Fillable Fleet Vehicle Maintenance Log, Van & Light Commercial Record Book (59 Pages)

A 59-page printable and fillable fleet record system for anyone running roughly 3 to 15 vans, minibuses or pickups in the UK, built around a planned safety inspection cycle, daily driver walkaround defect reporting and a 15-month record trail.

This is a digital download. Nothing is posted to you. You get two PDFs the moment payment clears: one sized for A4 and one for US Letter.

IT IS FILLABLE

The PDF has 3,034 real form fields built in. Open it in any free PDF reader on a computer, tablet or phone, type straight into the boxes, save it and keep it on file, or print it filled. Prefer paper? Print it blank and write by hand with a biro in the van. Both work.

Be clear on the limits: it is a fillable PDF, not a Word, Excel, Google Sheets or Canva file. You can type in every field, but the layout itself is fixed and cannot be redesigned.

WHAT YOU GET

15 different forms, not one lonely mileage grid. 15 unique page designs, printed out to 59 pages total so you have enough copies of the sheets you actually burn through:

- Fleet Vehicle Maintenance Log cover
- How To Run This Book: intervals, sign-off and keeping records
- Fleet Register, master vehicle list
- 12-Month Fleet Compliance Planner
- Vehicle Spec Card, 5 copies
- Planned Safety Inspection Sheet, 6 copies
- Driver Daily Walkaround and Nil Defect Sheet, one vehicle one month, 5 copies
- Defect Rectification and Vehicle Off-Road Log, 2 copies
- Tyre and Brake Wear Record, 2 copies
- Fuel, Mileage and MPG Watch Sheet, 2 copies
- Cost Per Vehicle and Pence Per Mile Summary
- Repeat Fault and Warranty Claim Tracker
- Pre-MOT Check for vans and light commercials
- Incident, Damage and Third-Party Record
- Records Index and Retention Log

WHY THIS ONE AND NOT THE CHEAPER SHEET ABOVE IT

See every page before you buy. The listing images are a full page-by-page preview, so there is no guesswork about what lands in your inbox.

Planned intervals, not guesswork. Each inspection sheet is dated forward on the day it is signed off, 6-weekly for high-mileage urban and multi-drop work, out to 13-weekly for low-mileage light use.

An explicit nil defect tick on the walkaround sheet. An empty box proves nothing. A signed nil return is the thing an auditor actually asks to see.

Every record page carries a keep until date 15 months on, matching the retention period DVSA guidance expects of operators.

The vehicle spec card makes you write down the MOT test class. Vans over 3,000 kg design gross weight are Class 7, not Class 4, and booking the wrong class is how a van gets turned away at the gate. There is space for first MOT at three years from first registration on light goods vehicles.

The tyre page takes three tread readings per tyre across the central three quarters of the breadth, against the 1.6 mm legal minimum for vehicles up to 3.5 t, with a 3 mm fleet change-out prompt. Inner shoulder wear on a laden front axle is invisible from the kerb.

An MPG watch sheet, because a sudden 10 percent mpg drop on a stop-start van is usually a binding rear brake, soft tyres or a DPF regenerating constantly. All of them cheaper to catch on paper than on the back of a recovery truck.

Print-ready PDF. No spreadsheet software, no subscription, no account, no login. It prints clean in black and white on a normal office printer.

Works for one van or the whole yard. Both paper sizes are included, and you can print a single vehicle's set or run off a book for every driver.

WHO IT IS FOR

Owner-managers, transport supervisors and workshop foremen running courier, plumbing, scaffolding, mobile care or groundworks vehicles, usually after an insurer, a client H and S audit or a compliance consultant has asked to see maintenance records and the answer so far has been a WhatsApp group and a shoebox of invoices.

WHAT THIS IS NOT

- Not official and not approved by DVSA, DVLA or any vehicle manufacturer. It is a paper record system written by a working mechanic.
- It does not replace any statutory record, operator licence undertaking or legal duty. If you hold an O licence, follow your own undertakings.
- Not a workshop manual and not vehicle specific. There are no torque figures or repair procedures.
- Not software. No app, no cloud sync, no automatic calculations, no reminders.
- Not a Word, Excel, Google Sheets or Canva template, and the layout cannot be edited or rebranded.
- No physical book, binder or printed pages are shipped.

DELIVERY

Instant download after purchase. Two PDF files, A4 and US Letter. Print as many copies as you need for your own fleet. Personal and single-business use only, please do not resell or redistribute the files.

Written by a working UK mechanic with a real garage, not a template farm. Questions before you buy? Message the shop and you will get a straight answer.