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Free fleet trip report

Download a free fleet trip report. Record departure, destination, kilometres, fuel and purpose for every fleet trip. PDF ready to print.

Updated 3 May 2026

Fleet Trip Report

Vehicle trip and journey documentation

Live form
0 of 15 checks

Trip Planning

1Trip purpose documented and approved
2Route planned and communicated to base
3Estimated time of arrival confirmed
4Emergency contacts and procedures reviewed
5Required documents carried (licence, rego, insurance)

Vehicle Condition

6Fuel level sufficient for planned journey
7Tyre condition and pressure acceptable
8Lights, indicators, and brake lights working
9Windscreen and mirrors clean, no damage
10Safety equipment present (first aid, fire extinguisher)

Post-Trip Checks

11Vehicle returned to base in satisfactory condition
12Odometer reading recorded at trip end
13Any incidents or damage reported to fleet manager
14Fuel receipts and toll records submitted
15Keys and fuel card returned to designated location

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FreePDFUpdated May 2026

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These templates are free general guides provided as-is. They do not constitute legal, safety or compliance advice. You are responsible for ensuring any form meets your specific workplace obligations, industry standards and applicable regulations.

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Jarrod Milford

Jarrod Milford

Co-Founder & Commercial Director

Updated 3 May 2026
Also see:GPS and fleet tracking →Best fleet management software (AU) →MapTrack vs Fleetio →

Short answer

A fleet trip report records each trip a fleet vehicle makes: departure point, destination, times, odometer readings, kilometres, fuel and whether the purpose was business or private. Drivers fill it in each day the vehicle is used. Under section 10A of the Fringe Benefits Tax Assessment Act 1986, business use reduces a car's operating cost value only if log book and odometer records are kept.

Checked against FBT Assessment Act 1986 (Compilation C2026C00332, effective 2026-07-01, registered 2026-07-24; current as at 2026-10-26 (Federal Register of Legislation)) on by the MapTrack templates team. How we check templates

Key takeaways

  • The MapTrack fleet trip report contains 15 checks across 3 sections. Sections covered: Trip Planning, Vehicle Condition, Post-Trip Checks.
  • FBT Act s 10A: business use reduces a car's operating cost value only when log book and odometer records are kept.
  • Record start and finish odometer readings and the purpose of every trip at the time of travel, not reconstructed later.
  • The ATO's fuel tax credit guidance lists log books, odometer readings and GPS data as supporting records.
  • Sole traders using the logbook method normally need 12 continuous weeks of records, renewed every five years, or sooner for an added car or ATO notice.

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Used by construction, mining and field service teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt

What is a fleet trip report?

A fleet trip report is a structured document used to record the details of each trip taken by a fleet vehicle. It captures the departure point, destination, departure and arrival times, odometer readings, kilometres driven, fuel consumed and the purpose of each trip. Fleet managers use trip reports to monitor vehicle utilisation, validate business versus personal use for fringe benefit tax (FBT) purposes, and identify route inefficiencies across the fleet.

Trip reports provide the raw data needed for fleet cost analysis. By comparing kilometres driven against fuel consumed, managers can identify vehicles with abnormally high consumption that may need servicing. Trip purpose classification supports FBT reporting by substantiating the business-use percentage of each vehicle. When aggregated across the fleet, trip reports reveal usage patterns that inform decisions about fleet size, vehicle allocation, route planning and replacement scheduling. Under the ATO operating cost method, organisations must keep log book and odometer records to reduce the taxable value of a car fringe benefit for business use, making trip reports essential for tax compliance as well as operational efficiency.

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Benefits of using this fleet trip report

  • FBT compliance: substantiate business-use percentage of fleet vehicles with documented trip purpose and kilometres.
  • Cost analysis: compare trip kilometres against fuel consumption to identify vehicles with abnormal running costs.
  • Route optimisation: review trip origins and destinations to identify opportunities for more efficient routing.
  • Vehicle utilisation: track how many trips each vehicle makes per day to optimise fleet allocation and identify under-used assets.
  • Driver accountability: know who drove where and when, supporting incident investigation and operational oversight.
  • Budget forecasting: historical trip data helps predict future fuel, maintenance and replacement costs.

Benefits of digitising forms in MapTrack

When you move your reports 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.”
Supagas

Matthew Anderson

Maintenance Planning Supervisor, Supagas

What to include in a fleet trip report

This fleet trip report covers 8 key areas:

  • Report header: date, vehicle registration, fleet number, driver name, employee ID.
  • Trip rows (15+ rows): trip number, departure time, origin, destination, arrival time, odometer start, odometer end, km this trip, purpose (business/personal).
  • Fuel purchases: time, station or location, litres, fuel type, cost.
  • Daily summary: total trips, total km, business km, personal km, total fuel litres, total fuel cost.
  • Tolls and parking: time, location, amount for each toll or parking charge.
  • Incidents or observations: free-text area for recording any incidents, detours or vehicle issues observed during travel.
  • Route notes: space for recording alternative routes tried, road closures or traffic conditions.
  • Signatures: driver sign-off and supervisor acknowledgement.

How to use this fleet trip report

  1. Fill in the report header with the date, vehicle details and driver information.: Record the vehicle registration, fleet number, driver name and employee ID before starting the first trip. Note the starting odometer reading. This information links the report to the correct vehicle and driver for audit purposes.
  2. Record each trip as it occurs, including departure time, origin, destination, arrival time and odometer readings.: Enter trip details at the time of travel rather than from memory. Note the odometer at departure and arrival to calculate accurate trip distance. Classify each trip as business or personal for FBT purposes.
  3. Log any fuel purchases, tolls or parking charges incurred during the day.: Record the fuel station, litres dispensed, fuel type and cost. Retain fuel receipts and attach them to the report. Note any tolls or parking charges with the time and location.
  4. Record any incidents, detours or vehicle observations in the notes section.: If you experienced a breakdown, near miss, road closure or noticed a vehicle defect, document it here. This information supports fleet maintenance planning and incident investigation.
  5. Complete the daily summary, sign the report and submit it to your fleet manager.: Total all trip kilometres, separating business and personal. Total fuel litres and cost. Sign the report and submit it for review. The fleet manager should verify the figures and file the report for retention.

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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How often should you complete this report?

A fleet trip report should be completed every day a vehicle is used. For FBT logbook compliance, the ATO requires a continuous 12-week logbook period, but best practice is to maintain trip reports year-round. Each trip should be recorded at the time of travel. Completed reports should be submitted daily and retained for at least five years for FBT record-keeping.

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Frequently asked questions

A fleet trip report focuses on recording the details of each individual trip, including origin, destination, kilometres and purpose. A driver log focuses on the driver, recording hours worked, rest breaks and fatigue management. In practice, many organisations combine elements of both into a single document. Trip reports are primarily used for cost analysis and FBT compliance, while driver logs are primarily used for fatigue management and chain of responsibility.

Yes, if you want accurate fleet cost data and FBT compliance. Every vehicle that is used for business purposes should have a trip report completed for each day of use. This ensures you can substantiate the business-use percentage for FBT, track running costs per vehicle and maintain accountability across the fleet.

The template includes a trip purpose column (business or personal) and calculates business versus personal kilometres in the daily summary. Under the ATO operating cost method, you need documented evidence of the business-use percentage. A consistently completed trip report provides that evidence and can be used to support your FBT return.

Yes. This fleet trip report template is completely free to download and use. Enter your email on this page and it downloads as a ready-to-print PDF. No account is required. If you later want automated trip recording with GPS verification and digital reporting, MapTrack can help.

Trip reports used to substantiate the business-use percentage of a fleet vehicle should be retained for at least five years after the relevant FBT return is lodged, in line with ATO record-keeping requirements for fringe benefits tax under the Fringe Benefits Tax Assessment Act 1986. Trip records that also support a Fuel Tax Credits claim must be kept for the same five-year period. For Chain of Responsibility purposes under the Heavy Vehicle National Law, retaining trip and load records for at least three years helps show the primary duty (HVNL Section 26C) is being met and supports the due diligence Section 26D requires of executives.

Yes. Record each toll and parking charge with the time, location and amount, and note fuel purchases with the station, litres, fuel type and cost. Keep the receipts and hand them in with the report. Capturing these costs on the day, rather than waiting for a toll statement or card bill, ties each charge to a trip and a driver, which makes reconciliation quicker and shows the real cost of each vehicle's trips.

Record anything that happened on the road: a breakdown, a near miss, a detour, or a vehicle defect you noticed while driving, such as a warning light or a pull to one side, plus road closures, traffic conditions and alternative routes you tried. On the printable form, write these in the Notes / Action column beside the post-trip checks. These notes feed maintenance planning and incident investigation, and over time they show which routes cause repeat delays. Report a defect to your fleet manager as well, rather than leaving it only on the trip report.

Compare the kilometres driven with the fuel bought over the same period. Divide litres by kilometres and multiply by 100 to get litres per 100 km, then compare it with the same vehicle's previous periods and with similar vehicles in the fleet. A vehicle using noticeably more fuel for the same kind of work may need servicing, and a big jump with no change in duties is worth investigating straight away. The kilometres in the journey log and the fuel receipts handed in with each report give you both figures.

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.

  • 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)

    Operating cost method, the log book and odometer records it needs, and the log book period.

    • s 10: Taxable value of car fringe benefits on a cost basis, the operating cost method.
    • 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.

    Commonwealth of Australia (Federal Register of Legislation)

  • Taxable value of a car fringe benefit

    Edition: Web guidance, last updated 6 March 2025

    ATO explanation of the statutory formula and operating cost methods for car fringe benefits.

    Australian Taxation Office

  • Fuel tax credit business records - overview

    Edition: Web guidance, last updated 28 November 2019

    Lists log books, odometer readings and GPS data among records supporting fuel tax credit claims.

    Australian Taxation Office

  • Logbook method (deductions for motor vehicle expenses)

    Edition: Web guidance, last updated 19 June 2024

    Income tax logbook method for sole traders and partnerships with an individual partner; companies cannot use it.

    Australian Taxation Office

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 trip report preview

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The numbers behind this fleet trip report

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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Run an industry blog, trade association site, or training resource? Drop a preview of this free fleet trip report straight into your page. The snippet is self-contained, needs no scripts, and links readers back to the full free template.

<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 trip report</p>
  <ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
    <li style="margin:4px 0;">Report header: date, vehicle registration, fleet number, driver name, employee ID.</li>
    <li style="margin:4px 0;">Trip rows (15+ rows): trip number, departure time, origin, destination, arrival time, odometer start, odometer end, km this trip, purpose (business/personal).</li>
    <li style="margin:4px 0;">Fuel purchases: time, station or location, litres, fuel type, cost.</li>
    <li style="margin:4px 0;">Daily summary: total trips, total km, business km, personal km, total fuel litres, total fuel cost.</li>
    <li style="margin:4px 0;">Tolls and parking: time, location, amount for each toll or parking charge.</li>
    <li style="margin:4px 0;">Incidents or observations: free-text area for recording any incidents, detours or vehicle issues observed during travel.</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-trip-report" style="color:#071D49;font-weight:600;text-decoration:none;">Fleet trip report</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 trip report contains 15 checks across 3 sections.

Short attribution
MapTrack Fleet trip report, https://www.maptrack.com/templates/fleet-trip-report
Reference list
MapTrack. (2026). Fleet trip report [Checklist template]. Retrieved from https://www.maptrack.com/templates/fleet-trip-report

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-trip-report.

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