Lumiform
Features Solutions Resources Templates Enterprise Pricing
Select a language
Englishen
Deutschde
Françaisfr
Españoles
Português (BR)pt-BR
en
Contact salesLog in
Sign up
Back
Englishen
Deutschde
Françaisfr
Españoles
Português (BR)pt-BR
Features Solutions Resources Templates Enterprise Pricing
Free demo
Log in
en
Book a personal demoView video demoContact sales
Explore
Resource hubCentral repository for all Lumiform resourcesCustomer storiesReal-world successes and experiences with Lumiform.
Learn
Template collectionsComprehensive collections of best practice templates.Topic guidesComprehensive safety, quality, and excellence insights.LexiconDefinitions key to quality, safety, and compliance.
Support
Developer's guideTechnical documentation for developers.Help centerAssistance with onboarding and platform mastery.
Featured reads
Explore our collection of 38 free preventive maintenance checklists

Template collection

Explore our collection of 38 free preventive maintenance checklists

Start reading
Your guide to performing and documenting efficient child care observation

Topic guide

Your guide to performing and documenting efficient child care observation

Start reading
Lumiform as customer journey mapping tool in gastronomy

Success story

Lumiform as customer journey mapping tool in gastronomy

Start reading
Book a personal demoView video demoContact sales
By industry
Food and hospitalityManufacturingConstructionRetailTransport and logisticsFacility managementView all industries
By business needs
Health and safetyQualityOperational excellenceRisk management and complianceView all business needs
By use case
Safety management softwareEnergy audit appForklift inspection appBuilding management softwareVehicle inspection appQMS appKaizen method appProperty inspection appRestaurant inspection appElevator management appProject management softwareFire inspection app
View all app uses
Book a personal demoView video demoContact sales
Overview
Template libraryDiscover over 12,000 free, ready-made and expert proofed templates.
Use cases
CleaningMaintenanceRisk assessmentSupply chainIncident management
Business needs
Health and safety managementQuality managementOperational excellenceRisk management and compliance
Industries
Food and hospitalityManufacturingRetailTransport and logisticsConstructionFacility management
Book a personal demoView video demoContact sales
Overview
Product overviewAll features
Capabilities
Digitize
Form builderMobile AppActions
Automate
Workflow automationApprovalsIntegrations
Transparency and accountability
ReportsAnalytics
Orchestrate
Administration
Book a personal demoView video demoContact sales
Templates
Fleet management report template

Fleet management report template

Stay on top of your fleet’s performance, costs, and usage with an orgnized report template built to track what matters most—mileage, downtime, maintenance, and more, all in one place.

Use this template
or download pdf
Fleet management report template

Stay on top of your fleet’s performance, costs, and usage with an orgnized report template built to track what matters most—mileage, downtime, maintenance, and more, all in one place.

Use this template
or download pdf

About the Fleet management report template

When you’re responsible for a fleet, tabs on performance, usage, and costs is a full-time job. This fleet management report template gives you a better way to track everything in one place without drowning in spreadsheets or chasing updates across teams. This template helps you standardize reports across your company, making it easier to compare data over time, spot inefficiencies, and share clear insights with leadership. 

Cut down reporting time and errors

With this fleet management report template, you can organize complex data into structured, readable sections. It’s divided into key areas like utilization, maintenance, fuel efficiency, and costs so you can track what matters without getting lost in the details.

You can use it to compare performance across time periods or teams, making it easier to spot recurring issues and respond quickly. Consistent formatting across reports also means your data stays reliable, whether you’re reviewing it monthly or quarterly.

The built-in categories support your team in staying aligned, especially when multiple people contribute to reports. From reducing downtime to keeping budgets on track, this template serves you by giving a clear framework to work from. There’s no second-guessing where to put your numbers or how to interpret them. 

Key elements of the fleet management report template

Here are six essential elements that make the template effective:

  • Fleet overview: Start with the basics, such as the total number of vehicles, their types, and average age. This gives context to the rest of your data and allows you to track how your fleet is evolving over time.
  • Vehicle utilization: Next, check how actively your vehicles are being used. You’ll see average mileage per vehicle and identify which ones sit idle too often, which is critical for adjusting assignments or downsizing.
  • Maintenance and repairs: Track both scheduled and unscheduled maintenance. By highlighting downtime trends, you can reduce disruptions and get ahead of recurring repair issues.
  • Fuel efficiency: Monitor total fuel consumption and average fuel economy. This section supports better decisions on vehicle replacement or route optimization.
  • Safety and compliance: Capture incident data and compliance rates. You can use this to reinforce training or update safety protocols.
  • Operating costs: Break down expenses like fuel, insurance, and maintenance. This helps you identify cost drivers and spot savings opportunities.

Gain better control over your fleet

Download this template and get clearer insights across your fleet faster. Whether you’re managing costs, flagging underused vehicles, or monitoring repairs, this template gives you a practical framework to work from—no need to build it from scratch. Use it to bring clean, actionable data to your next review.

Related categories

  • Operational excellence templates
  • Logistics and transportation templates
  • Supply chain templates
Preview of the template
Entity
Page 1
Fleet Overview
Total number of vehicles in the fleet
Average age of the fleet
Breakdown of vehicle types (e.g. sedans, trucks, vans)
Total mileage across the fleet
Vehicle Utilization
Average miles per vehicle per month
Percentage of vehicles in use at any given time
Provide details on any vehicles that are underutilized and opportunities for optimization
Maintenance and Repairs
Total maintenance and repair costs for the reporting period
Number of vehicles requiring unscheduled repairs
Provide average number of days a vehicle is out of service for unscheduled repairs
Describe any patterns or trends in the types of repairs being performed
Fuel Efficiency
Total fuel consumption across the fleet
Average fuel economy per vehicle
Describe any strategies or initiatives being explored to reduce fuel costs
Safety and Compliance
Number of accidents or incidents reported
Percentage of vehicles in compliance with safety regulations
Provide details on any safety-related issues and plans to address them
Fleet Costs
Total fleet operating costs for the reporting period
Breakdown of costs (e.g. fuel, maintenance, insurance)
Describe any initiatives or strategies being explored to reduce overall fleet costs

More templates like this

Fleet management template
Fleet management template
Track vehicle details, maintenance tasks, fuel logs, and driver info in one place. This template helps you keep your fleet organized and audit-ready.
Supply chain templates
Truck fleet management template
Truck fleet management template
Stay in control of fleet operations with a template designed to support daily planning, long-term tracking, and team-wide consistency.
Maintenance templates
Fleet management audit checklist
Fleet management audit checklist
This checklist helps you review vehicle performance, track repairs, document safety issues, and keep fleet audits standardized over time.
Quality assurance templates
Annual vehicle inspection form
Annual vehicle inspection form
Ensure yearly compliance and safety with this comprehensive form, which includes sections for all major vehicle systems.
Maintenance templates
Car engine maintenance checklist
Car engine maintenance checklist
A checklist for maintaining your car's engine
Maintenance templates
Car maintenance log template
Car maintenance log template
A checklist to log maintenance activities for your vehicle
Maintenance templates

Related resources

Access a complete set of resources aimed at maximizing safety, quality, and operational excellence, including detailed guides, related templates, and real-world use cases.

Topic guides

Read in-depth guides covering key topics related to this article.

Commercial vehicle maintenance: The ultimate guide for transporters and fleet managersFleet maintenance: How to build a successful programJourney management: A guide for safer travel
See all topic guides

Template collections

See comprehensive collections of best practice templates related to this topic.

4 fleet management templates for smoother operations3 free fleet safety program templates to boost compliance10 free vehicle maintenance checklists
See all template collections

Use cases

Check out how the Lumiform software can be utilized for related use cases.

Fleet management softwareFleet safety softwareVehicle inspection softwareVehicle maintenance software
See all use cases

Other resources

Explore all the additional resources we offer to assist you in mastering this topic.

Essential areas of fleet management3 Types of vehicle inspectionsVehicle Maintenance App: 4 Key FeaturesRoad Safety: A Guide to Responsible and Safe Driving

Frequently asked questions

How do you track fleet downtime across multiple locations?

To accurately track downtime across several locations, you can centralize your reporting using Lumiform. Include time out of service, cause of downtime, and actions taken. Use standard codes or categories for repair reasons to make comparisons easier. For remote teams, assigning downtime tracking roles per site can help maintain consistency.

What’s a good way to measure the efficiency of fleet utilization?

First, calculate average miles per vehicle per day and compare it to your industry’s benchmark. Then, look at the ratio of active to inactive vehicles, and match that against job demand. Low mileage or frequent idle periods usually point to poor allocation. Reviewing usage against routes and driver schedules also highlights optimization opportunities.

How do you manage maintenance scheduling without disrupting operations?

Stagger routine maintenance around low-demand periods or rotate backup vehicles into service to cover gaps. Assign calendar-based reminders for inspections and oil changes, but also monitor usage-based triggers like engine hours or mileage. Pair this with service history tracking to avoid over-servicing or missing critical intervals.


This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.
Lumiform logo
Platform
HomeSign upProductAll featuresPricingEnterpriseTrust and securityCustomer success offeringsDownload the app
Solutions
IndustriesFood and hospitalityManufacturingConstructionRetailTransport and logisticsFacility management
Business needsHealth and safetyQualityOperational excellenceRisk management and compliance
Uses cases
Learn
Template collectionsTopic guidesLexiconHelp centerJournalInfographicsVideos
Resources
Lumiform templatesby industryby use caseby business needAll categories
Customer storiesDeveloper APIResource hubIntegrations
Company
AboutJobsLegalBook a demoContact sales
© 2025 LumiformTerms and conditionsPrivacyData processingSitemap
App StoreGoogle play