Fleet Management Template | Editable & Free Download

Fleet management template

Keeping track of multiple vehicles, drivers, and maintenance logs across different sites or projects can become an operational headache if you don’t stay on top of it. This fleet management template helps you standardize the way your team records and monitors key data. It covers odometer readings, service intervals, fuel usage, insurance info, and beyond.

Save time with a clear vehicle tracking system

The fleet management template is split into simple sections: vehicle details, driver info, maintenance history, and fuel and insurance data. This structure allows you to centralize everything in one place—from tire rotations to license expiration dates—so nothing gets missed.

You can use the template to log current mileage, track service dates, assign drivers, and even monitor fuel costs. This gives you better visibility across your entire fleet and lets you act fast when something’s due.

The template benefits you by standardizing documentation across locations and teams. Whether you’re managing ten vehicles or hundreds, it’s easier to stay consistent and improve reporting accuracy. Make the most of it by using it as a shared digital record your team updates regularly.

How to use the fleet management template effectively

Here’s a quick guide to getting started with the template:

Customize the template for your fleet. Edit fields in the app to match your internal tracking needs. You can include engine type, fuel card numbers, or region-specific compliance checks. This ensures you collect the right information from the start.
Assign responsibility to one team member per vehicle. Assign the template to the person most familiar with the vehicle—typically a site manager, driver, or fleet coordinator. This reduces reporting gaps and avoids confusion.
Update during key touchpoints. Ask staff to fill out the template after refueling, completing maintenance, or switching drivers. With consistent updates, you can build a reliable data history that’s easy to track.
Use action tasks for urgent issues. If a problem is flagged, like a worn tire or overdue inspection, assign an action directly in the app so it’s clear who follows up and when.
Review data monthly to spot trends. Use built-in analytics to view mileage trends, maintenance frequency, or fuel use. This lets you make smarter decisions around scheduling, budgeting, and vehicle rotation.

Improve how your team tracks fleet data

Download the fleet management template and build a consistent process for managing your vehicles, drivers, and maintenance tasks. Whether you’re overseeing several vans or an entire fleet, this tool gives you a clean, organized way to stay on top of routine updates and recurring issues. Assign tasks, track service history, and keep vital info like license renewals and fuel use easily accessible for your team.

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.

What’s a common mistake in fleet recordkeeping?

A common issue is skipping small updates like minor repairs or ad-hoc refueling. These “invisible” costs add up and distort data over time. Logging every expense—even small purchases like windshield wiper fluid—provides a more realistic picture of total operating costs and helps with budgeting decisions later.

What’s a good way to train staff on fleet procedures?

Keep training practical and role-specific. For example, drivers should know how to record odometer readings and flag maintenance needs, while admin staff may focus on tracking cost data and service schedules. Using visual aids or short mobile-friendly guides can speed up onboarding and boost adoption across departments.

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.