Templates
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.

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 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.

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

Take your fleet operations to the next level with our fleet management template. This digital solution addresses the complex challenge of coordinating vehicles, maintenance, drivers, and fuel usage across multiple locations. The template features customizable inspection checklists, maintenance scheduling tools, driver performance tracking, and fuel efficiency monitoring—all accessible from both desktop and mobile devices.

With unplanned vehicle downtime costing operations significantly, this template’s predictive maintenance capabilities help you reduce downtime. For example, when tracking increasing fuel consumption in delivery vehicles, you can use the template to correlate maintenance needs, driver behavior, and route information to identify and resolve inefficiencies before they impact service delivery.

Related categories

Preview of the template
Entity
Page 1
Vehicle Information
Vehicle ID
Make
Model
Year
License Plate
VIN
Fuel Type
Enter current odometer reading
Enter date of last service
Driver Information
Driver Name
Driver License Number
Driver License Expiration Date
Emergency Contact Name
Emergency Contact Number
Maintenance and Repairs
Enter date of last oil change
Enter date of last tire rotation
Enter date of last brake inspection
Enter date of last battery replacement
Enter date of last fluid flush
Enter date of last wiper blade replacement
Enter date of last exterior detailing
Enter date of last interior detailing
Fuel and Mileage
Enter average fuel consumption (miles per gallon)
Enter total fuel costs for this vehicle
Enter average monthly mileage for this vehicle
Insurance and Registration
Insurance Provider
Policy Number
Policy Expiration Date
Registration Expiration Date

Frequently asked questions

Who is responsible for filling out fleet records?

Typically, the person with the most direct contact with the vehicle—like a site manager, technician, or lead driver—should complete the records. It’s important to assign a clear point of contact for each asset to avoid gaps or duplicate entries. Some companies rotate the role during shift changes but keep the reporting structure consistent.

How can a fleet management template reduce my operational costs?

A fleet management template reduces costs by helping you track maintenance needs before they become expensive repairs, monitor fuel consumption patterns to identify waste, optimize vehicle utilization across your fleet, and improve driver behavior through performance tracking. Companies using structured fleet management systems typically see 12-25% reductions in key expense categories.

How can I customize the fleet management template for my specific industry needs?

Customize your template by adding industry-specific compliance sections, adjusting maintenance schedules to match your vehicle types, incorporating specialized inspection checklists, and modifying driver performance metrics to align with your operational priorities. Lumiform’s digital platform allows you to easily adapt the template without technical expertise.

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.