vehicle maintenance checklist template excel

Fleet Preventive Maintenance and Inspection Log

This system provides a structured framework for tracking vehicle health, scheduling service intervals, and ensuring regulatory compliance. It is intended for use by fleet managers and individual vehicle owners to monitor maintenance cycles. Updates should be performed immediately following any service event or at the start of each calendar month.

Column Definitions

• Date: (Date) The calendar date the service was performed or scheduled.
• Vehicle ID: (Text) Unique identifier or license plate number of the unit.
• Service Item: (Text) Description of the maintenance task (e.g., Oil Change, Fluid Top-off).
• Status: (Dropdown) Select from: Complete, In Progress, Pending, Overdue.
• Mileage: (Number) Odometer reading at the time of the entry.
• Next Due (Miles): (Number) The projected odometer reading for the next service interval.
• Technician: (Text) Name of the individual or service facility performing the work.

Formulas

Calculate Days Until Next Service (If Date is in Column A):

=IF(D2="Complete", "N/A", TODAY()-A2)

Flag Overdue Status (If Mileage is in Column E and Next Due in Column F):

=IF(E2>F2, "ACTION REQUIRED", "OK")

Count Total Completed Services:

=COUNTIF(D2:D100, "Complete")

Conditional Formatting & Data Validation

1. Status Dropdown: Highlight the "Status" column and go to Data > Data Validation. Select "List" and input: Complete, In Progress, Pending, Overdue.
2. Overdue Highlighting: Apply Conditional Formatting to the "Status" column. Use a formula rule: =$D2="Overdue". Set the format to fill the cell with light red color and bold text.
3. Upcoming Service Alert: Apply Conditional Formatting to the "Mileage" column. Use a formula rule: =$E2>=$F2-500. Set the format to yellow fill to indicate service is approaching within 500 miles.