Form · MHSWR regulation 3
RAMS template
Risk assessment and method statement for one activity: the sequence of work, a five by five risk matrix, PPE, permits, rescue, and a briefing record signed against the revision.
Free download · Editable PDF
Free vehicle maintenance log template
A vehicle maintenance log keeps one vehicle’s renewal dates, services and repairs in one record. This one suits a van or car, owned, hired or leased, as an editable PDF and a Word document, free to use and reuse.
- Format
- Editable PDF
- Pages
- 3
- Built on
- GOV.UK and the Highway Code
- Cost
- Free, always
What is in the vehicle maintenance log template
3 pagesVehicle details
Registration, make and model, VIN, first registration, fuel, the person it is assigned to, and whether it is owned, hired or leased, with the agreement end date.
Renewals
MOT, road tax, insurance, service and any hire or lease end: the due date, when it was renewed, the certificate or reference, and the next due date.
Service and repair history
Each service, repair, MOT and tyre change with the date, mileage, the work done, the garage, the invoice, the cost and when it is next due.
Tyres and mileage
A tyre record with tread depth by position, and a monthly mileage record that sets the service interval against the miles driven.
What the law requires of the vehicle
Checked against the sourceMOT
A van needs an MOT every year once it is three years old. Driving without a valid MOT can bring a fine of up to £1,000. An MOT done up to a month, minus a day, early keeps the same renewal date.
GOV.UK, Driving a van and Getting an MOTTax and insurance
A van must be taxed to be driven on public roads, with a fine of up to £1,000 for driving without tax. It must be insured, and the insurer told whether it is for social or business use.
GOV.UK, Driving a vanRoadworthiness
Using a vehicle in a dangerous condition, or causing or permitting someone else to, is an offence. Employers must make sure vehicles used for work are safe.
Road Traffic Act 1988, section 40A, and HSE, Driving and riding safely for workTyres
Cars, light vans and light trailers must have at least 1.6 mm of tread across the central three-quarters of the tread and around the whole circumference.
The Highway Code, annex 6The log itself
No law names a maintenance log for a van run without an operator licence. It is the evidence of maintenance an insurer or investigator asks for after a collision.
Good practiceHow to use it
One log per vehicle
Fill in the details and the renewal dates first. Add every service, repair, MOT and tyre change as it happens, with the mileage and the invoice reference.
Watch the next due dates
Each row ends with when it is next due, by date or miles. Book the MOT inside the month before it runs out.
Keep it with the checks
Drivers’ daily checks go on the vehicle check sheet, and the office inspection on the vehicle inspection checklist. Together they show the vehicle was checked and maintained.
Asked most often
Questions about
Questions about
this template.
What should a vehicle maintenance log include?
The vehicle’s details and its MOT, tax, insurance and service dates. Then a history of every service, repair, MOT and tyre change, with the date, mileage, work done, garage, cost and next due date.
Is this vehicle maintenance log template free?
Yes. It is free to download, use and reuse, including on paid work and for clients, with no sign-up and no email address.
Is there a Word version of the vehicle maintenance log?
Yes. Download it as a Word document to add your own logo and rows. The editable PDF can be typed into in any PDF reader, or printed and filled in by hand.
Is a vehicle maintenance log a legal requirement?
No law names one for a van run without an operator licence. The vehicle must be kept roadworthy, taxed, insured and tested, and the log is the record that shows it was.
How often does a van need an MOT?
Every year once it is three years old. GOV.UK says it can be done up to a month, minus a day, before the current MOT runs out and keep the same renewal date.
Does it work for hired and leased vans?
Yes. Tick hired or leased and add the company and the agreement end date. Log the services and repairs the same way, so the record is ready when the vehicle goes back.
Can we keep the maintenance record in software instead?
Yes. In Unibuild every vehicle carries its MOT, road tax, insurance and service dates with reminders by email and app notification, alongside its documents, fuel, mileage and defect history.
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How one activity on one site will be carried out. Two pages of sequence with the controls at each stage, then plant, PPE, permits, rescue and a briefing record.
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One hazardous substance: its hazards from the data sheet, who is exposed and how, controls in regulation 7 order, PPE and RPE, storage, spills, first aid, monitoring and review.
Next step
Vehicle checks on the phone,
Vehicle checks on the phone,
and the office sees every one.
In Unibuild’s fleet module, drivers do the daily check in your own staff app and the office inspects on the portal, each on its own tab. Defects arrive with photographs and video, and MOT, tax, insurance and service dates are reminded by email and app notification.