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Vehicle Maintenance Log Templates

Reduce downtime of commercial and fleet vehicles with paperless vehicle maintenance logs in a mobile app

Get everyone on the same paperless page.
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What is a Vehicle Maintenance Log?

A vehicle maintenance log is a historical record of the condition and repair work performed on an individual vehicle. It is used by commercial fleet owners ranging from small businesses to large transport operators for preventive maintenance, safety, and record keeping purposes.

Vehicle maintenance logs can be used to document both maintenance work/ costings as well as general vehicle inspection checks.

This article covers 1) tips for implementing an effective vehicle maintenance record-keeping program; 2) downloadable vehicle maintenance log templates; and 3) technology to help you streamline vehicle maintenance logs.

3 Tips for an Effective Vehicle Maintenance Record-keeping Program

An effective vehicle maintenance record-keeping program can help businesses reduce critical downtime, promote driver safety, manage maintenance costs and support insurance claims. Here are 3 tips that can help your business implement an effective vehicle maintenance record-keeping program:

1. Capture critical information only

Make vehicle maintenance records easy to navigate by indicating important vehicle details such as car make and model, insurance information, and vehicle identification number. Document inspections, maintenance, and repairs in detail by indicating the person who conducted it, date of completion and mileage numbers. You can also make reminders such as getting brakes checked or air filters changed. In the event of a vehicle getting involved in an accident, take note of all damages, cost of repairs and replacement parts.

2. Schedule periodical maintenance

Scheduling frequent vehicle maintenance inspections is important to ensure information is gathered regularly. Create a register of all vehicles in your fleet and prepare a maintenance schedule for each vehicle including frequency of inspection and person assigned to complete the inspection. Ensure you communicate to relevant persons assigned to perform the inspection.

3. Take lots of photo evidence

Photos can give you visibility of your vehicle’s condition. Photo evidence helps support required repair work and cost estimates. Photos also help support insurance claims in the event of poor maintenance or repairs performed in your vehicles. Ensure all photo evidence is referenced to the specific vehicle and the time the inspection was performed.

What is iAuditor and How Can I Use it as a Vehicle Maintenance Log?

iAuditor is an inspection software and mobile app which can be used by businesses to streamline their vehicle maintenance inspections and record keeping. iAuditor can be used as a mobile app for vehicle inspections and web-based platform for record-keeping and scheduling:

Mobile Inspections

  • Paperless vehicle inspections and logs on any hand-held device (works offline)
  • Take photo evidence of defects, less time spent writing
  • No more paperwork and emails – all inspections are automatically saved online

Cloud-based Record-keeping

  • Online dashboard to easily access all vehicle maintenance inspections
  • Easily export all reports in PDF or Word format
  • Real-time sharing of vehicle/ car maintenance reports

Vehicle Maintenance Schedule Software

  • Automatically receive reminders on commercial vehicle maintenance schedule and other tasks assigned
  • Online scheduling features to let you know who is not completing their inspections

To help you get started we have created 3 best vehicle maintenance log templates you can download and customize for free.


Jai Andales

SafetyCulture staff writer

Jai is a content writer for SafetyCulture based in Manila. She has been writing well-researched articles about health and safety topics since 2018. She is passionate about empowering businesses to utilize technology in building a culture of safety and quality.