Creating a Simple Vehicle Maintenance Schedule for Small Fleets

If you operate a small fleet — whether that’s one vehicle or a handful — keeping everything properly maintained can feel like a juggling act. But the truth is, even without a full-time transport manager or complex fleet system, you can build an effective maintenance schedule that keeps your vehicles legal, safe, and reliable.

In this guide, we’ll walk you through:

• What a vehicle maintenance schedule is

• Why it’s essential (especially for Restricted Operator Licence holders)

• The core components of a simple, compliant schedule

• How to build one step-by-step

• Tools and templates you can use

• Common mistakes to avoid

Let’s get your vehicles running smoothly and your compliance sorted — without the stress.

What Is a Vehicle Maintenance Schedule?

A maintenance schedule is a documented plan showing when and how you’ll inspect, service, and maintain your fleet.

It covers:

• Safety inspections (PMIs)

• Servicing (based on mileage or time)

• MOT tests

• Repairs and defect rectification

• Brake tests

• Ad hoc checks (e.g. tyre pressure, fluids)

For Restricted Operator Licence holders, it’s also a key part of demonstrating you’re meeting your obligations to keep vehicles roadworthy.

Why You Need a Maintenance Schedule

Even if you only run one vehicle, the DVSA expects to see a planned and proactive approach to maintenance.

Having a schedule helps you:

• Avoid missed inspections or MOTs

• Prevent breakdowns and roadside prohibitions

• Pass DVSA audits or roadside checks

• Stay compliant with Operator Licence undertakings

• Extend vehicle lifespan and reduce long-term costs

• Reduce liability in the event of an accident

⚠️ No schedule = no system = red flag for the DVSA — especially at a Public Inquiry.

What Should a Maintenance Schedule Include?

Here’s a simple breakdown of what to include for each vehicle:

Component	Frequency
Daily walkaround check	Every working day (by the driver)
Safety inspection (PMI)	Every 4–13 weeks (6 is standard)
MOT test	Annually (first test at 12 months old)
Routine service	As per manufacturer’s schedule (e.g. every 10k miles or 12 months)
Brake test	Every 3–6 months or as part of PMI
Tachograph calibration	Every 2 years
Tyre checks	Weekly or monthly
Ad hoc repairs	As needed following defect reports

Step-by-Step: Building Your Maintenance Schedule

✅ Step 1: List Every Vehicle and Trailer

Start with a full list of vehicles, including:

• Registration number

• Make/model

• Type (van, 7.5t lorry, trailer, etc.)

• MOT due date

• Manufacturer’s recommended service intervals

• Any specific requirements (e.g. tipper gear servicing)

✅ Step 2: Choose Your Inspection Frequency

For each vehicle, set a Preventive Maintenance Inspection (PMI) interval based on:

• Usage intensity

• Age and condition

• Past defect history

🚚 For most small fleets, every 6 weeks is appropriate.

✅ Step 3: Add MOT and Servicing Dates

Record the last and next due dates for:

• MOT

• Interim service

• Full service

• Brake tests

Set reminders at least 2 weeks before deadlines.

✅ Step 4: Create a Maintenance Planner or Calendar

You can use:

• A wall chart

• Spreadsheet

• Outlook/Google calendar

• Maintenance planner template

Make sure it shows all upcoming dates clearly.

Sample layout:

Vehicle	PMI Every	Next PMI	MOT Due	Last Service	Brake Test Due
HGV-01	6 weeks	12 Aug 2025	15 Sept 2025	20 May 2025	20 Sept 2025
VAN-02	10 weeks	10 Oct 2025	1 Nov 2025	2 May 2025	—

✅ Step 5: Appoint a Maintenance Provider

Decide who will carry out:

• Inspections

• Repairs

• Servicing

• Brake tests

Use a reputable garage or mobile technician with experience on HGVs. Keep copies of all agreements or confirmations in your maintenance file.

✅ Step 6: Record All Completed Work

Each time an inspection, MOT, or service is carried out:

• Save the report

• File it under the correct vehicle

• Note any defects found and when they were rectified

✅ Store records for 15 months minimum, and ideally longer.

Tools & Templates You Can Use

You don’t need expensive software. For small fleets, these free/low-cost tools work brilliantly:

• Excel or Google Sheets – for maintenance planners

• Google Calendar – to set reminders and alerts

• Free printable vehicle maintenance logbooks

• Simple record templates from DVSA or RHA

• JS Transport Solutions Maintenance Folder Template (ask us for a free copy)

Common Mistakes to Avoid

Mistake	Why It’s a Problem
❌ Only doing maintenance “when needed”	DVSA sees this as reactive, not preventive
❌ No written plan	“We just remember” is not a defence at Public Inquiry
❌ Ignoring trailer maintenance	Trailers must be inspected too
❌ Confusing daily walkarounds with PMIs	They are both required and different in scope
❌ Not adjusting the schedule when vehicle use changes	Light-use vehicles may allow for longer intervals — heavy-use ones may need shorter

What the DVSA Looks For

If the DVSA inspects your operation or requests records, they’ll expect to see:

• A documented schedule

• Evidence of planned inspections (not ad hoc)

• Completed inspection reports

• Defect rectification logs

• A clear audit trail showing proactive maintenance

Even if you’re a one-man band — the standards still apply.

Sample Maintenance Planner Template (Download Available)

Fleet No.	Reg	Vehicle Type	PMI Interval	Next PMI	MOT	Service	Notes
01	AB12 XYZ	7.5t Tipper	6 weeks	15 Aug 2025	1 Sept 2025	10 July 2025	2 brake defects flagged last PMI
02	CD34 ABC	LWB Van	10 weeks	8 Sept 2025	12 Nov 2025	5 July 2025	Occasional use

Let me know if you'd like a downloadable or editable version of this.

Conclusion

Creating a maintenance schedule for a small fleet doesn’t have to be complicated — but it does need to be consistent, recorded, and reviewed.

By planning inspections, logging services, and tracking every vehicle’s needs, you not only stay legal — you also protect your business, your drivers, and your reputation.