Fleet Vehicle Service Interval Worksheet

Every preventive maintenance program comes down to one table: what needs doing, how often, when it was last done, and when it is due next. This worksheet is that table. Fill out one sheet per vehicle, with the unit number, year, and typical duty at the top, and the service items down the side. The interval columns should come from the owner's manual for that specific vehicle, adjusted for how hard the unit works. A van that idles all day in city traffic and a pickup that runs highway miles can share a manual and still deserve different intervals, so treat the manufacturer's figure as a starting point and write down the one you actually commit to.

The last-done and next-due columns are where the sheet earns its keep. Record both the date and the odometer or hour reading for every service, then work out which one will come first for the next due entry, since a low-mileage vehicle can go over on time long before it goes over on miles. Our article on scheduling preventive maintenance by mileage across a small fleet walks through that math, and the Fleet Vehicle Next Service Due Estimator in our Tools section will do it for you from a recent reading and your average daily miles. If you are setting up more than a handful of vehicles, the Fleet PM Workload and Technician Capacity Calculator helps check whether the intervals you write here fit the shop time you have.