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 with Lumiform

The Lumiform application helps frontline teams uphold internal standards effortlessly.
  • Customize this template or build your own
  • Fill out templates via mobile app
  • Assign and track corrective actions
  • Get reports and analyse your data
Prices start from ░░░ per month
Book a demo
Learn more
or Download template as 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 with Lumiform

The Lumiform application helps frontline teams uphold internal standards effortlessly.
  • Customize this template or build your own
  • Fill out templates via mobile app
  • Assign and track corrective actions
  • Get reports and analyse your data
Prices start from ░░░ per month
Book a demo
Learn more
or Download template as PDF

Our fleet management report template delivers a comprehensive framework for tracking and showcasing your fleet’s performance. This template goes beyond basic vehicle tracking by organizing critical metrics like fuel efficiency, maintenance costs, driver safety scores, and vehicle utilization rates into a professional, presentation-ready format. You’ll transform complex fleet data into clear, actionable insights that demonstrate your department’s value to stakeholders.

According to Verizon Connect’s 2025 Fleet Technology Trends Report, rising costs remain the top concern for 77% of fleet managers. This template directly addresses this challenge by helping you identify cost-saving opportunities through detailed expense tracking and performance analysis—turning your fleet reports from administrative tasks into strategic business tools.

Related categories

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

Frequently asked questions

What metrics should I include in my fleet management report?

Your report should focus on key performance indicators that impact your bottom line: fuel efficiency (miles per gallon), maintenance costs per vehicle, vehicle utilization rates, driver safety scores, downtime percentages, and total cost per mile. Include comparative data showing trends over time to demonstrate improvements and identify areas needing attention.

How can I make my fleet management report more visually appealing?

Transform complex fleet data into visual elements like bar charts for cost comparisons, line graphs for trend analysis, and pie charts for expense breakdowns. Use color coding to highlight areas exceeding targets (green) versus those needing attention (red). Include a concise executive summary with 3-5 key takeaways at the beginning.

What’s the best way to highlight cost savings in my fleet management report?

Focus on comparing current period costs against previous periods and industry benchmarks. Calculate actual savings from preventive maintenance programs, route optimization, or driver training initiatives. Present these savings as both absolute figures and percentages, connecting them directly to specific actions your team implemented.

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.