AssetCenter
Vehicle sign-out sheet
Make a printable vehicle sign-out sheet for pool cars, vans and trucks: blank rows, or one row for each vehicle with its number and plate. It records who took each vehicle, when, where it went and the odometer at both ends of the trip. 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.
Running a vehicle sign-out sheet that holds up
- Read the odometer at both ends. The difference between the reading out and the reading in is the only record of a trip’s miles a paper sheet can give, and it shows which vehicles are working hardest.
- Note damage before the vehicle leaves. A walk-around at sign-out, written on the sheet, means the next driver isn’t blamed for a dent that was already there. Turn on the damage column if your vehicles are shared.
- Write the purpose, not just the destination. “Site visit, Elm Street job” settles questions about personal use and is what a business-mileage record needs.
- Keep the keys with the sheet. A key cabinet beside the clipboard makes the sheet the only way to get a vehicle, so it gets filled in.
- Close every row. A row with no return date is a vehicle still out. Check the open rows at the end of each day, not when someone needs the van.
If drivers claim business mileage, IRS Publication 463 describes the records the IRS expects: the mileage, date and business purpose of each trip, written at or near the time. A completed sign-out sheet with those columns is a good start, but check your own requirements with your accountant.
When only the keys change hands, the key log template is the simpler sheet, and the equipment sign-out sheet does the same job for tools and trailers. To see where a vehicle is rather than who signed for it, AssetCenter’s GPS tracking shows positions reported by compatible trackers.
Vehicle sign-out sheet FAQ
For each trip: the vehicle, who is driving, the date and time it left, the odometer reading, where it is going and why, the driver’s signature, and the date and odometer reading when it came back. Shared pool vehicles are worth a fuel and a damage column as well.
Each row has the odometer reading out and in, so the miles for a trip are the difference between them. If drivers claim business mileage, keep the business purpose on every row; IRS Publication 463 describes the records the IRS expects. This is not tax advice.
A key log records who holds each key. A vehicle sheet adds the odometer, the purpose of the trip and the vehicle’s condition, which matter for a van and not for a door. If only the keys change hands and nobody needs the mileage, the key log is enough.
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 sheet and the spreadsheet are made in your browser, and your settings are remembered on this device only.
Know who has every vehicle
AssetCenter records each vehicle with who has it, since when and its full handover history, and scans tagged vehicles and keys with a phone camera. A custom field holds the odometer reading. Free for up to 25 assets.