Free vehicle maintenance log

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See the first part of the vehicle maintenance log below. Download the full version above.

What is a vehicle maintenance log?

A vehicle maintenance log is a running register used to record every maintenance event for a vehicle over its lifetime. Each entry captures the date, odometer or hour meter reading, type of work (scheduled service, unplanned repair, inspection, recall), a description of work performed, parts and fluids used, cost breakdown (parts and labour), 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 in a single document, supporting cost analysis, replacement planning, warranty compliance and regulatory obligations.

Unlike an individual service record that documents one service event in detail, a maintenance log is the high-level running timeline that shows every event across the vehicle's lifetime. Fleet managers use it to compare total cost of ownership across vehicles, identify units with recurring issues and make data-driven decisions about when to replace an ageing vehicle versus continuing to maintain it. Under the Heavy Vehicle National Law (HVNL) Chapter 4, heavy vehicle operators must maintain records that demonstrate fleet vehicles are being maintained to a safe standard, and these records must be producible during roadside inspections or compliance audits. For light vehicles, a complete maintenance log supports warranty claims, insurance assessments and resale value. In MapTrack, every service, repair and inspection event is automatically logged against the vehicle, building this history digitally with zero manual data entry.

Learn more about maintenance and work orders in MapTrack.

Benefits of digitising forms in MapTrack

When you digitise vehicle log / registers 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).
• Trigger work orders automatically when a fault is logged during an inspection.
• Track service intervals by hours, kilometres or calendar date in one place.
• Attach supplier invoices and parts receipts to each maintenance record.

Book a demo to see how MapTrack handles vehicle log / registers.

What to include in a vehicle maintenance log

This vehicle maintenance log covers 10 key areas:

• Vehicle details: registration, make/model, year, VIN/chassis, fleet number.
• Service date and odometer: record the exact date and the odometer or hour meter reading at the time of each service event to enable accurate interval tracking.
• Type of service: scheduled minor, scheduled major, unplanned repair, inspection, recall or tyre replacement.
• Description of work performed: specific tasks completed, items inspected, components adjusted or replaced, in enough detail for a future reader to understand the scope.
• Parts replaced: description, manufacturer part number, quantity and supplier for reordering and warranty traceability.
• Fluids used: type, brand, grade specification and volume for each fluid changed or topped up.
• Service provider and technician: workshop name, technician name and licence or trade certificate number for accountability and traceability.
• Cost breakdown: parts cost and labour cost separated to enable benchmarking across service providers and vehicles.
• Next service due: both a calendar date and an odometer or hour meter trigger so the fleet system can alert on whichever threshold is reached first.
• Notes and recommendations: any observations, deferred items, upcoming replacement recommendations or safety concerns noted during the service.

How often should you complete this log / register?

Update the vehicle maintenance log after every service event, without exception. Daily or pre-shift entries should capture any unplanned repairs, fluid top-ups or defect corrections identified during the operator pre-start check. Scheduled services are typically recorded at periodic intervals: every 10,000 to 15,000 km or 6 to 12 months for light vehicles, and at manufacturer-specified hour or kilometre intervals for heavy vehicles. Unplanned breakdown repairs, warranty recalls, tyre replacements, registration renewals, safety inspections and roadworthiness checks must also be logged as they occur.

For heavy vehicles, the NHVR under the Heavy Vehicle National Law (HVNL) Chapter 4 expects a continuous maintenance history that can be produced during roadside inspections or compliance audits. Chain of Responsibility (CoR) legislation reinforces this by requiring documented evidence that all parties in the supply chain have taken reasonable steps to ensure vehicle safety. Annual registration inspections and roadworthiness certificates should also be recorded in the log. For light fleet vehicles, a complete log supports warranty claims, insurance assessments and resale value. The key principle is that if work was performed on the vehicle, it must be recorded in the log.

Applicable regulatory standards

This template aligns with the following regulations and standards:

• WHS Act 2011 (Section 19 - Primary duty of care)
• WHS Regulations 2011, Chapter 5 - Plant and Structures
• Heavy Vehicle National Law (HVNL) Chapter 4
• NHVR National Heavy Vehicle Inspection Manual

Related resources

More maintenance templates and guides:

• Vehicle annual service record
• Vehicle pre-start checklist
• Service interval checklist
• Equipment maintenance log
• Maintenance management (MapTrack)
• GPS and fleet tracking (MapTrack)
• Service history tracking (MapTrack)
• Equipment utilisation tracking
• MapTrack pricing and free trial