Vehicle Maintenance Log Example
Example document for Vehicle Maintenance Log. Use this as a reference when creating your own.
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Document: Vehicle Maintenance Log
Example Document
Last updated 7/29/2026
Vehicle Maintenance Log
1. Vehicle Details
- Business Name: Smith's Plumbing Pty Ltd
- Asset Number: VAN-05
- Make: Ford
- Model: Transit Custom
- Year: 2020
- Rego Number: 1AB-2CD
- Vehicle Identification Number (VIN): WF0FXXWPMFGA12345
- Odometer Reading at Start of Log: 85,000 km
- Date Log Started: 01/07/2023
2. Driver Assignment
- Primary Driver: John Smith
- Department: Maintenance Team
3. Daily Pre-Start Checks
| Week Starting | Tyres | Lights | Brakes | Fluids | Windscreen | Cleanliness | Driver Signature | Defects? | Action |
|---|---|---|---|---|---|---|---|---|---|
| 03/07/2023 | Pass | Pass | Pass | Pass | Pass | Pass | J. Smith | No | N/A |
| 10/07/2023 | Pass | Fail | Pass | Pass | Pass | Pass | J. Smith | Yes | Rear indicator bulb blown. Replaced immediately. |
| 17/07/2023 | Pass | Pass | Pass | Pass | Pass | Pass | J. Smith | No | N/A |
4. Service and Repair History
| Date | Odometer | Service Type | Work Performed | Cost | Mechanic | ABN | Invoice # | Next Service | Authorized By |
|---|---|---|---|---|---|---|---|---|---|
| 15/08/2023 | 90,500 km | Minor Service | Oil change, oil filter, air filter, tyre rotation, safety check. | $450.00 | City Auto Care | 12 345 678 901 | INV-5021 | 15/02/2024 or 100,000km | M. Smith |
| 01/09/2023 | 92,000 km | Repair | Replace rear shock absorbers and muffler. | $1,200.00 | City Auto Care | 12 345 678 901 | INV-5055 | N/A | M. Smith |
5. Registration and Insurance Details
Registration
- Current Rego Expiry Date: 15/11/2023
- Insurance Provider: Allianz Australia
- Policy Number: 99887766
- Policy Expiry Date: 15/11/2023
- CTP Insurer: NRMA
6. Incident Report
No incidents reported this period.
Notes
This example shows a small business vehicle used for trade work. The primary driver completed weekly pre-start checks and found a minor fault with a light bulb. They recorded the fault and the fix. The service history shows routine maintenance and a specific repair. The business kept records of the mechanic ABN and invoice numbers for tax purposes. The incident section is blank because no accidents occurred.
About this Example
Part of the Vehicle Maintenance Log document collection
Document Type
Vehicle Maintenance Log
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.