Every vehicle with its service, MOT and other due dates in one list, highlighted as each date approaches, and a service history sheet to log the work done.

Effective Excel Registers

Part of the alphaZ ER series of Excel registers, built for listings that grow and need to be sorted and filtered. Supplied in fully editable MS Excel format, with a Google Sheets version included, and set in Calibri font for improved readability.
The register is set up with:

• Drop-downs for vehicle type, who services it and whether it is in use, with the lists editable on the Instructions sheet
• Conditional formatting that highlights service, MOT and other due dates as they approach and once they pass, with the warning period set on the Instructions sheet, and marks out vehicles no longer in use
• Filters on the register, and a service record that looks up the vehicle description from the register

alphaZ documents - tried and tested registers with no junk, jargon or unnecessary columns, developed over 25 years through practical use in the real world.

Further Reading

Further guidance on managing vehicles and drivers:

• Management of Vehicles
• Managing Drivers
• Driving for Work
• Managing Equipment and Premises knowledge base

How to Download

This file is included in the alphaZ subscription. This register is also included in every alphaZ toolkit covering ISO 9001, ISO 14001, ISO 45001 or ISO 27001, including the integrated toolkits, and in the Drivers Toolkit, so the toolkit route gives you this file plus everything else you need in one download.

Need Help Implementing?

If you'd like a hand setting up vehicle and driver records, or with your wider management system, our remote support services provide direct expert input from our team, by the day, by project, or on an ongoing basis.

Vehicles Register Template

A vehicles register template in Microsoft Excel for keeping a list of company vehicles and the dates each one is due its service, MOT and any other checks, with a log of the servicing carried out. A Google Sheets version is included.

Due dates are highlighted as they approach, so services and MOTs are booked before they are missed, and the service record builds into a maintenance history for each vehicle. It gives a clear record that the vehicles used for the work are kept roadworthy.

What's Included in this Vehicles Register

The workbook is laid out as separate sheets, each doing one part of the job:

• Vehicles - item or registration number, date registered, type, model or description, who services it, service frequency, the service, MOT and other due dates, comments and whether the vehicle is currently in use.
• Service_Record - each service carried out, with the item, the date serviced, who serviced it and comments, and the description looked up from the vehicle list.
• Instructions - how to use the register, the lists behind the drop-downs, including the garages or suppliers who service your vehicles, and the number of days ahead a due date is highlighted.

Nothing Runs Past its Due Date

Set how many days ahead you want warning of a due date and the register highlights each service, MOT or other check as it comes up, and again once it has passed. Vehicles taken out of use stay on the list for the record but are marked so they are not chased.

Setting Up the Register

Enter your vehicle types and the garages or suppliers who service your vehicles on the Instructions sheet, and set how many days ahead you want a due date highlighted. The register comes with an example vehicle and service marked as test data. Cells with a red triangle in the corner carry help text.

Built for Fleet Records

• Service, MOT and one other due date of your choice for every vehicle
• A warning period you set, so dates are flagged in good time
• Duplicate item or registration numbers highlighted
• A service history on its own sheet, linked to the vehicle list
• Vehicles no longer in use kept on the list for the record but marked out

Keeping the Register Up to Date

When a vehicle is serviced, log it on the service record and move the next due date on in the vehicle list, so the highlighting always points to the next job to book. The Google Sheets version can be shared with drivers or the workshop if the register is kept online.

Who Needs a Vehicles Register?

Any business running company cars, vans or commercial vehicles that wants one place to see what each vehicle is due and when, without a fleet management system. Operators working to FORS may prefer the ER20 FORS Vehicles Register.

Pairs with the Vehicle Forms

Faults found by drivers can be reported on the F-HS15 Vehicle Defect Report Form, and the F-Q71 Vehicle Details Sheet holds the full details for a single vehicle. The ER20 FORS Vehicles Register is an alternative register for fleets working to FORS, and fuel use can be tracked on the ER23 Fuel Emissions Register.