass a periodic inspection at least every 12 months under FMCSA rules, and the record must be kept. Many states have their own safety inspections for lighter vehicles too. Log the inspection date and the next due date.
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