Free vehicle maintenance log
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A vehicle maintenance log is a running register that records every service, repair and inspection for a vehicle over its lifetime. It covers service dates, odometer readings, work performed, parts replaced, costs and next service due. This page explains what to include, how to use the template, and offers a free PDF-ready form you can download and use straight away. No sign-up required.
Last updated: 2026-03-26 · MapTrack
Commercial Director
How to use: Enter vehicle details at the top → record each service event with date, odometer, work performed, parts and cost → set the next service due → sign off → save as PDF (Print → Save as PDF).
- ✓ PDF-ready. Open and print to PDF
- ✓ Covers service dates, odometer, work performed, parts, costs and next service due
- ✓ Free to use with or without MapTrack
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See the first part of the maintenance log below. Enter your email above to download the full vehicle maintenance log (PDF-ready).
What is a vehicle maintenance log?
A vehicle maintenance log is a running register that records every maintenance event for a vehicle over its lifetime. Each entry captures the date, odometer reading, type of work (scheduled service, repair, inspection), what was done, parts and fluids used, cost, who performed the work, and when the next service is due. The log gives fleet managers a complete picture of each vehicle's maintenance history, supporting cost analysis, replacement planning and compliance.
Benefits of keeping vehicle maintenance logs
- Fleet-wide visibility: every vehicle's maintenance history in one place.
- Cost of ownership tracking: parts, labour and service costs per vehicle over time.
- Resale value: a complete service history increases buyer confidence and resale price.
- Warranty compliance: documented evidence that services were completed on schedule.
- Breakdown prevention: spot trends and recurring issues before they cause unplanned downtime.
- Audit readiness: documented proof of fleet maintenance for WHS and insurance requirements.
Benefits of digitising forms in MapTrack
When you move from paper or static PDFs to digital forms in 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).
Book a demo to see digital vehicle maintenance logs and fleet tracking in MapTrack.
What to include in a vehicle maintenance log
Our free vehicle maintenance log includes:
- Vehicle details: registration, make/model, year, VIN/chassis, fleet number.
- Service date and odometer.
- Type of service: scheduled, repair, inspection or recall.
- Description of work performed.
- Parts replaced: description, part number, quantity.
- Fluids used: type, brand, volume.
- Service provider and technician.
- Cost breakdown: parts + labour.
- Next service due: date and odometer.
- Notes and recommendations.
How to use the vehicle maintenance log
- Enter vehicle details at the top of the log - registration, make/model, year, VIN/chassis and fleet number.
- Record the date and odometer reading at the time of service.
- Describe the service type and work performed, including what was inspected, repaired, adjusted or replaced.
- List parts, fluids and materials used - description, part number and quantity.
- Record cost (parts + labour) and the service provider or technician name.
- Set the next service due date and odometer based on the manufacturer's schedule or fleet policy.
In MapTrack, you can schedule maintenance by date or odometer, log every event on mobile, and track costs per vehicle. All service history sits on the vehicle record. Book a demo to see how.
Get the free template
Enter your email above to download the vehicle maintenance log.
Back to download formHow often to update a vehicle maintenance log
Update the vehicle maintenance log after every service event. This includes scheduled services (typically every 10,000-15,000 km), unplanned repairs, warranty recalls, tyre replacements, registration renewals and safety inspections. In MapTrack, you can schedule maintenance by date or odometer and log every event digitally, building the vehicle's maintenance history automatically.
Frequently asked questions
- What should a vehicle maintenance log include?
- A vehicle maintenance log should include vehicle details (registration, make/model, VIN, fleet number), service date, odometer reading, type of service (scheduled, repair, inspection), description of work performed, parts replaced, fluids used, technician name and provider, cost (parts + labour), and next service due (date and odometer). This creates a running service history for each vehicle.
- How is a vehicle maintenance log different from a service record?
- A vehicle maintenance log is an ongoing register that captures every maintenance event over the vehicle's lifetime in a single document. A service record typically documents one individual service event in detail. The log is your high-level timeline view; the service record is the detailed report for each entry.
- Should I keep a maintenance log for every vehicle in the fleet?
- Yes. Every vehicle in a fleet should have its own maintenance log. This is essential for tracking total cost of ownership, identifying vehicles with recurring issues, planning replacements, maintaining warranty compliance and demonstrating duty of care for WHS obligations.
- Is the template free to use without MapTrack?
- Yes. Download and use the vehicle maintenance log for free. Open the file and use your browser's Print, then Save as PDF. No MapTrack account required. If you later want digital logs linked to each vehicle with scheduling, GPS tracking and cost analysis, we would be happy to show you MapTrack.
Need digital maintenance logs for your entire fleet?
Register each vehicle in MapTrack. Schedule services by date or odometer, log every maintenance event on mobile, track costs per vehicle and get automatic reminders when the next service is due.