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Vehicle maintenance log template

A maintenance log for one lorry, trailer, van or car. Scan the VIN plate or fleet number, add the registration and odometer, and set the safety inspection interval and the MOT or annual test date. Then add an entry for every safety inspection, service, repair, MOT, tyre job and driver-reported defect: the date, odometer, who did it, the job reference, defects found and whether they were repaired, with a signed roadworthiness declaration and the cost. The log adds up the cost, counts open defects and shows how many days it has been since the last safety inspection against your interval. For the daily check itself, use the HGV daily check sheet or the vehicle inspection checklist.

For transport managers, fleet managers and small operators who keep the maintenance history of each vehicle and want it in one dated record with photos.

Written for Great Britain, with the DVSA guide for operator licence vehicles. Elsewhere, use the log for the history and take the inspection rules from your own regulator.

  • Vehicle details from a VIN plate or fleet number scan, with registration, make, model and odometer
  • Entries for safety inspections, services, repairs, MOT or annual tests, tyres and driver-reported defects
  • Each defect marked repaired or still open, with who repaired it and a signed roadworthiness declaration
  • Total cost, open defects, days since the last safety inspection, days overdue and days to the MOT
  • A ten-item record review with a score, the vehicle's status, actions and sign-off
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What should a vehicle maintenance log include?

A maintenance log is useful when one vehicle's whole history sits in date order: every inspection, service, test and defect report, who did the work, what it cost, and whether each defect was repaired and declared roadworthy. Then anyone can see in a minute what is overdue and what is still open.

Last updated . Facts checked by the SiteSurvey team on 28 October 2026 against DVSA, Guide to maintaining roadworthiness: commercial goods and passenger carrying vehicles (GOV.UK) and HSE, employers: make sure vehicles used to drive or ride for work are safe.

How to keep a vehicle maintenance log

Keep one log per vehicle and add to it after every visit to the workshop.

  1. Record the vehicle

    Scan the VIN plate or fleet number, then add the registration, make, model, year and odometer.

  2. Set the plan

    Enter the safety inspection interval in weeks, the maintenance provider, the next booked inspection and the MOT or annual test date.

  3. Add each job

    For each inspection, service, repair, test or tyre job, enter the date, odometer, who did it and the job or invoice reference, and photograph the sheet.

  4. Close the defects

    Mark each defect repaired or still open. For a repair, record the work, who did it, the date and the signed roadworthiness declaration.

  5. Review and act

    Check the paperwork against the ten review items, set the vehicle's status, and list actions with an owner and a date.

What makes a vehicle maintenance log useful

Each entry: type, date, odometer, who did it, defects, rectified or still open, declaration and cost

Trailer T114, 3 September, six-weekly safety inspection at the contractor's workshop, 405,120 km. Air leak at a brake chamber and a cracked rear lamp lens. Both repaired the same day, brake test repeated, roadworthiness declaration signed by the inspector. Cost 342.60. Sheet photographed into the entry.

Fictional example. Record the actual evidence and approved arrangements for your job.

A common recording mistake

Logging the service invoices but not the driver defect reports and their repairs, so the record shows money spent but not that faults were found and fixed before the vehicle went out.

What happens next

Book the next safety inspection before the interval runs out, close any open defects with the repair and declaration, and keep the log for at least 15 months after the vehicle leaves an operator licence fleet.

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Every question in the vehicle maintenance log template

A maintenance log for one vehicle: VIN or fleet number by label scan, registration and odometer, the safety inspection interval and MOT date, then every safety inspection, service, repair, MOT, tyre job and driver-reported defect with date, odometer, who did it, job reference, defects, rectification with a signed roadworthiness declaration, cost and photos. Calculates total cost, open defects, days since the last safety inspection against the interval and days overdue, plus a ten-item record review with a score. 5 sections and 104 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.

Make it your own: every question is editable

This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.

Details you only enter once

Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.

  • Project: the project name
  • Operating centre or depot address: the site address, from the space or the project
  • Operator or fleet owner: the project's customer
  • Model: the product's model

Vehicle

  • ProjectShort answer

    Filled in from the project in SiteSurvey.

    Fills in from the project name
  • Operating centre or depot addressShort answer
    Fills in from the site address, from the space or the project
  • Operator or fleet ownerShort answer
    Fills in from the project's customer
  • Location (GPS)Short answer
  • Log reviewed on*Date
  • Reviewed by*Short answer
  • Vehicle type*Choose one
    • HGV, rigid
    • HGV, tractor unit
    • Trailer
    • Van or light goods vehicle
    • Minibus, bus or coach
    • Car
    • Other
  • Used under a goods or passenger vehicle operator licence?*Yes or No
  • Scan the VIN plate or fleet numberScan a label: vin, fleet number, registration, make, model

    Optional. Scan the VIN plate, the fleet number label or the V5C to fill in the numbers.

  • Registration or trailer number*Short answer
  • Fleet numberShort answer
  • VIN (chassis number)Short answer
  • Make*Short answer
  • Model*Short answer
    Fills in from the product's model
  • Year first registeredShort answer
  • Odometer reading nowNumber
  • UnitChoose one
    • miles
    • km
  • Photo of the vehiclePhotos
  • GuidanceOne log per vehicle. Add every safety inspection, service, repair, MOT or annual test, tyre job and driver-reported defect as an entry. The inspection itself follows the DVSA inspection manual or the manufacturer's schedule; this log keeps the history and shows what is overdue or still open.
  • GuidanceOperator licence vehicles. The DVSA Guide to maintaining roadworthiness says safety inspection records and drivers' defect reports are kept for at least 15 months, including for vehicles sold or taken off the licence, and that a vehicle is declared roadworthy, with the record reviewed by the transport manager or responsible person, before it returns to service.
    Shown when “Used under a goods or passenger vehicle operator licence?” is Yes
  • GuidanceNot on an operator licence: DVSA says the same principles can apply to light goods and passenger vehicles below the licensing thresholds, and HSE asks employers to carry out planned maintenance to the manufacturer's recommendations. An MOT certificate only covers basic defects (HSE).
    Shown when “Used under a goods or passenger vehicle operator licence?” is No

Maintenance plan

  • Safety inspection interval (weeks)Number

    The interval you set for this vehicle. For a mileage-based plan, enter the maximum in weeks.

  • Interval set byChoose one
    • Time
    • Mileage, with a maximum in weeks
    • Mixed
  • GuidanceDVSA: the interval normally ranges from 4 to 13 weeks, set for the type of work, operating conditions, age and mileage. Vehicles and trailers aged 12 years and older: at least every 6 weeks.
    Shown when “Used under a goods or passenger vehicle operator licence?” is Yes
  • Maintenance providerShort answer

    In-house workshop or the contractor who does the inspections.

  • Next safety inspection booked forDate
  • Manufacturer service intervalShort answer

    From the service schedule, for example every 12 months or 60,000 miles.

  • MOT or annual test dueDate
  • Days until the MOT or annual testWorked out by the form
    Shown when “MOT or annual test due” is answered and “Log reviewed on” is answered
  • WarningThe MOT or annual test date has passed. Do not use the vehicle on the road until it has a current test.
    Shown only when the answers above make it relevant
  • Inspection dates planned at least 6 months ahead?Yes or No

    DVSA: a planner or wall chart should show inspection dates at least 6 months in advance.

    Shown when “Used under a goods or passenger vehicle operator licence?” is Yes

Service and inspection entries

  • GuidanceNewest last. One entry per visit or job. A safety inspection with defects needs the repair, who did it and the signed roadworthiness declaration.
  • Entries
    Repeat for each entry. Each one asks:
    • Type*Choose one
      • Safety inspection
      • Service
      • Repair
      • MOT or annual test
      • Tyre
      • Driver-reported defect
      • Other
    • What was it?Short answer
      Shown when “Type” is “Other”
    • Date*Date
    • OdometerNumber
    • Done by (person or garage)*Short answer
    • WhereShort answer

      Workshop, depot or roadside.

    • Job card, inspection sheet or invoice referenceShort answer
    • Inspection sheet lists every inspection manual item checked?Yes or No
      Shown when “Type” is “Safety inspection”
    • Test resultChoose one
      • Pass
      • Pass with advisories
      • Fail
      • Fail, passed on retest
      Shown when “Type” is “MOT or annual test”
    • Tyre positionShort answer

      For example offside front, nearside rear outer.

      Shown when “Type” is “Tyre”
    • Tread depth (mm)Number
      Shown when “Type” is “Tyre”
    • Tyre date codeShort answer

      The four-digit week and year code on the sidewall.

      Shown when “Type” is “Tyre”
    • Work done or reportedNotes
    • Defects found?*Yes or No
    • Defects*Notes
      Shown when “Defects found?” is Yes
    • Does a defect affect roadworthiness?*Yes or No
      Shown when “Defects found?” is Yes
    • Rectified?*Choose one
      • Yes, rectified
      • No, still open
      Shown when “Defects found?” is Yes
    • Repair work and who did it*Notes
      Shown when “Rectified?” is “Yes, rectified”
    • Date rectifiedDate
      Shown when “Rectified?” is “Yes, rectified”
    • Signed declaration: defects repaired satisfactorily and the vehicle is in a safe roadworthy conditionYes or No
      Shown when “Rectified?” is “Yes, rectified”
    • Declared byShort answer
      Shown when “Signed declaration: defects repaired satisfactorily and the vehicle is in a safe roadworthy condition” is Yes
    • SignatureSignature
      Shown when “Signed declaration: defects repaired satisfactorily and the vehicle is in a safe roadworthy condition” is Yes
    • WarningStill open and it affects roadworthiness. Keep the vehicle off the road until it is repaired and declared roadworthy.
      Shown when “Does a defect affect roadworthiness?” is Yes and “Rectified?” is “No, still open”
    • Cost (GBP, excluding VAT)Number

      Optional. Parts and labour.

    • PhotosPhotos

      Defects, the repair, the inspection sheet or the invoice.

    • e_si_daysWorked out by the form
    • e_openWorked out by the form
    • e_open_rwWorked out by the form
  • Entries in the logWorked out by the form
  • Safety inspectionsWorked out by the form
  • Total cost (GBP)Worked out by the form
  • Defects still openWorked out by the form
  • Open defects affecting roadworthinessWorked out by the form
  • Days since the last safety inspectionWorked out by the form
    Shown only when the answers above make it relevant
  • Days overdueWorked out by the form
    Shown only when the answers above make it relevant
  • Safety inspection statusWorked out by the form
  • CheckThe last safety inspection is older than the planned interval. Book one before the vehicle is used again, or record why the interval was changed.
    Shown only when the answers above make it relevant
  • CheckThere is no safety inspection in this log. Add the last one from the inspection sheet.
    Shown only when the answers above make it relevant

Record review

  • GuidanceCheck the paperwork behind the entries. Use Not applicable where an item does not apply to this vehicle.
  • Drivers' defect reports for the period are kept with the logChoose one

    Each shows the defect, who reported it and to whom, the assessment and the repair.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Each safety inspection sheet lists the inspection manual items checkedChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Every defect has its repair, who did it and the dateChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • A signed roadworthiness declaration on each inspection where defects were repairedChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Transport manager or responsible person reviewed each inspection before the vehicle returned to serviceChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Inspection dates planned at least 6 months aheadChoose one

    On a planner, wall chart or system.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Tyre ages recorded and date codes legibleChoose one

    HGV, bus or coach: no tyre more than 10 years old on a front steered axle (DVSA).

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • MOT or annual test certificate currentChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Servicing follows the manufacturer's scheduleChoose one

    Compare the dates and mileages with the service interval on page 2.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Records kept for at least 15 monthsChoose one

    Including for vehicles sold or taken off the licence.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Record checks acceptableWorked out by the form
  • Needing actionWorked out by the form
  • Not checkedWorked out by the form
  • Records score (%)Worked out by the form
  • Records ratingWorked out by the form
  • GuidanceScore = acceptable / (acceptable + needing action) x 100. Bands are SiteSurvey's own: 90% and over Good, 75 to 89% Needs improvement, under 75% Poor. Not a DVSA rating.
  • Vehicle status now*Choose one
    • In service
    • Off the road
    • Sold or disposed of
  • WarningAn open defect affects roadworthiness but the vehicle is marked in service. Take it off the road, or record the repair and declaration in the entry.
    Shown only when the answers above make it relevant
  • Why it is off the road, and who was told*Notes
    Shown when “Vehicle status now” is “Off the road”
  • GuidanceKeep this log for at least 15 months after the vehicle leaves the fleet (DVSA, operator licence vehicles).
    Shown when “Vehicle status now” is “Sold or disposed of”

Actions and sign-off

  • Items needing actionWorked out by the form
  • ResultWorked out by the form
  • Actions
    Repeat for each action. Each one asks:
    • Action*Notes
    • PriorityChoose one
      • Urgent: off the road
      • Before the next safety inspection
      • At the next service
    • Who will do it*Short answer
    • Due byDate
    • Status*Choose one
      • Open
      • In progress
      • Done, checked
    • Photo when donePhotos
      Shown when “Status” is “Done, checked”
  • Actions still openWorked out by the form
  • Decision*Choose one
    • Log up to date, no action
    • Log up to date once the listed actions are done
    • Vehicle off the road until the listed actions are done
  • Next log reviewDate
  • SummaryNotes
  • Transport or fleet manager nameShort answer
  • Transport or fleet manager signature*Signature
  • Maintenance provider nameShort answer
  • Maintenance provider signatureSignature

See it filled in

A completed vehicle maintenance log report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.

See completed form (PDF) ↗

Vehicle maintenance log FAQs

What does DVSA expect on a safety inspection record?

The DVSA guide says the record should at least include the operator, the date and location of the inspection, the organisation that did it, the vehicle identity, make and model, the odometer reading where appropriate, the list of inspection manual items, details of any defects, the inspector's name, full details of the repair work and who did it, and a signed declaration that defects have been repaired satisfactorily and the vehicle is in a safe roadworthy condition.

Source: DVSA, Guide to maintaining roadworthiness: commercial goods and passenger carrying vehicles (GOV.UK).

How long must vehicle maintenance records be kept?

For vehicles on an operator licence, the DVSA guide says safety inspection records must be kept for at least 15 months, including for vehicles removed from the licence, sold or disposed of. Drivers' defect reports, with the repair, are also kept for at least 15 months. The log reminds you of this when you mark a vehicle as sold.

Source: DVSA, Guide to maintaining roadworthiness: commercial goods and passenger carrying vehicles (GOV.UK).

How often should a lorry or trailer have a safety inspection?

The operator sets the interval for each vehicle from the type of work, operating conditions, age and mileage. DVSA says it normally ranges from 4 to 13 weeks, and that vehicles and trailers aged 12 years and older should be inspected at least every 6 weeks. Enter your interval in weeks and the log shows the days since the last safety inspection and how many days it is overdue.

Source: DVSA, Guide to maintaining roadworthiness: commercial goods and passenger carrying vehicles (GOV.UK).

Do vans and company cars need a maintenance log?

The 15-month rule above is for operator licence vehicles, but DVSA says its principles can equally apply to light goods and passenger vehicles below the licensing thresholds. HSE asks employers to carry out planned maintenance to the manufacturer's recommendations, to have a way of reporting defects and to fix them promptly, and notes that an MOT certificate only covers basic defects. A log per vehicle is a simple way to show that.

Sources: DVSA, Guide to maintaining roadworthiness: commercial goods and passenger carrying vehicles (GOV.UK) and HSE, employers: make sure vehicles used to drive or ride for work are safe.

What happens when a defect affects roadworthiness?

DVSA says defects that make a vehicle unroadworthy must be put right before it is used, and that a vehicle is declared roadworthy, with the record reviewed by the transport manager or responsible person, before it returns to service. In the log, an open defect marked as affecting roadworthiness shows a red note, and a warning appears if the vehicle is still marked in service.

Source: DVSA, Guide to maintaining roadworthiness: commercial goods and passenger carrying vehicles (GOV.UK).

Is this a safety inspection sheet?

No. The inspection itself follows the DVSA inspection manual or the manufacturer's schedule, on the inspector's own sheet. This log keeps the history: one entry per inspection or job, with a photo of the sheet or invoice, so the record for each vehicle is in one place with the costs and what is still open.

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