Free fleet driver log
Download a free fleet driver log template. Track driver hours, routes and vehicle assignments for compliance. PDF format, ready to print.
Updated 3 May 2026
Fleet Driver Log
Daily driver activity and journey record
Pre-Start Vehicle Checks
Post-Shift Checks
Fuel & Expenses
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Short answer
A fleet driver log records who drove which vehicle, when and where, the kilometres, and the hours worked and rested each shift. Drivers complete it every shift. For fatigue-regulated heavy vehicles, Part 6.4 of the HVNL sets the work diary rules where they apply; for other vehicles the log is practice that supports the primary duty in section 19 of the model WHS Act.
Checked against Heavy Vehicle National Law (HVNL) (Current as at 1 August 2026, incorporating the Heavy Vehicle National Law Amendment Act 2025 (Queensland)) on by the MapTrack templates team. How we check templates
Key takeaways
- The MapTrack fleet driver log contains 15 checks across 3 sections. Sections covered: Pre-Start Vehicle Checks, Post-Shift Checks, Fuel & Expenses.
- A driver log is not a work diary: where HVNL section 293 applies, the driver must keep the work diary and carry it while driving.
- HVNL work diary rules apply in participating jurisdictions only; WA and the NT have not adopted the HVNL.
- For FBT, the operating cost method reduces for business use only if log book and odometer records are kept (FBT Act s 10A).
- Record trips at the time of travel, not at day's end, so the log stands up in an incident investigation.
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Used by construction, mining and field service teams
What is a fleet driver log?
A fleet driver log is a structured record used to document which drivers operated which vehicles, the routes taken, hours worked and kilometres driven during each shift or day. Fleet managers use driver logs to maintain chain of responsibility compliance, monitor fatigue management obligations and build an auditable history of vehicle usage across the fleet. In Australia, the Heavy Vehicle National Law (HVNL) requires drivers of fatigue-regulated heavy vehicles doing 100+km work under standard hours, or working under basic or advanced fatigue management, alternative compliance or exemption hours, to record work and rest times in a work diary. Even for light vehicle fleets not subject to HVNL work diary requirements, maintaining driver logs is considered best practice for duty of care under Section 19 of the WHS Act 2011.
Beyond regulatory compliance, a well-maintained fleet driver log provides valuable operational data. Fleet managers can analyse driver utilisation rates, identify vehicles that are being over-used or under-used, and cross-reference driver logs with fuel records and maintenance schedules to spot anomalies. When incidents occur, the driver log provides a clear record of who was driving, when and where, supporting incident investigation, insurance claims and any legal proceedings. Organisations that operate shared vehicle pools benefit particularly from driver logs because the record establishes accountability for each vehicle at every point in the day.
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Benefits of using this fleet driver log
- Chain of responsibility: document driving hours and rest breaks to meet fatigue management obligations under the HVNL.
- Driver accountability: know exactly who was driving which vehicle at any given time for incident investigation and fleet management.
- Fatigue management: recording start times, end times and rest breaks helps prevent driver fatigue and demonstrates duty of care.
- Vehicle utilisation: analyse usage patterns across the fleet to identify under-used or over-worked vehicles and optimise allocation.
- Insurance support: a signed driver log provides evidence for insurance claims and liability investigations following incidents.
- Audit trail: completed logs create a documented history for regulatory audits, compliance reviews and internal governance.
Benefits of digitising forms in MapTrack
When you move your logs from paper to MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Email the right people when a form is submitted, with an automation you set up.
- File every completed form against the asset, location or person it covers.
- Download any completed form as a PDF, with failed answers listed at the top.
- Fill in forms offline; they upload when the device is back online.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Set who can view, fill in or edit forms with user roles.
- Upload a paper form (PDF, Word, Excel or a photo) and MapTrack's AI builds a digital version for you to check.
- Schedule services by odometer, engine hours or date for every vehicle.
- Keep fuel receipts and service records with each vehicle's inspections.
- Record repair costs on each work order against the vehicle.
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Intuitive for field crews
“MapTrack's a great platform - intuitive for the guys out in the field and also has fantastic support.”
Matthew Anderson
Maintenance Planning Supervisor, Supagas
What to include in a fleet driver log
This fleet driver log covers 9 key areas:
- Header: date, fleet or depot name, shift period (day/night/split).
- Driver details: driver name, employee ID, licence number, licence class and expiry date.
- Vehicle assignment: vehicle registration, fleet number, odometer at start and end of shift.
- Trip log rows (12+ rows): departure time, origin, destination, arrival time, purpose, kilometres this trip.
- Rest break log: start time, end time, duration, location for each break taken.
- Daily summary: total driving hours, total rest hours, total kilometres, number of trips.
- Incidents or notes: free-text section for recording any incidents, defects observed or unusual events.
- Fatigue declaration: driver confirms adequate rest before starting and fitness to drive.
- Signatures: driver signature and supervisor or fleet manager acknowledgement.
How to use this fleet driver log
- Complete the header with the date, depot or fleet name, and the shift period.: Record whether this is a day shift, night shift or split shift. This information helps fleet managers assess fatigue risk and ensures the log is filed against the correct operating period.
- Fill in driver details and vehicle assignment before moving the vehicle.: Record the driver name, employee ID, licence number, class and expiry. Note the assigned vehicle registration, fleet number and starting odometer reading. Cross-check that the licence class covers the vehicle type being driven.
- Log each trip as it occurs, recording departure time, origin, destination, arrival time and kilometres.: Enter each trip at the time of travel rather than from memory at the end of the day. Accurate timestamps and odometer readings are essential for fatigue management compliance and for reconciling vehicle usage against fuel records.
- Record all rest breaks with start and end times, duration and location.: Under fatigue management legislation, drivers must take mandatory rest breaks. Document each break to demonstrate compliance. For heavy vehicle drivers, these records must align with NHVR work diary requirements.
- Complete the daily summary and sign the fatigue declaration at the end of the shift.: Total all driving hours, rest hours and kilometres. Sign the fatigue declaration confirming you had adequate rest before starting the shift. Submit the completed log to your fleet manager or supervisor for review and filing. Retain logs for a minimum of three years.
In MapTrack, you can track your fleet with GPS and digital pre-starts. Each submission is stored as a timestamped PDF against the asset record.
Get the free templateEnter your email above to download the full fleet driver log as a PDF.Back to download formHow often should you complete this log?
A fleet driver log should be completed for every shift or day that a vehicle is operated. Each driver should start a new log entry at the beginning of their shift and complete it before handing the vehicle over or ending the day. Completed logs should be submitted to the fleet manager daily and retained for at least three years to support compliance audits and incident investigations.
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Frequently asked questions
Applicable regulatory standards
This template is a starting point. Check the current requirements that apply to your equipment, work and location. The template alone does not establish compliance.
| Standard | Edition | Clauses this template relies on | Source |
|---|---|---|---|
| Heavy Vehicle National Law (Queensland)Fatigue record keeping, including work diaries where s 291 applies. Participating jurisdictions only, not WA or the NT. | Current as at 1 August 2026, incorporating the Heavy Vehicle National Law Amendment Act 2025 (Queensland) | Queensland Government (Office of the Queensland Parliamentary Counsel), administered by the National Heavy Vehicle Regulator | |
| Heavy Vehicle (Fatigue Management) National RegulationHow a written work diary is obtained and what must be recorded in it. | Current as at 1 August 2026 (Queensland Legislation reprint) |
| Queensland Government (Office of the Queensland Parliamentary Counsel), administered by the National Heavy Vehicle Regulator |
| Model Work Health and Safety Act (Model Work Health and Safety Bill)Primary duty of care for workers who drive, so far as reasonably practicable. | Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025) |
| Safe Work Australia (drafted by the Parliamentary Counsel's Committee) |
| Fringe Benefits Tax Assessment Act 1986Log book and odometer records needed to claim business use under the operating cost method, and the log book period. | Compilation C2026C00332, effective 2026-07-01, registered 2026-07-24; current as at 2026-10-26 (Federal Register of Legislation) |
| Commonwealth of Australia (Federal Register of Legislation) |
Heavy Vehicle National Law (Queensland)
Edition: Current as at 1 August 2026, incorporating the Heavy Vehicle National Law Amendment Act 2025 (Queensland)
Fatigue record keeping, including work diaries where s 291 applies. Participating jurisdictions only, not WA or the NT.
Heavy Vehicle (Fatigue Management) National Regulation
Edition: Current as at 1 August 2026 (Queensland Legislation reprint)
How a written work diary is obtained and what must be recorded in it.
- Part 3: Work diary requirements: obtaining a written work diary, what must be recorded and how.
Model Work Health and Safety Act (Model Work Health and Safety Bill)
Edition: Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025)
Primary duty of care for workers who drive, so far as reasonably practicable.
- s 19: Primary duty of care: a PCBU must ensure, so far as is reasonably practicable, the health and safety of workers and others, including safe plant, systems, training and supervision.
Safe Work Australia (drafted by the Parliamentary Counsel's Committee)
Fringe Benefits Tax Assessment Act 1986
Edition: Compilation C2026C00332, effective 2026-07-01, registered 2026-07-24; current as at 2026-10-26 (Federal Register of Legislation)
Log book and odometer records needed to claim business use under the operating cost method, and the log book period.
- s 10A: Operating cost reduces for business use in a log book year only if log book and odometer records are kept.
- s 162H: Sets the applicable log book period for a car.
Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.
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Fleet driver log preview
The numbers behind this fleet driver log
The pages below gather the figures behind this kind of check. Each figure on them carries its source and date, so you can quote it in a toolbox talk, a budget case or a board paper without chasing the original report.
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<div style="max-width:480px;font-family:system-ui,-apple-system,'Segoe UI',Roboto,sans-serif;border:1px solid #E5E7EB;border-radius:12px;padding:20px;background:#ffffff;">
<p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
<p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Fleet driver log</p>
<ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
<li style="margin:4px 0;">Header: date, fleet or depot name, shift period (day/night/split).</li>
<li style="margin:4px 0;">Driver details: driver name, employee ID, licence number, licence class and expiry date.</li>
<li style="margin:4px 0;">Vehicle assignment: vehicle registration, fleet number, odometer at start and end of shift.</li>
<li style="margin:4px 0;">Trip log rows (12+ rows): departure time, origin, destination, arrival time, purpose, kilometres this trip.</li>
<li style="margin:4px 0;">Rest break log: start time, end time, duration, location for each break taken.</li>
<li style="margin:4px 0;">Daily summary: total driving hours, total rest hours, total kilometres, number of trips.</li>
</ul>
<p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/fleet-driver-log" style="color:#071D49;font-weight:600;text-decoration:none;">Fleet driver log</a> by MapTrack</p>
</div>Free to reuse, including commercially. This template is published under a Creative Commons Attribution 4.0 licence. Copy it, adapt it, put it on your own site or in your own docs. All we ask is that you credit MapTrack with a link back to this page. The snippet above already includes that credit, so if you use it as-is you’re covered.
Cite this template
Writing about this topic? You’re welcome to quote this checklist. Here’s the wording to use so your readers can find the original.
The MapTrack fleet driver log contains 15 checks across 3 sections.
- Short attribution
- MapTrack Fleet driver log, https://www.maptrack.com/templates/fleet-driver-log
- Reference list
- MapTrack. (2026). Fleet driver log [Checklist template]. Retrieved from https://www.maptrack.com/templates/fleet-driver-log
Free to reuse with credit under a Creative Commons Attribution 4.0 licence. If you’d rather link straight to it, the page is https://www.maptrack.com/templates/fleet-driver-log.
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