Free fleet driver log
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Download a free fleet driver log template. Track driver hours, routes and vehicle assignments for compliance. PDF format, ready to print.
Commercial Director
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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 to record work and rest times. 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.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- 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.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Monitor odometer and service-interval triggers across your entire fleet.
- Capture fuel receipts and trip logs alongside vehicle inspection data.
- Compare vehicle downtime and repair costs to inform replacement decisions.
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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.
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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.
Frequently asked questions
- Who should use a fleet driver log?
- Any organisation that operates a fleet of vehicles should use a fleet driver log. This includes transport and logistics companies, construction firms, mining operations, local government, utilities providers and any business with pool vehicles. For heavy vehicle operators, driver logs support chain of responsibility and fatigue management compliance under the HVNL. For light vehicle fleets, they demonstrate duty of care under the WHS Act.
- How often should drivers complete the log?
- Drivers should complete the log for every shift or day they operate a vehicle. Each trip should be recorded at the time of travel, not retrospectively at the end of the day. Rest breaks should also be logged in real time. The completed log should be submitted to the fleet manager or supervisor before the end of the shift or at handover.
- Can this replace a digital fleet management system?
- A paper-based fleet driver log is a good starting point for organisations that do not yet have a digital fleet management system. However, as fleet size grows, paper logs become difficult to consolidate, search and analyse. Digital systems like MapTrack automate trip recording via GPS, capture odometer readings automatically and integrate with maintenance schedules, providing real-time visibility that paper logs cannot match.
- How long should fleet driver logs be retained?
- The National Heavy Vehicle Regulator recommends retaining driver records for at least three years to support compliance audits and incident investigations. For FBT logbook purposes, the ATO requires records to be kept for five years from the date of lodgement. Company policy may specify longer retention periods depending on insurance and contractual requirements.
- Is this fleet driver log template free to download?
- Yes. This fleet driver log template is completely free to download and use. Open the HTML file in any browser and use Print then Save as PDF to generate a printable copy. No MapTrack account is required. Use the form for any fleet vehicle type. If you later want digital driver logs with GPS-verified trips and automatic reporting, MapTrack can help.
Applicable regulatory standards
This template aligns with the following regulations and standards:
- Heavy Vehicle National Law (HVNL) - Fatigue management and work diary requirements
- WHS Act 2011, Section 19 - Primary duty of care
- NHVR Work Diary requirements for fatigue-regulated heavy vehicles
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