AssetCenter
Vehicle maintenance log
Make a printable vehicle maintenance log for cars, vans and trucks: a log for each vehicle with its details at the top and a row for every service, with the date, odometer, work done, parts, cost and when the next one is due. Print on Letter or A4, or download it for Excel.
In the print dialog, set the scale to 100% or Actual size. Choose Save as PDF as the printer to keep a copy.
What to record in a vehicle maintenance log
- The date and the odometer. Service intervals are set in miles or months, whichever comes first, so every row needs both.
- What was done. “Oil and filter change, 5W-30 synthetic” is a record; “service” is not. Write repairs and recalls here too, not only routine work.
- Parts and fluids. The brand, grade and part numbers, so the next person fits the same tires, pads and oil.
- The cost. Added up over a year, this column shows what each vehicle really costs to keep and when one is no longer worth repairing.
- Who did the work. The shop or the mechanic, with the invoice number if you file receipts separately.
- When the next one is due. A date or an odometer reading. This is the column that gets the next oil change done on time.
Keeping the log useful
- One log per vehicle. A log that mixes the whole fleet can’t answer “when was Van 2 last serviced?” without reading every row. List your vehicles and each gets its own pages.
- Keep it where the work happens. In the glovebox for a single vehicle, or in a binder at the depot with a tab per vehicle for a fleet.
- Fill it in the day the vehicle comes back. Copy the odometer and the work from the shop’s invoice while it is in your hand, and file the invoice behind the log.
- Write down the small things. Wiper blades, bulbs, a top-up of coolant. Repeated small entries are how a slow leak or an electrical fault gets noticed.
- Hand it over with the vehicle. A complete service history supports a warranty claim and raises the price when the vehicle is sold.
The log records work after it is done. To plan it, the preventive maintenance schedule turns each vehicle’s services into a twelve-month calendar, and a daily vehicle inspection checklist catches the defects that become repairs. For machines serviced by engine hours, such as loaders, generators and compressors, use the equipment maintenance log, and for shared vehicles the vehicle sign-out sheet records who drove each one.
Vehicle maintenance log FAQ
The vehicle’s make, model, year, VIN and plate at the top, then a row for each service or repair: the date, the odometer reading, what was done, the parts and fluids used, the cost, who did the work and when the next service is due.
Yes. A log per vehicle shows that vehicle’s whole history on a page or two and travels with it when it is sold. List your vehicles and the tool prints a log for each with its name filled in; the Excel download puts them on one sheet with a vehicle column so you can filter.
For as long as you own the vehicle is the simple rule, since the history supports warranty claims and resale. Fleets of commercial motor vehicles have retention rules of their own under federal regulations, and your accountant may want the receipts for tax records.
No. A maintenance log records services and repairs. A mileage log records trips for expense or tax purposes; the vehicle sign-out sheet has odometer columns for that.
Yes. The download saves the columns you chose as an .xlsx file, with a row for each vehicle if you listed them. It also opens in Google Sheets and Numbers.
No. The log and the spreadsheet are made in your browser, and your settings are remembered on this device only.
Keep each vehicle’s service history in one place
AssetCenter keeps each vehicle’s services, repairs, costs and documents on one record, with to-dos for the next job showing who it’s assigned to and when it’s due, and a custom field for the odometer reading. Free for up to 25 assets.