Plan maintenance.
Protect fleet
availability.
Use this editable fleet maintenance schedule template to bring servicing, MOTs, inspections and workshop bookings into one view. Plan work around vehicle commitments, keep a record of completed maintenance and identify what needs attention before it disrupts your operation.
Editable Excel workbook · Free download · No form required
Plan the next job.
Keep the work on record.
Start with a clear reference.
What’s due.
What’s done.
A fleet service schedule spreadsheet and a vehicle maintenance log template in one download. Keep planned work separate from completed work, with examples on their own sheet.
Planned maintenance
Example entries · November 2026Enter the due date and mileage limit for each task. Remaining days and miles calculate from your entries; act on whichever requirement comes first.
Completed maintenance
Example entry · October 202619 October 2026
- Mileage
- 57,850 miles
- Workshop
- Example workshop
- Cost, excluding VAT
- £28.00
- Job reference
- EXAMPLE-104
- Follow-up
- No follow-up recorded
A vehicle servicing record template for completed work, costs and job references. Keep the original inspection, invoice and supporting documents with your records.
Your fleet.
Your requirements.
Start with the blank sheets. The example entries stay separate, so there’s no sample work to clear out of your live plan.
Download the Excel workbook- 01
Set what’s due.
Enter each vehicle and task with its due date, mileage limit or both. Use the vehicle’s requirements to set the interval.
- 02
Make room for the work.
Record the workshop slot, time allowed and owner. Review the plan alongside bookings and other vehicle commitments.
- 03
Close the loop.
Mark the task complete, add the work to the maintenance log and record the next planned task on the schedule.
Connect the schedule.
Protect the booking.
The template gives you a plan to maintain. FleetSuite connects service scheduling with vehicle availability, workshop work and reminders—so maintenance decisions take account of the operation around them.
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Set intervals for each vehicle. Follow the manufacturer’s requirements and the applicable inspection regime. This is a planning template, not a roadworthiness inspection record. It does not send reminders or detect booking clashes.
Useful guidance: Vehicle safety and servicing · Commercial vehicle roadworthiness