Fleet Maintenance Log: Keeping Track Of Fleet Maintenance

From the engine’s roar to the tires’ gentle hum, every part of your vehicle fleet speaks a language. Understanding it requires more than intuition; it demands systematic tracking, meticulous records, and, most importantly, a well-maintained log.

Whether you’re a fleet manager, a business owner, or simply curious about the gears and bolts of this complex world, buckle up as we explore the roadmap to keeping your fleet in top gear.

In this post, we’ll uncover the secrets of a fleet maintenance log and dive into the futuristic realm of fleet maintenance software.

Why is keeping track of fleet maintenance important?

Before we dig deeper into the nature of a fleet vehicle maintenance log, it’s worth answering one common question – why is fleet maintenance important and why is keeping track of it even more vital?

From delivery services to construction businesses, maintaining a fleet of well-functioning vehicles is no small task. Effective maintenance and successful tracking of processes can help fleet managers and owners monitor the health of all vehicles and make informed decisions where necessary.

In a nutshell, here’s why keeping track of fleet maintenance is not just a good practice but an essential one:

Safety guarantee

Your fleet assets are on the road day in and day out. Monitoring your maintenance activities guarantees that every single component is in proper working order, minimizing the risk of unexpected or emergency breakdowns and accidents that could lead to injury or even fatalities.

Reducing costs

Consistent and timely maintenance enables fleet companies to detect potential issues before they become major concerns. Tracking every service and repair enables you to control costs and avoid expensive breakdowns.

Regulatory compliance

Depending on your location, regulatory bodies may require detailed records of vehicle maintenance. Having a comprehensive fleet maintenance vehicle maintenance log helps in adhering to these legal requirements, protecting your business from fines and penalties.

This ultimately helps create a positive brand image and establishes trust among clients and partners.

Boosting performance

A well-maintained fleet performs better and consumes fuel more efficiently.

Through systematic tracking of maintenance activities, you ensure that your trucks and other vehicles are always in top condition, leading to better performance on the road.

Increasing resale value

If you ever decide to sell or trade-in your fleet vehicles, having a detailed maintenance log can significantly boost their value. Prospective buyers often seek a well-documented history as evidence of proper care.

Your fleet maintenance log is the best way to prove that your vehicles have been well-cared for and are in optimal condition.

Data-driven decisions

Keeping detailed fleet maintenance logs allows you to strategically analyze trends over time. Want to know which vehicle costs the most to maintain or when it might be time to replace a vehicle in your fleet? The answers lie in your maintenance records.

A fleet maintenance log, therefore, empowers fleet managers and fleet owners to make the best decisions based on reliable insights.

Customer satisfaction

A breakdown can mean a delayed delivery or service interruption. Staying on top of maintenance minimizes these issues, leading to happier customers and stronger business relationships.

How to keep track of fleet maintenance via a fleet maintenance log?

Fleet managers have two primary scenarios through which they can keep track of fleet maintenance – paper-based methods and fleet maintenance software. Both options have their unique features and can be tailored to fit the needs of different types of fleet operations.


Paper-based tracking is the traditional method of keeping logs, utilizing physical paper and manual entry. It often involves the use of printed spreadsheets and pre-made templates that different members of the team utilize.

This version of fleet maintenance tracking frequently turns out ineffective, especially in today’s dynamic and fast-paced business environment.

The challenges associated with paper-based fleet maintenance tracking usually outweigh the benefits. For example, this approach is prone to human error, difficult to manage (especially when it comes to large fleets), and includes risks of physical damage or loss.

Luckily, there is a reliable solution in the face of fleet maintenance software.

Fleet maintenance software

A fleet management solution can digitize fleet maintenance logs and can completely substitute paper-based models or difficult-to-use online spreadsheets.

Let’s take a sneak peek at some of a fleet maintenance log’s features and what it could look like within a fleet maintenance software.

  • Vehicle information – Digital profiles can include photographs, purchase details, warranty information, and other specifications. It’s all stored in one place, easily searchable, and can be updated as needed.
  • Date and time – Automatically recorded from computer timestamps, this ensures exact accuracy and can be correlated with other data such as GPS location during service
  • Maintenance task & description of work – Pre-set options for common tasks and the ability to add custom descriptions streamline this process. Multimedia attachments can further enhance details.
  • Vendor information – Stored contacts and qualifications can be linked to specific tasks, and the system can even automate communications like appointment reminders. This often falls under Vendor Management features.
  • Mileage/Hours – Integration with vehicle systems can automatically update these figures, or they can be manually entered with validation checks to reduce errors.
  • Expenses – Automatic calculations and integrations with accounting software streamline cost tracking. Historical data can be analyzed for trends and budgeting.
  • Vehicle health – Digital photographs, videos, and detailed descriptions can be used to create a visual and textual record, providing greater transparency and accountability.
  • Comments and notes – Comments can be added easily, and notifications can be sent to relevant parties, fostering collaboration and immediate attention to any concerns.
  • Authorization – Digital signatures provide secure verification and can be linked with specific user accounts for additional accountability.
  • Maintenance schedule – Automated reminders, calendar integrations, and predictive maintenance algorithms via PM Intervals can optimize scheduling, reducing human oversight, and enhancing efficiency.

What should your fleet maintenance log include?

So far, we’ve already established that a fleet maintenance log is an essential tool in managing a fleet of vehicles, such as trucks, buses, or even heavy machinery. Keeping a detailed record of maintenance activities ensures that each vehicle is operating at its best and helps in complying with legal requirements.

But what should your fleet maintenance log consist of?

Although no two fleet vehicle maintenance logs will be exactly the same, here are a few ideas on what your log should include:

Vehicle Identification Information
Make, Model, Year
VIN (Vehicle Identification Number)
License Plate Number
Fleet ID or Asset Number
Mileage/Odometer Reading
Name of the assigned driver or operator

Maintenance Schedule
Type of service (e.g., oil change, tire rotation, engine tune-up)
Maintenance frequency or mileage intervals
Next scheduled service date or mileage

Maintenance History
Date of maintenance
Description of service performed (e.g., replaced brake pads, performed transmission flush)
Parts replaced or repaired
Cost of parts and labor
Service provider’s name and contact information
Invoice/receipt numbers
Notes or special instructions

Inspection Records
Date of inspection
Inspection type (e.g., annual safety inspection, emissions test)
Inspection results (pass/fail)
Repair requirements, if any
Certifying authority details

Fuel Records
Date of fueling
Fuel type and quantity
Fueling location

Accident and Incident Reports
Date of tire purchase or rotation
Tire brand, size, and type
Tread depth
Position on the vehicle

Regulatory Compliance
Relevant permits and licenses
Compliance with federal, state, or local regulations
Records of any violations or fines

Other Miscellaneous Information
Vehicle purchase date and price
Insurance details
Lease or loan agreements
Any customization or special equipment
Emergency contact information

Take advantage of a reliable fleet maintenance log with Fleetpal

As a comprehensive fleet maintenance software, Fleetpal provides the majority of features and modules necessary to create your digital fleet maintenance log and track your maintenance activities.

If you still haven’t tested our solution or have an account but you’re not sure how to make the most of it, don’t waste another minute. Get in touch with our team, schedule a free demo, and let us show you how Fleetapl can work to your advantage.

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Mike Valnev