Vehicle Maintenance Log
A Vehicle Maintenance Log is a record of all servicing and repairs done on a business vehicle. It is essential to meet duties under the Work Health and Safety Act 2011 and to satisfy ATO record keeping requirements for tax deductions.
A written record used to track the service history, repairs, and safety checks of business vehicles. It helps tradespeople and business owners meet legal safety duties and manage tax deductions.
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About this Document
A Vehicle Maintenance Log is a record for any Australian business that uses vehicles for work. This includes tradies driving utes, delivery drivers using vans, and sales representatives using cars. The log serves two main purposes. It ensures the vehicle remains safe and roadworthy to meet Work Health and Safety laws. It also provides a paper trail for the Australian Taxation Office to prove business expenses and claim tax deductions. If you run a business and own a vehicle, you must keep it safe. Under the Work Health and Safety Act 2011, business owners have a primary duty of care. This duty requires you to ensure, so far as is reasonably practicable, that the workplace is safe. For mobile workers, the vehicle is their workplace. If a vehicle breaks down or has a fault while driving, it can cause a serious accident. This puts the driver, the employee, and the public at risk. Keeping a maintenance log helps you prove that you have taken reasonable steps to manage the risks associated with vehicle use. The log tracks every service, repair, and safety check performed on the vehicle. It creates a history that shows the vehicle was fit for purpose at the time of use. In Australia, you need a Vehicle Maintenance Log whenever you use a vehicle for business purposes. This is especially important if you are an employer. You must ensure that company vehicles are regularly inspected and maintained. If you are an employee using your own vehicle for work, you should also keep a log. This helps you claim deductions on your tax return. The log will separate business use from private use. It will show the ATO that your expenses relate to earning income. Failure to keep proper records can lead to penalties. The ATO may disallow your claims if you cannot prove the vehicle was used for business and maintained correctly. Similarly, if a vehicle is involved in a workplace incident, Safe Work inspectors will ask for maintenance records. Without a log, you may face fines or prosecution for breaching the WHS Act. There is no single federal law that says you must have a written logbook for every car. However, heavy vehicles over 4.5 tonnes have strict requirements under the Heavy Vehicle National Law. These vehicles must have a National Heavy Vehicle Accreditation Scheme maintenance management system. Light vehicles do not have the same strict written rules. But general WHS laws imply the need for records. You cannot prove you have maintained a vehicle without a record. Standards Australia also provides guidance. AS/NZS 3790.2010 outlines the operations and maintenance of commercial vehicles. While not law, following this standard helps you meet your legal duties. To use a Vehicle Maintenance Log effectively, you must be consistent. Every time the vehicle goes for a service, you must record it. Write down the date, the odometer reading, and what work was done. You must record the name of the mechanic or garage. Keep receipts and invoices attached to the log. If you perform daily checks yourself, record them. A daily pre-start check is a best practice for tradespeople. Check the tyres, lights, brakes, and fluid levels before you leave the depot. Write the results in the log. If you find a defect, note it and when it was fixed. This system prevents small issues from becoming big problems. It also shows regulators that you take safety seriously. Completing the log is simple. Most logs have standard fields. You need the vehicle details. This includes the make, model, year, registration number, and Vehicle Identification Number. You need the driver details. This is the person responsible for the vehicle. The main part of the log is the maintenance register. This is a table where you list each event. There are columns for the date, mileage, type of service, and cost. Common service types include routine oil change, tyre rotation, brake inspection, and major repair. You should also record registration renewals and insurance details in the log. This keeps all vehicle information in one place. For Australian businesses, the tax implications are significant. The ATO allows you to claim deductions for vehicle expenses. You can claim a percentage of running costs based on business use. Running costs include fuel, oil, repairs, servicing, and registration. To claim these, you must keep written evidence. A Vehicle Maintenance Log supports your receipts. It validates that the expenses were necessary for the business. If you use the logbook method for tax, you must keep a travel logbook for 12 weeks. The maintenance log works alongside this travel logbook. The travel logbook shows how far you drove for business. The maintenance log shows how much it cost to keep the car running. Both are essential for accurate tax reporting. There are common mistakes that business owners make with these logs. The first is not updating it. A log that sits in the glovebox empty is useless. You must fill it out immediately after a service. Another mistake is being too vague. Writing 'service' is not enough. Write 'replace front brake pads and rotate tyres'. Specificity helps the ATO understand the expense. Losing receipts is another error. A log entry without a receipt may be rejected in an audit. Keep the receipts in a folder with the log. Digital logs are becoming popular. There are many apps and spreadsheet templates available. These are acceptable as long as they are accurate and backed up. The ATO accepts digital records. If you use a digital system, ensure you can export or print the records if needed. When choosing a log format, pick one that suits your business size. A sole trader might use a simple paper book. A fleet manager might use software. The legal requirements vary slightly by state and territory. In New South Wales, the Work Health and Safety Regulation 2017 requires specific risk management for vehicles. In Victoria, the Occupational Health and Safety Act 2004 imposes similar duties. You must check the specific laws in your jurisdiction. However, the principles of safety and record keeping are consistent across Australia. If a vehicle is unroadworthy, it must not be used for work. This is a non negotiable safety rule. If an employee refuses to drive a vehicle they believe is unsafe, you must investigate. The maintenance log provides the data to make that decision. It shows the service history and highlights any recurring faults. For example, if a van has had three brake repairs in six months, the log reveals this pattern. This suggests the vehicle might need replacing rather than repairing. This level of insight helps you manage your assets better. It saves money in the long run by preventing costly failures and downtime. Insurance is another factor to consider. If you have an accident, your insurer may ask for service records. If you cannot prove the vehicle was maintained, they might refuse your claim. A well kept log protects your investment. It proves you were a responsible owner. In the context of Australian contracts, some principal contractors require subcontractors to show vehicle maintenance logs. This is common in the construction and mining industries. They want to ensure that anyone entering their site operates safe equipment. Having your log ready shows you are professional and compliant. It helps you win work and maintain contracts. To start, create a file for each vehicle. Keep it in the vehicle or at the main office. Make sure all drivers know where it is and how to use it. Train them to report faults immediately. Create a culture of safety where maintenance is a priority. Remember that safety is a legal obligation under the WHS Act. Ignoring vehicle maintenance is a risk you cannot afford to take. The log is your tool to manage that risk. It turns a vague memory of past services into a clear, auditable record. It supports your business in legal matters, tax matters, and operational efficiency. Whether you drive a ute, a truck, or a sedan, keeping a Vehicle Maintenance Log is a smart business practice. It ensures you stay on the right side of the law and keep your staff safe on the road.
Key Facts
- Business owners have a primary duty of care under the WHS Act 2011 to ensure work vehicles are safe and maintained.— Work Health and Safety Act 2011 (Cth)
- The ATO requires written evidence of vehicle expenses to claim tax deductions for business use.— Income Tax Assessment Act 1997 (Cth)
- Heavy vehicles over 4.5 tonnes must comply with the Heavy Vehicle National Law regarding maintenance records.— Heavy Vehicle National Law (HVNL)
- AS/NZS 3790.2010 provides a guide for the operations and maintenance of commercial vehicles in Australia.— Standards Australia
- Employers must provide a safe workplace under the WHS Act, which includes vehicles used by employees.— Safe Work Australia
- Fringe Benefits Tax (FBT) records must be kept if a vehicle is provided for private use of an employee.— Australian Taxation Office
Sources
Required Sections
Vehicle Details
Identifying information for the specific vehicle including make, model, registration, and VIN.
Vehicle Details
Accurate record keeping is essential for managing your business assets and meeting your legal obligations. Use this section to record the specific identification details for every vehicle in your fleet. Precise information helps you manage maintenance schedules, assists insurance claims if an accident occurs, and ensures you comply with Australian Transport and Heavy Vehicle National Laws.
Vehicle Registration Number Enter the current registration number exactly as it appears on the number plates and your registration certificate. You must display these plates clearly at all times. Under state and territory road transport legislation, such as the Road Transport (Vehicle Registration) Regulation 2017 (NSW) or equivalent acts in other states, driving an unregistered vehicle carries heavy fines. Always check the expiry date on your registration notice to ensure the vehicle remains legally roadworthy.
Vehicle Identification Number (VIN) The VIN is a unique 17 character code assigned to the vehicle by the manufacturer. It is usually stamped on the chassis, firewall, or on a plate at the base of the windscreen. You must record this number exactly as it appears on the compliance plate. This is the primary identifier used by government authorities and police. If you are operating under Heavy Vehicle National Law, the VIN links the vehicle to its National Heavy Vehicle Registration data.
Asset ID If your business manages multiple vehicles, assign an internal Asset ID. This code helps you track the vehicle for accounting, tax, and inventory purposes. It simplifies your record keeping by distinguishing this specific asset from others in your books.
Make and Model State the manufacturer and the specific model. Include the body type, such as Utility, Van, or Tipper. This information is necessary when ordering spare parts and ensures that mechanics perform the correct maintenance procedures. It also helps determine if the vehicle meets the specific design standards outlined in the Australian Design Rules (ADRs).
Rego Expiry Date Record the date when the vehicle registration expires. Set a reminder in your calendar to renew this before the date passes to avoid non-compliance penalties. For heavy vehicles, ensure you also record any dates associated with Heavy Vehicle Inspection schemes required by the National Heavy Vehicle Regulator (NHVR).
Year of Manufacture Enter the year the vehicle was made. This is often required for insurance compliance and helps determine safety standards applicable to the vehicle.
Daily Pre-Start Checks
A weekly or daily register for drivers to inspect basic safety items like tyres and lights.
Daily Pre-Start Checks
Keeping a vehicle roadworthy is a non-negotiable legal duty for every business owner and driver in Australia. A Daily Pre-Start Inspection is your first line of defence against accidents, breakdowns, and fines. It is not just a paperwork exercise. Under heavy vehicle and work health and safety laws, you must ensure your vehicle is safe before you start work.
If your vehicle is part of a business, the model Codes of Practice under the Work Health and Safety Act apply. These codes state that the person conducting the business must ensure the plant, including vehicles, is inspected and maintained. For heavy vehicles over 4.5 tonnes, the Heavy Vehicle National Law (HVNL) places a specific obligation on the operator, prime contractor, and driver to manage safety. This means doing a check every single day. Failure to do so can result in notices, heavy fines, or insurance voidance if an accident occurs.
When you check the tyres, look for obvious cuts, bulges, or uneven wear. Ensure the tread depth is legal. In Australia, the minimum tread depth is 1.5mm. Anything less than this is a defect and a safety risk. Check all pressures if the vehicle is not equipped with a monitoring system.
Lights are critical for visibility. Do not wait until nightfall to check them. Walk around the ute or van and test indicators, brake lights, parkers, and headlamps. A cracked lens or blown bulb can attract police attention and make the vehicle unroadworthy.
The brake check involves both a visual look under the bonnet and a physical test. Check fluid levels in the reservoir. Look for leaks on the ground under the vehicle or around the wheel hubs. When you drive off, test the brakes at low speed to ensure the pedal feels firm and the vehicle stops straight.
Fluids include engine oil, coolant, windscreen washer fluid, and power steering fluid. Low oil can destroy an engine, leading to costly downtime. Top up the washer bottle regularly. Clean windows are a legal requirement for clear vision.
The driver signature is vital. It confirms the driver has accepted responsibility for the vehicle condition for that shift. It creates an audit trail for authorities and internal management. If a driver identifies a defect, they must report it immediately using the company's defect notice procedure. The vehicle must not be used until the fault is repaired and signed off by a qualified person.
Consistency is key. Making this a daily habit protects your most valuable assets, your staff and your reputation.
Daily Pre-Start Record
| Date | Tyre Condition & Pressure | Lights & Indicators | Brakes & Steering | Fluids (Oil, Water, etc) | Driver Signature | Defects/Comments |
|---|---|---|---|---|---|---|
Service and Repair History
A detailed log of all mechanical work, servicing, and repairs performed on the vehicle.
Service and Repair History Table
| Date | Odometer Reading | Type of Service | Work Description | Cost | Mechanic Name | Next Service Due Date |
|---|---|---|---|---|---|---|
Guidance for Recording
Maintaining accurate records for your vehicle fleet is not just about organisation. It is a legal requirement under Australian tax and workplace safety laws. For sole traders and small business owners, this log serves as your primary evidence for expense claims and compliance with the Heavy Vehicle National Law (HVNL) if you operate trucks or buses. Even for light vehicles under 4.5 tonnes, the Australian Taxation Office (ATO) requires clear proof of business use to substantiate deductions for fuel, repairs, and depreciation. Without these records, you risk a tax audit or a reduction in your claimable expenses.
Your main obligation under the HVNL is the Chain of Responsibility. This law ensures that everyone in the supply chain shares responsibility for safety. As a business owner, you must prove you took all reasonable steps to prevent breaches. A maintenance log is your best defence against allegations of poor vehicle management. It demonstrates that you prioritise safety through regular maintenance.
Use the table to track every interaction with the vehicle, from routine oil changes to major repairs. In the Work Description column, be specific. Instead of writing 'service', list 'engine oil and filter change, brake inspection, and tyre rotation'. This level of detail helps you track vehicle performance over time and satisfies ATO requirements for proving expenses were necessary and incurred.
When recording costs, separate parts from labour if possible. This distinction helps your accountant accurately calculate depreciation and claim goods and services tax (GST) credits. Always attach the mechanic's invoice to this record. The Mechanic Name field should include the workshop's Australian Business Number (ABN) if available, as this further validates the expense for business purposes.
The Next Service Due Date is critical for safety and warranty compliance. Adhering to the manufacturer's logbook service schedule is often a condition of your new vehicle warranty. Missing a scheduled service can void that warranty, leaving you exposed to significant costs. , in industries like construction or transport, unsafe vehicles can attract fines from Safe Work NSW, WorkSafe Victoria, or WorkCover Queensland. Regular inspections and documented repairs show a proactive approach to risk management. Keep this log updated and accessible. It is a vital business document.
Registration and Insurance
Records of current registration status and insurance policy details.
Registration and Insurance Details
Registration Expiry Date
Enter the date shown on your vehicle registration certificate. Keep your registration current to drive on Australian roads. The expiry date is critical for scheduling renewals and avoiding lapses. In most states and territories, including NSW, Victoria, and Queensland, transport authorities send renewal notices, but the ultimate responsibility rests with you, the operator. You must not drive the vehicle if the registration has expired. Doing so incurs heavy fines and demerit points under state road transport legislation. For fleet vehicles, check the expiry dates monthly. Set reminders at least four weeks in advance. This allows time for inspections, such as pink slips in NSW or roadworthy certificates in Victoria, if they are due before renewal.
Insurance Provider
Record the full name of your insurance company. This is the business providing cover for your vehicle. As a tradesperson or business owner, you must ensure you have the correct level of cover. A standard private policy may not cover you for business use. Check your Product Disclosure Statement (PDS) to confirm the policy covers commercial activities. If you use the vehicle to carry tools or equipment, verify if you need separate contents insurance. Write the provider name exactly as it appears on your insurance schedule. This ensures you contact the right company quickly in the event of an accident or theft.
Policy Number
Enter your specific insurance policy number. You will find this on your certificate of insurance. This number is the primary reference for any claim. Without it, the insurer cannot locate your file or process a request for assistance. Keep this number accessible in the vehicle. Many businesses store a copy of the insurance certificate in the glovebox or a job management app. Accurate recording here prevents delays if police or another driver request your insurance details at the scene of an incident.
CTP Insurer
Compulsory Third Party (CTP) insurance, known as Green Slip in NSW and Transport Accident Charge (TAC) in Victoria, is mandatory for every registered vehicle. It provides compensation for people injured in a motor vehicle accident. This is a separate requirement from your vehicle insurance.
You must record the specific CTP insurer for your registration. In states like NSW and Queensland, you choose a licensed CTP insurer when you register the vehicle. In jurisdictions with a state-run scheme, record the authority name, such as TAC or the Motor Accident Commission (MAC) in South Australia. Police may ask for this details after an accident. Having it recorded in your log saves time and ensures you comply with the specific requirements of the state or territory Transport Operations Act.
Optional Sections
Incident Report
A section to document any accidents, collisions, or safety incidents involving the vehicle.
Incident Report
Use this section to record any accident, collision, or safety incident involving the vehicle. Accurate record-keeping is essential for insurance claims, workplace safety compliance, and protecting your business from liability.
Incident Details
- Date of Incident: [DD/MM/YYYY]
- Time of Incident: [HH:MM AM/PM]
- Location: [Specific street address or landmark]
- Odometer Reading: [km]
Description of Damage
Provide a detailed description of the damage to the vehicle and any property. Include the specific areas of the vehicle affected, such as the front bumper, passenger side door, or rear tray. Note the severity of the damage, for example, 'scratched paint', 'dented panel', or 'smashed headlight'. You must also record any damage to third-party property, such as fences, other vehicles, or equipment.
Third-Party Information
- Other Driver(s) Name:
- Other Vehicle Registration:
- Witness Name and Contact Number:
Police Report Number
If the police attended the scene, record the Event Number here. In Australia, you must report incidents to police if someone is injured or if property damage exceeds a specific value, which varies by state. For example, in New South Wales, you must report if the total damage exceeds $5000, while in Victoria, the threshold is any damage requiring towing. Check your local state authority requirements immediately. If you attended a police station to report the incident after the fact, record the reference number provided.
Incident Summary
Write a clear and factual summary of what happened. Avoid emotional language or admitting fault. State the direction of travel, the speed of the vehicle, and the weather conditions. Describe the sequence of events leading to the collision.
Worker and Safety Details
Under the Work Health and Safety Act 2011 (Cth) and corresponding state legislation, you must notify the regulator if a notifiable incident occurs. A notifiable incident includes the death of a person, a serious injury or illness, or a dangerous incident that exposes a person to a serious risk. If this incident resulted in an injury requiring immediate medical treatment, it is notifiable. Record the name of the driver and any passengers involved below. If the vehicle was carrying a load, note whether the load shifted or spilled.
- Driver Name:
- Passenger Names:
- Was the incident notifiable to Safe Work / WorkSafe? [Yes / No]
Authorisation
- Reported By: [Name]
- Position: [Job Title]
- Signature: ___________________
- Date: [DD/MM/YYYY]
Frequently Asked Questions
What is a Vehicle Maintenance Log?
When do I need a Vehicle Maintenance Log?
Is a Vehicle Maintenance Log legally required in Australia?
What details must I include in the log?
Can I use a digital app instead of a paper log?
How does a maintenance log help with tax?
Who is responsible for filling out the log?
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