Free vehicle maintenance log
Free vehicle maintenance log template (PDF-ready). Track every service, repair, parts replacement and cost per vehicle in one register. Download free.
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Updated 26 Oct 2026
Vehicle Maintenance Log
Fleet maintenance register: record all service, repair and tyre work
| # | Date | Odometer | Type | Description of Work | Parts Used | Workshop | Cost ($) | Next (Date) | Next (km) |
|---|---|---|---|---|---|---|---|---|---|
| e.g. | 12/03/2024 | 3,120 | Plant | Excavator - 8 tonne | - | - | 145,000 | 12/03/2024 | 3,120 |
| 1 | |||||||||
| 2 | |||||||||
| 3 | |||||||||
| 4 | |||||||||
| 5 |
The PDF includes all 21 numbered rows, ready to print or fill on screen.
Fleet Manager Approval
Signature
Print name
Date
How to use: download the PDF, print or complete digitally on any device.
- PDF format, ready to print or fill on screen
- Use as-is or customise to suit your operation
- Go digital in MapTrack for photos, reminders and audit trails
Don't just download it - use it live. Start a free workspace with this vehicle maintenance log already built, so your crew can run it from a phone.
Co-Founder & Commercial Director
Short answer
A vehicle maintenance log is a running register of every service, repair, inspection and recall on one vehicle, with the date, odometer, work done, parts, cost and next service due. Fleet managers update it after every maintenance event. Regulation 213 of the model WHS Regulations requires plant, which includes work vehicles, to be maintained by a competent person following the manufacturer's recommendations. No log format is prescribed.
Checked against Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011) on by the MapTrack templates team. How we check templates
Key takeaways
- The MapTrack vehicle maintenance log has 9 columns and room for 21 entries. Columns: Date, Odometer, Type, Description of Work, Parts Used, Workshop, Cost ($), Next (Date), Next (km).
- One running record per vehicle of every service, repair and defect, so history travels with the asset instead of living in invoices.
- A service record proves scheduled work happened. The maintenance log also captures unscheduled repairs and defects, which is where the pattern lives.
- Under the model WHS Regulations the duty to maintain plant covers fleet vehicles, so the log is the evidence of that duty.
- For heavy vehicles the Heavy Vehicle National Law makes maintenance records part of Chain of Responsibility evidence.
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Used by construction, mining and field service teams
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), a heavy vehicle must not be used on a road if it is unsafe (section 89, Chapter 3), and a maintenance history is the practical evidence of that 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.
Keeping service records for the whole fleet? Our guide covers fleet maintenance software in Australia and what to look for.
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Benefits of using this vehicle maintenance log
- 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.
- Replacement planning: comparing maintenance costs and downtime across vehicles helps fleet managers decide when a vehicle has reached end of economic life and should be replaced.
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.
- 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.
- Raise a work order from a submitted form with an automation you set up.
- 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.
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“Bloody amazing! We used to spend 1-2 days a week tracking and managing our generators alone.”
Steve McAllister
Asset Coordinator, Saunders International
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 to use this vehicle maintenance log
- Enter vehicle details at the top of the log - registration, make/model, year, VIN/chassis and fleet number.: Create one log per vehicle. Enter the static details once and carry them forward across all entries. This becomes the master header for the vehicle maintenance history.
- Record the date and odometer reading at the time of service.: Record the exact date and odometer reading for every entry. Accurate mileage tracking is essential for calculating service intervals, cost per kilometre and lifecycle replacement timing.
- Describe the service type and work performed, including what was inspected, repaired, adjusted or replaced.: Use consistent terminology for service types such as scheduled minor, scheduled major, unplanned repair, inspection, recall or tyre replacement. Describe the specific work performed in enough detail that a future reader can understand the scope without referring to a separate service record.
- List parts, fluids and materials used - description, part number and quantity.: Include manufacturer part numbers where possible. This supports accurate reordering, warranty claims and cost analysis. Record fluid grades and volumes for compliance and traceability.
- Record cost (parts + labour) and the service provider or technician name.: Separate parts cost from labour cost to enable accurate benchmarking. Note the service provider or internal technician name so repeat issues can be traced to a specific workshop or individual.
- Set the next service due date and odometer based on the manufacturer's schedule or fleet policy.: Enter both a calendar date and an odometer trigger for the next service so the fleet system can generate a reminder on whichever threshold is reached first. Review and update as needed after each entry.
In MapTrack, you can schedule and track maintenance digitally, by date or meter reading. Each submission is stored as a timestamped PDF against the asset record.
Get the free templateEnter your email above to download the full vehicle maintenance log as a PDF.Back to download formHow 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, a continuous maintenance history is the practical evidence of compliance with the vehicle standards in Chapter 3 of the Heavy Vehicle National Law (HVNL) 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.
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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 |
|---|---|---|---|
| Model Work Health and Safety RegulationsMaintenance by a competent person following manufacturer recommendations, where a vehicle is plant used for work. No log format is prescribed. | Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011) |
| Safe Work Australia (drafted by the Parliamentary Counsel's Committee) |
| Model Work Health and Safety Act (Model Work Health and Safety Bill)The general duty to provide and maintain safe plant, so far as is reasonably practicable, which covers work vehicles. | 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) |
| Model Code of Practice: Managing risks of plant in the workplaceGuidance on maintaining and repairing plant to the manufacturer's instructions, using competent people. | November 2024 version (reviewed May 2018; amended 2021, 2023 and 2024) |
| Safe Work Australia |
| Heavy Vehicle National Law (Queensland)Over 4.5 t GVM or ATM, in participating jurisdictions (not WA or the NT): bans using an unsafe heavy vehicle on a road. No stand-alone record duty. | 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 |
| National Heavy Vehicle Inspection ManualIn-service inspection and failure criteria for heavy vehicles. It is not a maintenance or record-keeping standard. | Version 3.2 (August 2026) | Whole instrument | National Heavy Vehicle Regulator |
Model Work Health and Safety Regulations
Edition: Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011)
Maintenance by a competent person following manufacturer recommendations, where a vehicle is plant used for work. No log format is prescribed.
- reg 213: Plant must be maintained, inspected and, if necessary, tested by a competent person, following manufacturer or competent person recommendations; annual inspection applies only if neither is practicable.
Safe Work Australia (drafted by the Parliamentary Counsel's Committee)
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)
The general duty to provide and maintain safe plant, so far as is reasonably practicable, which covers work vehicles.
- 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)
Model Code of Practice: Managing risks of plant in the workplace
Edition: November 2024 version (reviewed May 2018; amended 2021, 2023 and 2024)
Guidance on maintaining and repairing plant to the manufacturer's instructions, using competent people.
- Section 3.6: Maintenance, repair and cleaning of plant, following manufacturer instructions and by competent people.
Heavy Vehicle National Law (Queensland)
Edition: Current as at 1 August 2026, incorporating the Heavy Vehicle National Law Amendment Act 2025 (Queensland)
Over 4.5 t GVM or ATM, in participating jurisdictions (not WA or the NT): bans using an unsafe heavy vehicle on a road. No stand-alone record duty.
- s 6: Defines a heavy vehicle as a vehicle with a GVM or ATM over 4.5 tonnes, or a combination including one.
- s 89: Safety requirement: a person must not use, or permit to be used, on a road a heavy vehicle that is unsafe.
- s 26C: Primary duty: each party in the chain must ensure, so far as is reasonably practicable, the safety of its transport activities.
National Heavy Vehicle Inspection Manual
Edition: Version 3.2 (August 2026)
In-service inspection and failure criteria for heavy vehicles. It is not a maintenance or record-keeping standard.
Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.
Check the current source
Vehicle maintenance log preview
The numbers behind this vehicle maintenance 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;">Vehicle maintenance 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;">Vehicle details: registration, make/model, year, VIN/chassis, fleet number.</li>
<li style="margin:4px 0;">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.</li>
<li style="margin:4px 0;">Type of service: scheduled minor, scheduled major, unplanned repair, inspection, recall or tyre replacement.</li>
<li style="margin:4px 0;">Description of work performed: specific tasks completed, items inspected, components adjusted or replaced, in enough detail for a future reader to understand the scope.</li>
<li style="margin:4px 0;">Parts replaced: description, manufacturer part number, quantity and supplier for reordering and warranty traceability.</li>
<li style="margin:4px 0;">Fluids used: type, brand, grade specification and volume for each fluid changed or topped up.</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/vehicle-maintenance-log" style="color:#071D49;font-weight:600;text-decoration:none;">Vehicle maintenance 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 vehicle maintenance log has 9 columns and room for 21 entries.
- Short attribution
- MapTrack Vehicle maintenance log, https://www.maptrack.com/templates/vehicle-maintenance-log
- Reference list
- MapTrack. (2026). Vehicle maintenance log [Checklist template]. Retrieved from https://www.maptrack.com/templates/vehicle-maintenance-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/vehicle-maintenance-log.
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