vehicle condition report template excel

Fleet Asset Integrity Inspection Log

This document serves as a standardized inspection framework to track the mechanical and cosmetic state of fleet assets. It is designed for fleet managers and logistics coordinators to maintain accurate service history and safety compliance records.

Update Cadence: Perform inspections at every vehicle hand-off, scheduled service interval, or following any reported incident.

Inspection Data Registry

Field Definitions

• Date: [YYYY-MM-DD] – The calendar date of the inspection.
• Asset ID: [Vehicle VIN/Plate] – The unique identifier for the vehicle.
• Inspector Name: [Full Legal Name] – The individual performing the assessment.
• Odometer (km): [Numerical Value] – Current distance reading.
• Status: [Pass/Review/Fail] – Overall condition rating.
• Fuel Level: [Full/3/4/1/2/1/4/Empty] – Estimated tank capacity.
• Critical Issues: [Description] – Brief summary of any defects requiring repair.

Calculation Formulas

Calculate average mileage between inspections:

=AVERAGEIF(E:E, ">0")

Count number of assets requiring immediate maintenance (Fail status):

=COUNTIF(E:E, "Fail")

Flag vehicles over 100,000 km for retirement:

=IF(D2>100000, "Retire", "Active")

Formatting and Validation Rules

1. Data Validation (Status Column): Select the Status column range, go to Data > Data Validation > List, and enter: Pass, Review, Fail.
2. Conditional Formatting (Fail Status): Select the Status column, apply a rule where cell value equals "Fail", and set the background to Light Red with Bold text.
3. Conditional Formatting (Low Fuel): Select the Fuel Level column, apply a rule where cell value equals "1/4" or "Empty", and set the text color to Orange to alert the user to refuel.