Maintenance Records & Work Orders · Excel template
Free 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. Use it alongside our fleet calculators to size the costs this template tracks, or browse fleet management software when you are ready to automate the workflow. See all downloads in the template library, and check the fleet glossary for any unfamiliar terms.
Built and reviewed by the FleetOpsClub research team. Preview it free below.
- A row per oil change with date, odometer, oil type/grade, and filter part number
- Next-due tracking by mileage and by date, whichever comes first
- Columns for quantity (quarts/liters), cost, and the technician or shop who performed it
- A worked example showing a mixed gasoline and diesel cadence
- Editable CSV. Yours to keep
- Print or save as PDF
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How to use it
- 1
Enter the unit number or VIN and the current odometer reading at the time of service.
- 2
Record the oil grade and filter used: match these to the OEM specification, not a generic default.
- 3
Set the interval from the manufacturer schedule (severe-duty cycles run shorter) and calculate next-due mileage.
- 4
Add a time backstop (for example 12 months) for low-mileage vehicles where oil oxidizes before the mileage interval hits.
- 5
Update the log each change and review it monthly to catch any unit approaching its next-due reading.
What's inside
- A row per oil change with date, odometer, oil type/grade, and filter part number
- Next-due tracking by mileage and by date, whichever comes first
- Columns for quantity (quarts/liters), cost, and the technician or shop who performed it
- A worked example showing a mixed gasoline and diesel cadence
- A printable layout you can clip inside the cab or post in the shop
Preview the template
Here's a real sample of the layout — the actual columns and structure you'll work in. The complete template, plus the editable spreadsheet, unlocks the moment you enter your email.
Preview
Oil Change Log Template
Intervals shown are illustrative, always defer to the manufacturer schedule. Synthetic, conventional, and diesel oils have very different drain windows.
| Unit / VIN | Date | Odometer (mi) | Oil Type / Grade | Filter Part # | Qty | Next Due (mi / date) | Cost | Performed By |
|---|---|---|---|---|---|---|---|---|
| VAN-014 | 2026-03-04 | 62,300 | 5W-30 synthetic | PH7317 | 6 qt | 69,800 / 2027-03 | $78 | In-house |
| TRK-007 | 2026-02-18 | 118,400 | 15W-40 diesel | LF9009 | 11 qt | 133,400 / 2026-08 | $165 | Acme Diesel |
Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
There is no universal number. Drain intervals depend on the engine, the oil grade, and the duty cycle. Modern synthetic-spec engines often run 7,500–10,000 miles, while severe-duty and diesel applications run shorter. Always defer to the manufacturer schedule and tighten it for stop-and-go, heavy-load, or dusty operation.
Use whichever comes first. High-mileage vehicles hit the odometer interval quickly; low-mileage vehicles still need time-based changes because oil degrades in the sump. The log carries both a next-due mileage and a next-due date for exactly this reason.
Logging the exact filter keeps the right part on the shelf, prevents the wrong filter being fitted on the next change, and gives you a clean history if a warranty or oil-analysis question ever comes up.
Yes. A consistent, documented oil-change history is one of the strongest signals of a well-maintained vehicle and supports a higher remarketing price.