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173 free fleet templates, in one list

Maintenance schedules, inspection checklists, DVIR and bill-of-lading forms, fuel and mileage logs, work orders, driver files and compliance prep. Every template previews in full on its own page and prints without an account; the editable file comes by email. Pair them with the fleet calculators to size the costs they track, or the software directory when a spreadsheet stops being enough. Terms used in the forms are defined in the fleet glossary.

173 templates21 categories4 formatseach row shows the template's own description, format and shape

Showing 173 of 173 templates

Maintenance Records & Work Orders

16 templates

  • Vehicle Maintenance Log

    A running per-vehicle maintenance log that records every service, repair, part, and cost, laid out to carry the four record elements 49 CFR 396.3(b) requires, and the service history that protects resale value and warranty claims.

    Excel10-column table

  • Work Order Template (Fleet Repair)

    A fleet repair work order that captures the job request, parts and labor, and authorization, so every repair is tracked from request to sign-off.

    Excel5-column table

  • Oil Change Log Template

    A per-vehicle oil and filter change log that records what was done, when, at what mileage, and when the next change is due, so no engine runs past its drain interval.

    Excel9-column table

  • Tire Rotation Log Template

    A tire rotation log that records each rotation, the pattern used, tread depths at each position, and the next-due mileage, so tires wear evenly and last their full life.

    Excel10-column table

  • Brake Service Log Template

    A brake service log that records pad and lining measurements, rotor and drum condition, and the work performed at each axle, so brake wear is tracked and replacements never run late.

    Excel9-column table

  • Repair Order Template

    A shop-facing repair order (RO) form that authorizes work, captures the complaint-cause-correction record, and itemizes parts and labor. The document that opens and closes a repair job.

    Word19-field form

  • Parts Inventory Tracker Template

    A shop parts inventory tracker that keeps stock counts, reorder points, and bin locations in one sheet, so the parts you need are on the shelf and slow movers do not tie up cash.

    Excel10-column table

  • Warranty Claim Tracker Template

    A warranty claim tracker that logs every open and closed claim (the part, the dates, the amount claimed, and the recovery status), so you actually collect the warranty money you are owed.

    Excel10-column table

  • Vehicle Service History Log Template

    A lifetime service history log that records every repair and maintenance event for a vehicle in one place: the complete ledger that supports warranty, resale, and cost analysis.

    Excel9-column table

  • Road Call / Breakdown Log Template

    A road-call and breakdown log that records every unplanned roadside event (what failed, where, how long the unit was down, and the cost), so you can attack the failures that cause the most disruption.

    Excel8-column table

  • DPF Regeneration Log Template

    A diesel particulate filter (DPF) regeneration log that records every active, parked, and forced regen plus cleaning events, so you can spot units that regen too often and head off costly DPF failures.

    Excel7-column table

  • Reefer Temperature Log

    A per-trip temperature record for refrigerated loads (set point, readings through the run, and defrost cycles) the sanitary-transport record a cold-chain audit asks for.

    Excel7-column table

  • Technician Productivity Log

    A per-technician record comparing labour hours billed to hours actually clocked on repair orders: the number that tells you whether shop capacity is the real bottleneck.

    Excel7-column table

  • Battery Maintenance Log

    A per-vehicle log of 12V starting-battery testing, terminal service, and replacement history: the record that turns a no-start call into a dated fact rather than a guess.

    Excel7-column table

  • Tire Pressure & TPMS Log

    A per-vehicle log pairing manual pressure checks against TPMS sensor readings by wheel position, so a sensor fault is caught instead of trusted over a real underinflated tire.

    Excel7-column table

  • ADAS Calibration Record

    A per-vehicle record of every ADAS calibration: what triggered it, static or dynamic, the pre- and post-scan results, and who signed it off.

    Excel9-column table

Vehicle Inspection & DVIR

16 templates

  • Vehicle Inspection Checklist

    A general multi-point vehicle inspection checklist covering exterior, interior, under-hood, and under-vehicle, for routine fleet condition checks.

    PDF38-item checklist

  • DVIR Form (Driver's Vehicle Inspection Report)

    A driver's vehicle inspection report (DVIR) form aligned to FMCSA 49 CFR 396.11, for documenting pre-trip and post-trip defects on commercial vehicles.

    Word21-field form

  • CDL Pre-Trip Inspection Checklist

    The full CDL pre-trip inspection in the order it is tested (seven-step walkaround, lights check, and the air brake test) with the FMCSA rule behind each item.

    PDF116-item checklist

  • Used / Pre-Purchase Vehicle Inspection Checklist

    A pre-purchase inspection checklist for used vehicles (covering exterior, mechanical, interior, and a test drive), so you buy with eyes open.

    PDF20-item checklist

  • Uber/Lyft Vehicle Inspection Form

    A rideshare vehicle inspection form covering the safety items Uber and Lyft typically require, for drivers completing their platform inspection.

    PDF16-item checklist

  • DOT Annual Inspection Form

    A periodic (annual) DOT inspection form structured around the 49 CFR 396 Appendix A inspection items, for the once-a-year qualified-inspector check every regulated commercial vehicle needs.

    PDF24-field form

  • Post-Trip Inspection Checklist

    An end-of-shift post-trip inspection checklist that helps a driver report defects discovered during the day: the daily companion to the pre-trip walkaround and the basis for the post-trip DVIR.

    PDF21-item checklist

  • Trailer Inspection Checklist

    A trailer-specific inspection checklist covering coupling, brakes, lighting, tires, and structure, for the parts of a combination vehicle a tractor walkaround can miss.

    PDF26-item checklist

  • Reefer Unit Inspection Checklist

    A refrigerated-trailer (reefer) inspection checklist covering the cooling unit, fuel, airflow, and temperature integrity: the items a standard trailer check doesn't cover and that protect a cold-chain load.

    PDF21-item checklist

  • Forklift Inspection Checklist

    The pre-shift forklift inspection OSHA 1910.178(q)(7) requires: engine-off visual and engine-on operational checks, split by power source, with the paragraph behind each item.

    PDF83-item checklist

  • Brake Inspection Checklist

    A brake-system inspection checklist covering both air and hydraulic brakes: friction material, chambers, lines, and the foundation hardware that decides whether a vehicle stops.

    PDF22-item checklist

  • Tire Inspection & Tread Depth Log

    A tire log that tracks pressure, tread depth, and condition by wheel position over time, so you spot uneven wear, plan rotations, and catch a tire before it fails.

    Excel7-column table

  • Daily Vehicle Walkaround Checklist

    A quick daily walkaround checklist for the start-of-shift circle check: the fast, methodical lap a driver does around the vehicle before driving, for light and medium vehicles that aren't on a full CDL pre-trip.

    PDF19-item checklist

  • Heavy Equipment Inspection Checklist

    An inspection checklist for excavators, loaders, dozers, and other heavy plant: undercarriage, hydraulics, attachments, operator station, and the defects that stop a machine working.

    PDF35-item checklist

  • Daily Equipment Inspection Checklist

    A short start-of-shift check any operator can complete on any powered equipment in a few minutes: leaks, levels, guarding, controls, alarms, and a defect line that actually gets actioned.

    PDF22-item checklist

  • Construction Equipment Inspection Checklist

    A jobsite-level register tracking every machine on site (owned, rented, and subcontractor-brought) with its inspection status, certification, and who is authorised to run it.

    Excel7-column table

Safety & Compliance

14 templates

  • DOT Compliance / Audit Prep Checklist

    A DOT compliance and audit-prep checklist covering driver files, vehicle records, HOS, and drug-and-alcohol program areas an FMCSA auditor reviews.

    PDF17-item checklist

  • Roadside Inspection Prep Checklist

    A roadside inspection prep checklist that gets a driver and vehicle ready to pass a Level I–III roadside inspection: the documents, the vehicle items inspectors check, and what to do at the scale or roadside.

    PDF23-item checklist

  • Winter Driving Readiness Checklist

    A winter driving readiness checklist that prepares the vehicle, the emergency kit, and the driver for cold-weather and adverse-conditions operation, before the first storm, not during it.

    PDF24-item checklist

  • Cargo Securement Checklist

    A cargo securement checklist built around the FMCSA 49 CFR 393 tie-down rules: working load limits, the number of tie-downs, and the commodity-specific requirements that keep a load on the trailer.

    PDF20-item checklist

  • PPE Checklist

    A personal protective equipment (PPE) checklist for fleet and yard work: head-to-toe protection plus the inspection and assignment record OSHA's PPE standard expects.

    PDF21-item checklist

  • Toolbox Talk / Safety Meeting Template

    A toolbox talk template for short, recurring crew safety meetings: a single-topic briefing with a discussion outline and an attendance/sign-off record you can keep as proof of training.

    Word17-field form

  • Job Safety Analysis (JSA) Template

    A job safety analysis (JSA / JHA) template that breaks a task into steps, identifies the hazard at each step, and assigns a control: the standard way to make a routine fleet or shop job demonstrably safer.

    Word15-field form

  • Backing & Spotting Safety Checklist

    A backing and spotting safety checklist that codifies the GOAL ('Get Out And Look') habit and safe spotter signals: backing is where a large share of low-speed fleet collisions happen, and most are preventable.

    PDF21-item checklist

  • Fire Extinguisher Inspection Checklist

    A monthly fire extinguisher inspection checklist covering depot, shop, and vehicle-mounted units: gauge, pin and seal, access, physical condition, and the service dates an inspector asks for.

    PDF29-item checklist

  • Safety Committee Meeting Agenda Template

    A standing agenda for a fleet safety committee: prior actions, incidents since last meeting, inspection and telematics trends, and the decisions the committee owes the business.

    Word25-field form

  • Safety Committee Meeting Minutes Template

    A minutes record for a fleet safety committee: attendance, what was discussed under each item, decisions taken, and an action register with owners and due dates.

    Word24-field form

  • CSA BASIC Score Tracker

    A monthly tracker for your CSA percentile across all seven BASIC categories: the trend view that shows which category is actually driving your score before it triggers an intervention.

    Excel7-column table

  • Hazmat Placarding Checklist

    A pre-trip checklist confirming a placarded load carries the correct placards, in the correct positions, matched to the shipping papers. The check a roadside inspector runs first.

    PDF15-item checklist

  • Random Drug & Alcohol Selection Log

    A log of the random selections themselves under 49 CFR 382.305: pool size, selection date, method, who was drawn, and the rate against the minimum.

    Excel9-column table

Driver Management & HR

13 templates

  • Driver Onboarding Checklist

    A driver onboarding checklist ordered by the gates that actually block a first dispatch (MVR, Clearinghouse query, pre-employment test, medical card, ELDT) then the file, training and equipment.

    Google Sheet21-item checklist

  • Truck Driver Application for Employment Form

    A DOT-style driver application for employment that captures the 3-year employment and residency history, license details, and accident record FMCSA expects a motor carrier to collect at hire.

    Word26-field form

  • Driver Qualification File (DQF) Checklist

    A checklist of every document a motor carrier must keep in a driver qualification file under 49 CFR 391.51, so you can build and audit each driver's file without missing a required record.

    PDF17-item checklist

  • MVR (Motor Vehicle Record) Review Log

    A log for tracking the annual Motor Vehicle Record review FMCSA requires under 49 CFR 391.25: recording when each driver's record was pulled, who reviewed it, and the qualification decision.

    Excel7-column table

  • Driver Scorecard / Behavior Tracker

    A driver scorecard that turns safety and efficiency signals (speeding, harsh events, idling, MPG, on-time delivery) into a single comparable score so you can coach the right drivers.

    Excel9-column table

  • Driver Disciplinary Action / Warning Form

    A progressive-discipline warning form for documenting performance or policy issues (verbal, written, and final warnings) with the incident, corrective plan, and signatures an HR file needs.

    Word16-field form

  • Owner-Operator Driver Settlement Statement

    A settlement statement for paying owner-operators and lease drivers: itemizing load revenue, deductions (fuel, insurance, escrow, advances), and net pay per settlement period.

    Excel6-column table

  • DOT Drug & Alcohol Testing Log

    A program log for tracking DOT drug and alcohol testing under 49 CFR 382, recording pre-employment, random, post-accident, reasonable-suspicion, and return-to-duty tests by driver and result.

    Excel7-column table

  • Driver Time-Off / PTO Request Form

    A time-off request form built for fleet scheduling: capturing the dates, type of leave, and coverage plan a dispatcher needs to approve and reschedule loads without gaps.

    Word13-field form

  • Annual Driver Performance Review

    An annual review that pairs safety and compliance results with service and professionalism, so the conversation is grounded in scorecard data, not just impressions, and ends in clear goals.

    Word21-field form

  • Forklift Operator Evaluation Form

    A practical evaluation recording an operator's observed competence on a forklift (pre-use check, travel, load handling, pedestrian awareness) with a pass decision and the evaluator's sign-off.

    PDF32-field form

  • Harsh Event Coaching Log

    A per-driver coaching record tying telematics-flagged harsh events to what was discussed and agreed: the documentation that shows a pattern was addressed, not just noticed.

    Excel7-column table

  • Driver Investigation History File

    The file 49 CFR 391.53 requires for a new hire: a written record of each previous DOT employer contacted, the date, and the safety history they returned.

    Word32-field form

Audit & Recordkeeping

10 templates

  • IFTA Mileage & Fuel Tax Worksheet

    The per-jurisdiction mileage and fuel record behind an IFTA return: odometer at each state line, miles in each jurisdiction, and the gallons and receipt number for every fill.

    Excel9-column table

  • DOT Audit Preparation Checklist

    A DOT audit preparation checklist that walks a motor carrier through the records auditors typically request (driver qualification, hours of service, drug & alcohol program, vehicle maintenance, and accident files), so nothing is missing on audit day.

    PDF27-item checklist

  • IFTA Quarterly Filing Worksheet

    An IFTA quarterly filing worksheet that organizes miles and gallons by jurisdiction so you can calculate your fleet's average MPG, taxable miles, and fuel-tax position per state or province for the quarter.

    Excel9-column table

  • Driver File Audit Checklist

    A driver file audit checklist for self-auditing each driver's qualification file (application, license, MVRs, medical certificate, and testing records), so every file is complete before an auditor ever asks.

    PDF19-item checklist

  • DOT Medical Card Expiry Tracker

    A roster tracking each driver's medical examiner's certificate: issue and expiry dates, any restrictions, and the reminder dates that stop a card lapsing mid-dispatch.

    Excel8-column table

  • FMCSA Clearinghouse Query Log

    A per-driver log of required Clearinghouse queries, pre-employment full queries and the annual limited query, the record a routinely missed audit item asks for by driver, not just by date.

    Excel6-column table

  • DataQs Challenge Tracker

    A tracker for every roadside inspection or crash record challenged through DataQs (the filing date, evidence submitted, and outcome), so a corrected record is actually confirmed, not assumed.

    Excel7-column table

  • IRP Apportioned Registration Tracker

    A per-vehicle tracker for IRP apportioned registration: jurisdictions covered, renewal date, and the mileage records the registration is actually based on.

    Excel6-column table

  • UCR Registration Tracker

    An annual tracker for the Unified Carrier Registration filing: fleet-size bracket, fee paid, and the confirmation record a roadside inspection or audit will ask to see.

    Excel6-column table

  • Oversize/Overweight Permit Tracker

    A per-move tracker for oversize and overweight permits: the states covered, the route and dimension approved, and the permit's validity window, since it's typically issued per trip, not per vehicle.

    Excel7-column table

Cost / Budget / Finance

10 templates

  • Fleet Maintenance Budget Template

    Planned vs. actual maintenance spend, period by period, for every cost category and every vehicle, with the variance and the cost per mile on each line.

    Excel9-column table

  • Cost-Per-Mile Worksheet

    A cost-per-mile worksheet that splits every operating expense into fixed and variable buckets and divides by miles, so you know your true CPM and the rate you actually need to charge to make money.

    Excel5-column table

  • Fleet Budget Template

    A full-year fleet operating budget that sets a number for every cost category, tracks actuals against it month by month, and shows the variance, so overruns are caught in the quarter, not at year-end.

    Excel6-column table

  • Total Cost of Ownership (TCO) Worksheet

    A total-cost-of-ownership worksheet that captures a vehicle's full lifecycle cost (acquisition, fuel, maintenance, insurance, and resale), and reduces it to a true cost per mile and per year for honest replace-or-keep decisions.

    Excel4-column table

  • Form 2290 HVUT Tracker

    A per-vehicle tracker for the Heavy Vehicle Use Tax: filing season, taxable gross weight category, amount paid, and the Schedule 1 proof every state wants at registration.

    Excel7-column table

  • Toll Account Reconciliation Sheet

    A monthly reconciliation matching toll transponder statements against vehicle assignments and trip records, so a disputed or misassigned toll charge is caught before it's paid.

    Excel7-column table

  • Lumper Fee Receipt Log

    A per-load record of lumper fees paid at the dock (amount, payment method, and receipt reference) the documentation a reimbursement or a billed-back accessorial both need.

    Excel8-column table

  • Owner-Operator Escrow Refund Tracker

    An escrow ledger per leased owner-operator: deposits in, permitted deductions out, interest paid, and the 45-day return clock 49 CFR 376.12(k)(6) sets.

    Excel10-column table

  • Unbilled Loads Aging Report

    A report of loads that delivered but were never invoiced, aged by days since delivery, with the document blocking each one and who has to go get it.

    Excel10-column table

  • Deadhead & Empty Miles Log

    A log that splits empty miles from loaded miles and prices the difference. The number a cost-per-mile worksheet needs and a trip sheet never records.

    Excel10-column table

Driver Logs & HOS

9 templates

  • Mileage Log

    An IRS-ready business mileage log that records date, purpose, and start/end odometer for every trip, for reimbursement and tax-deduction substantiation.

    Excel6-column table

  • Trip Sheet / Driver Trip Log

    A driver trip sheet that captures each trip's route, miles, fuel, and stops: the owner-operator's daily record for settlements, IFTA, and cost tracking.

    Excel9-column table

  • Driver Daily Log / HOS Log Sheet

    A paper hours-of-service (HOS) daily log sheet (record of duty status) for drivers: a backup when an ELD malfunctions or where paper logs remain permitted.

    Excel6-column table

  • Hours-of-Service (HOS) Paper Log Sheet

    A paper record-of-duty-status (RODS) grid for logging hours of service under 49 CFR 395, for use as an ELD-exempt operation's daily log or as the backup form when an ELD malfunctions.

    PDF6-column table

  • 34-Hour Restart & 60/70-Hour Cycle Tracker

    A rolling tracker for the 60/70-hour on-duty limit and the optional 34-hour restart under 49 CFR 395, so a driver can see remaining cycle hours and when a restart resets the clock.

    Excel6-column table

  • Driver Per-Diem & Expense Log

    A per-diem and expense log for drivers subject to DOT hours-of-service limits, tracking days away from home, the per-diem rate, and reimbursable expenses for reimbursement and tax purposes.

    Excel7-column table

  • ELD Malfunction Log

    A paper-log fallback for the period an ELD is malfunctioning: driver hours reconstructed by hand, the malfunction reported, and the repair-or-replace deadline tracked.

    PDF13-field form

  • Unassigned Driving Time Log

    A weekly review log for ELD-recorded driving segments not assigned to a driver. The unresolved-assignment queue that's a routine finding in an FMCSA audit if left unaddressed.

    Excel7-column table

  • HOS Exception Log

    A record of every hours-of-service exception a driver relies on (short-haul, adverse conditions, personal conveyance) with the conditions that justified it, so the exception stands up if questioned.

    Excel6-column table

Regional (UK/Canada/EU)

9 templates

  • UK Daily Walkaround Check Sheet (DVSA)

    A UK-style daily walkaround check sheet structured around the DVSA driver's daily defect-check items, so drivers can record a nil-defect or report defects before a vehicle goes on the road.

    PDF22-item checklist

  • Canada NSC Compliance Checklist

    A Canada NSC compliance checklist structured around the National Safety Code program areas (carrier profile, driver files, hours of service, vehicle maintenance, and trip inspections) to help carriers self-check their safety-management records.

    PDF20-item checklist

  • EU Tachograph Record Log

    An EU/UK tachograph record log to summarize driver activity (driving, other work, availability, and rest) against the EU drivers' hours rules, so you can spot infringements before an enforcement check does.

    Excel10-column table

  • Canada Hours of Service Log

    A running Canadian hours-of-service cycle log: 70 hours over 7 days or 120 over 14, with the 13/14/16-hour daily limits and north-of-60 figures.

    Excel14-column table

  • UK Tachograph Analysis Log

    A weekly review log for tachograph download analysis (driving time, breaks, and infringements flagged by the analysis software) the record showing the download was actually reviewed, not just archived.

    Excel7-column table

  • Driver CPC Training Record

    A per-driver Driver CPC training record: 35 hours every 5 years, each course dated and classed National or International, with the running total.

    Excel12-column table

  • Australia NHVR Fatigue Log

    A work diary matching Australia's Heavy Vehicle National Law fatigue management structure: work and rest hours under Standard Hours or an accredited BFM/AFM scheme.

    PDF7-column table

  • Canada ELD Compliance Checklist

    A checklist for the Canadian ELD rules in SOR/2005-313: third-party certification, the in-cab packet, the 14-day malfunction clock, and retention.

    PDF32-item checklist

  • Chain of Responsibility Checklist

    An NHVR Chain of Responsibility self-assessment: the ten CoR parties, the primary duty under HVNL s. 26C, and executive due diligence in s. 26D.

    PDF37-item checklist

Telematics / Data & KPI Reporting

9 templates

  • Idle Time Report

    An idle time report that turns engine-idle hours into wasted fuel and dollars per vehicle and driver, so the most expensive idlers are obvious and coaching has a target.

    Excel7-column table

  • Fleet KPI Dashboard Template

    A single-view fleet KPI dashboard that pulls the core operating metrics (utilization, cost per mile, MPG, on-time delivery, downtime, and safety) into one place with targets and trend, so leadership reads the fleet at a glance.

    Excel6-column table

  • Fleet Utilization Report

    A fleet utilization report that compares the hours and miles each vehicle actually worked against what it was available to work, so underused assets that could be sold, redeployed, or right-sized stand out.

    Excel6-column table

  • Downtime Tracking Log

    A downtime tracking log that records every hour a vehicle is out of service, why, and what it cost, so chronic problem units and the real price of unreliability become visible.

    Excel6-column table

  • Fleet Management Excel Template

    A single workbook holding the fleet register, driver roster, service schedule, and running costs: one row per vehicle, with the compliance dates that drive everything else.

    Excel12-column table

  • Dashcam Event Review Log

    A per-event review log for dashcam-flagged incidents (what was seen, the severity call, and the coaching or dismissal outcome), so review decisions are consistent and traceable.

    Excel7-column table

  • Geofence Alert Review Log

    A review log for geofence entry, exit, and dwell alerts: separating a genuine exception from routine operations so the alert list stays worth checking.

    Excel7-column table

  • Telematics Exception Report

    A weekly rollup of telematics exceptions across speeding, harsh events, idle time, and geofence alerts: one view that shows which vehicles and drivers actually need attention.

    Excel7-column table

  • Telematics Contract Renewal Tracker

    A tracker for telematics and dashcam agreements putting the term end and the auto-renewal notice deadline on one row, so no term rolls over unchosen.

    Excel10-column table

EV Fleet

8 templates

  • EV Charging Log Template

    An EV charging session log that captures kWh delivered, cost, location, and resulting range for every charge: the record that turns electricity spend into a real cost-per-mile for an electric fleet.

    Excel9-column table

  • EV Fleet Maintenance Checklist Template

    A preventive-maintenance checklist built for electric vehicles (battery and high-voltage system, regen-aware brakes, thermal management, tires, and software), so EV-specific service does not get missed by an ICE-era PM plan.

    PDF21-item checklist

  • EV Battery Health Log

    A per-vehicle record of state-of-health readings over time (capacity retention, charge cycles, and fast-charge exposure) the data that turns a range complaint into an actual answer.

    Excel7-column table

  • EV Charger Maintenance Log

    A per-charger record of faults, uptime, and service history for depot charging infrastructure: the log that separates a charger problem from a vehicle problem.

    Excel7-column table

  • Depot Charging Schedule

    An overnight charging plan that allocates limited depot capacity across the fleet by departure time and battery need, so every vehicle leaves with enough range and nothing overloads the site.

    Excel7-column table

  • EV Range Observation Log

    A record comparing rated range against what a vehicle actually delivered on real routes, by season and load, so route planning is built on observed range, not the window sticker.

    Excel8-column table

  • EV vs ICE Cost Comparison Worksheet

    A side-by-side total-cost worksheet for an electric versus a comparable combustion vehicle (purchase, energy, maintenance, and incentives) built on your own charging and duty-cycle data.

    Excel4-column table

  • EV Charging Invoice Reconciliation

    A sheet that matches logged charging sessions to what the network and utility actually billed: kWh, rate, idle fees, and the variance on each one.

    Excel10-column table

Legal / Forms

8 templates

  • Bill of Lading (BOL) Template

    A bill of lading (BOL) template: the fillable PDF that records a shipment's contents, shipper, consignee, and carrier, acting as the receipt and contract of carriage.

    PDF18-field form

  • Vehicle Lease Agreement Template

    A vehicle lease agreement template that captures the parties, vehicle, lease term and payments, maintenance and insurance responsibilities, and end-of-lease terms: a starting structure to take to counsel.

    Word22-field form

  • Vehicle Rental Agreement Template

    A short-term vehicle rental agreement template covering the parties, vehicle and rental period, rates and deposit, condition at handover, and renter responsibilities: a structure to take to counsel.

    Word20-field form

  • Vehicle Bill of Sale Template

    A vehicle bill of sale template that records the sale of a vehicle between a buyer and seller (parties, vehicle details, price, odometer disclosure, and signatures) as proof the asset changed hands.

    Word16-field form

  • Trucking Invoice Template

    A carrier invoice that bills a completed load: load and BOL reference, linehaul rate, fuel surcharge, accessorials, and the payment terms that decide when you actually get paid.

    Excel6-column table

  • Trucking Lease Agreement Template

    An owner-operator equipment lease setting out the parties, equipment, compensation, and who carries insurance, maintenance, and operating costs. The terms a federal lease is expected to state.

    Word6-section policy

  • Broker–Carrier Agreement Template

    A master agreement between a broker and a motor carrier: authority and insurance warranties, rate confirmation precedence, cargo liability, payment terms, and back-solicitation.

    Word7-section policy

  • Hazmat Shipping Paper Template

    A shipping paper template for a hazardous-materials shipment: proper shipping name, hazard class, packing group, and quantity, in the sequence and format regulations require.

    Word15-field form

Fleet Policies (SOPs)

7 templates

  • Company Vehicle Use Policy (SOP)

    A company vehicle use policy template covering authorized use, driver responsibilities, prohibited conduct, and accident procedure: the rulebook for your fleet.

    Word6-section policy

  • Fleet Safety Policy Template

    Adoptable fleet safety policy wording: seven drafted sections with bracketed placeholders for your company, roles and thresholds, covering driver standards, vehicle condition, safe operating rules and enforcement.

    Word7-section policy

  • Distracted Driving & Cell Phone Policy

    A distracted-driving and cell phone policy template that bans handheld device use, sets hands-free rules, and defines enforcement, so phone use never becomes the cause of a crash.

    Word5-section policy

  • Take-Home Vehicle Policy

    A take-home vehicle policy template covering who qualifies, allowed personal use, commuting and tax treatment, and driver responsibilities for an assigned company vehicle.

    Word6-section policy

  • Accident Response Procedure (SOP)

    An accident response SOP that gives drivers a clear, step-by-step procedure for the scene of a crash: protect people first, gather facts, notify the right people, and file the report.

    Word6-section policy

  • Fleet Fuel Card Policy

    A fuel card policy template that sets out authorized use, purchase limits, PIN security, receipt and reconciliation rules, and the consequences for misuse.

    Word6-section policy

  • Fleet Safety Program Template

    The operating layer behind a safety policy: named roles, a review and audit calendar, the metrics tracked, and the budget lines a safety program actually runs on.

    Excel6-column table

Onboarding & Training

7 templates

  • Driver Road Test Evaluation Form

    A road test and skills evaluation form aligned to 49 CFR 391.31, for assessing a new driver's pre-trip, control, and on-road skills before they're cleared to drive solo.

    PDF19-field form

  • Driver Training Record / Log

    A training record that tracks every course, certification, and refresher a driver completes, from orientation and defensive driving to hazmat and entry-level driver training (ELDT).

    Excel8-column table

  • Driver Handbook Acknowledgment Form

    A signed acknowledgment confirming a driver received, read, and agreed to follow the company driver handbook and its key fleet policies: the proof you relied on the policy if an issue arises later.

    Word15-field form

  • Ride-Along / In-Cab Evaluation Form

    An in-cab ride-along evaluation for assessing a driver's real-world habits (defensive driving, space management, compliance, and customer interaction), during a supervised route.

    PDF18-field form

  • New Driver Orientation Checklist

    A day-one-to-week-one orientation checklist that takes a new driver from paperwork and equipment issue through safety training and first supervised dispatch, so nothing gets missed at hire.

    PDF20-item checklist

  • Hazmat Training Record

    A per-driver record of general awareness, function-specific, safety, and security-awareness hazmat training, with the recurrent-training date that keeps a certification from quietly lapsing.

    Excel7-column table

  • ELDT Training Provider Record File

    The five records 49 CFR 380.725(b) requires a Training Provider Registry listing to keep, and the three-year retention clock that runs on each one.

    PDF27-item checklist

Asset & Lifecycle

6 templates

  • Fleet Asset Register Template

    A master fleet asset register that holds the single source of truth for every vehicle and major asset (identity, acquisition, assignment, and status) the foundation every other fleet record builds on.

    Excel10-column table

  • Vehicle Replacement Tracker Template

    A replacement-planning tracker that scores each vehicle against age, mileage, and rising cost so you can time replacements before they become money pits: the lifecycle plan that turns reactive buying into a budget.

    Excel8-column table

  • Fleet Depreciation Schedule Template

    A depreciation schedule that tracks each vehicle's book value year by year (purchase cost, method, annual depreciation, and remaining value), so your fleet's accounting and remarketing decisions rest on real numbers.

    Excel9-column table

  • Tire Inventory Tracker Template

    A tire inventory tracker that follows tire casings and new stock by size, brand, and DOT identity, including retreads and core management, so one of a fleet's biggest consumable spends stays under control.

    Excel9-column table

  • Telematics Device Install Checklist Template

    An installation and commissioning checklist for telematics and ELD/GPS devices (wiring, mounting, pairing, data verification, and driver handover), so every install is consistent and the data flows from day one.

    PDF18-item checklist

  • Vehicle Title & Registration Tracker

    A per-vehicle record of title status, registration renewal dates, and where each document is physically held, so a renewal never lapses and a title is never misplaced mid-sale.

    Excel7-column table

Routing & Delivery

6 templates

  • Delivery Manifest Template

    An itemized delivery manifest that lists every stop and every item on the truck, so the driver knows exactly what to drop where, and the warehouse can reconcile what left the dock.

    Excel7-column table

  • Proof of Delivery (POD) Form

    A proof-of-delivery form the driver completes at each stop: capturing the signed, dated confirmation that the consignee received the goods, plus any shortage or damage noted at the door.

    PDF18-field form

  • Route Plan Sheet

    A manual route planning sheet that sequences a driver's stops with windows, drive times, and ETAs, so a day's deliveries are ordered for the shortest run, not whatever came in first.

    Excel7-column table

  • Delivery Schedule Template

    A dated delivery schedule: every upcoming delivery with its date, customer, address, order reference, driver and time window, plus a status column and the account's standing frequency.

    Excel9-column table

  • Cargo Seal Log

    A per-shipment record of seal numbers applied and verified at each handoff: the chain-of-custody evidence that shows a trailer wasn't opened between origin and delivery.

    Excel7-column table

  • Detention & Demurrage Log

    A per-stop record of arrival, dock-in, and departure times against the free period a rate confirmation allows: the evidence that turns a detention claim into an accepted accessorial.

    Excel8-column table

Accident & Incident

5 templates

  • Accident / Incident Report Form

    An at-scene accident report form for drivers: capturing the who, what, where, and conditions of a collision while details are fresh.

    Word15-field form

  • Near-Miss Report Form

    A near-miss reporting form that captures close calls before they become injuries or collisions: the proactive, blame-free record that turns a 'nothing happened' moment into a fixed hazard.

    Word16-field form

  • Incident Investigation Form

    An incident investigation form that takes a collision, injury, or property-damage event past the at-scene report into root-cause analysis and corrective action, so the same incident doesn't repeat.

    Word19-field form

  • Vehicle Damage Report Form

    A vehicle damage report that records condition panel by panel, separates new damage from pre-existing wear, and then settles who pays: repair estimate, driver chargeback, insurance claim and deductible.

    PDF31-field form

  • Hazmat Incident Report Form

    An at-scene and follow-up report for a hazardous-materials release or spill: what happened, the response taken, and the specific detail a regulatory incident report requires.

    PDF16-field form

Insurance & Risk

5 templates

  • Fleet Insurance Claim Form

    A fleet insurance claim form that captures the policy, vehicle, incident details, parties, and damages in one place, so you can report a claim to your insurer quickly and completely.

    Word20-field form

  • Certificate of Insurance (COI) Tracker

    A certificate of insurance tracker that logs every COI you hold from vendors, subcontractors, and owner-operators (coverage type, limits, expiry, and status), so no certificate lapses unnoticed.

    Excel10-column table

  • Fleet Risk Assessment Template

    A fleet risk assessment template that scores your operational risks by likelihood and impact, assigns an owner and mitigation, and tracks residual risk, so you manage exposure deliberately instead of reacting to incidents.

    Excel10-column table

  • Freight Claim Log

    A numbered log of cargo claims filed against your authority, carrying the 30-day acknowledgement and 120-day disposition clocks 49 CFR 370 sets.

    Excel10-column table

  • Insurance Premium Audit Worksheet

    A worksheet for the annual premium audit: what each line was rated on at binding, what you actually ran, and the variance that becomes a true-up.

    Excel10-column table

Fuel Management

4 templates

  • Fuel Log / Fuel Tracking Sheet

    A fuel log that records every fill-up (gallons, cost, and odometer), so you can calculate MPG, catch fuel waste, and feed IFTA reporting.

    Excel8-column table

  • Fuel Card Reconciliation Sheet

    A fuel card reconciliation sheet that matches each card transaction to a driver, vehicle, and receipt, so off-policy purchases, mismatched gallons, and possible card abuse surface before the statement closes.

    Excel9-column table

  • Fuel Purchase Log

    A fuel purchase log that records every fill (date, location, gallons, price, and odometer), and computes MPG and cost per mile so fuel spend is tracked vehicle by vehicle, not buried in a card statement.

    Excel9-column table

  • DEF Usage Log

    A per-vehicle diesel exhaust fluid log tracking consumption against fuel used, so an abnormal DEF-to-fuel ratio is caught before it points to a bigger emissions-system problem.

    Excel7-column table

Preventive Maintenance

4 templates

  • Vehicle Maintenance Schedule Template

    A mileage-based preventive maintenance schedule that lays out which service each vehicle is due for and when, so nothing slips past its interval.

    Excel6-column table

  • Preventive Maintenance (PM) Checklist

    A recurring PM checklist that walks a technician through every system on a routine service, so each PM is done the same way, every time.

    PDF27-item checklist

  • PM Service Schedule (A/B/C) Template

    A tiered A/B/C preventive-maintenance schedule that groups tasks into escalating service levels by mileage interval: the standard way fleets organize light, intermediate, and major PM.

    Excel7-column table

  • Equipment Maintenance Log Template

    A maintenance log for non-road equipment (forklifts, generators, trailers, and yard assets) that tracks service by hours or cycles instead of miles, so support equipment gets the same PM discipline as vehicles.

    Excel8-column table

Procurement & Vendor

4 templates

  • Vendor Evaluation Scorecard

    A weighted vendor evaluation scorecard that scores parts and service suppliers on price, quality, lead time, and support, so vendor decisions rest on a consistent, defensible score instead of a gut feeling.

    Excel6-column table

  • Request for Quote (RFQ) Template

    A fleet request-for-quote template that spells out exactly what you're buying, the quantities, and the terms, so every vendor quotes against the same scope and the responses are genuinely comparable.

    Word18-field form

  • Fleet Purchase Order Template

    A fleet purchase order template that turns an agreed quote into a committed, trackable order (itemized, priced, and on your terms), so what arrives and what's invoiced match what you actually ordered.

    Word18-field form

  • Core Return Tracker

    A tracker for core deposits and returns on rebuilt parts (alternator, starter, brake caliper), so a refundable deposit doesn't quietly expire in a shop corner.

    Excel7-column table

Dispatch & Operations

3 templates

  • Dispatch Sheet Template

    A daily dispatch sheet that puts every driver, load, and route assignment on one line, so the whole board can see who's running what, when it's due, and where it stands.

    Excel9-column table

  • Load Board Tracker

    A load tracking sheet that follows every freight order from the moment it's booked to proof of delivery, so no load sits uncovered and no invoice gets missed.

    Excel9-column table

  • Rate Confirmation Sheet

    A load-specific rate confirmation issued between broker and carrier: pickup and delivery detail, the agreed rate, accessorials, and the terms that govern that one load.

    Word19-field form