Guide 5. How to Keep Your Vehicle Maintenance Records Properly

For any vehicle owner—whether you’re managing a single car or an entire fleet—keeping accurate maintenance records is more than just a best practice. It’s essential for safety, legal compliance, performance optimization, and cost control.

Good record-keeping helps you stay on top of Preventative Maintenance Inspections (PMIs), identify recurring defects, prepare for MOT (Ministry of Transport) tests, and ensure timely repairs. This guide will help you implement a structured system for maintaining your vehicle records, and we’ll provide you with easy-to-use templates and checklists along the way.

Why Proper Maintenance Record-Keeping Matters

1. Legal Compliance

For commercial vehicles, it’s a legal requirement in the UK and many other countries to retain maintenance records. DVSA (Driver and Vehicle Standards Agency) guidelines require operators to keep records of PMIs, repairs, and MOTs for at least 15 months.

2. Safety

Regular inspections and prompt defect repairs reduce the chances of accidents due to mechanical failure.

3. Cost Management

A well-maintained vehicle avoids major repairs and improves fuel efficiency. Plus, regular servicing helps preserve resale value.

4. Warranty Protection

Manufacturers often require service records to honor warranty claims.

5. Fleet Management Efficiency

For businesses, keeping a clear service history helps in scheduling, budgeting, and decision-making.

What Records You Should Keep

To stay organized, your vehicle maintenance folder or digital file should include:

• PMI Checklists

• Defect Reports

• Repair Logs

• MOT Certificates and Reminders

• Service Invoices

• Parts Replacements and Upgrades

• Tyre Checks and Replacements

• Odometer Readings & Fuel Logs (optional but useful)

Let’s go through each one with templates and examples.

1. Preventative Maintenance Inspections (PMIs)

What is a PMI?

A Preventative Maintenance Inspection is a scheduled check to identify potential issues before they become serious. PMIs typically cover brakes, lights, fluids, tyres, suspension, and more.

How Often?

• For commercial vehicles: every 4–6 weeks depending on usage.

• For private cars: every 6–12 months or per manufacturer recommendation.

Sample PMI Checklist Template:

Vehicle Reg: ___________

Date of Inspection: ___________

Odometer Reading: ___________

Inspector Name: ___________

Next Scheduled PMI: ___________

Signature: ____________________

Keep this form printed or digital, and file it under the respective vehicle’s folder.

2. Defect Reporting

What is a Defect Report?

Drivers should report any issues noticed during daily use. Prompt reporting helps schedule repairs before a failure occurs.

When to Use It?

• During pre-use walkaround checks

• When a fault is detected during use

• Following a PMI that reveals a defect

Sample Defect Report Template:

Vehicle Reg: ___________

Driver Name: ___________

Date/Time of Report: ___________

Location: ___________

Driver Signature: ___________________

Mechanic Follow-Up: ___________________

These forms should be accessible to drivers at all times—via app, paper pad, or online portal.

3. MOT Records

What is an MOT?

In the UK, cars over 3 years old must pass an annual MOT test to ensure roadworthiness. For commercial vehicles, the rules are even stricter.

MOT Checklist for Record-Keeping:

Example Entry:

• Reg: AB12 CDE

• Last MOT: 20 March 2025

• Expiry: 19 March 2026

• Advisory: Nearside front tyre low tread

• Action: Replaced 22 March 2025

• Next MOT Due: 10 March 2026 (Early Test Scheduled)

Tip: Set calendar reminders 1 month before MOT expiry to allow time for repairs.

4. Repair Logs

Keep a clear history of all repairs—both planned and emergency. This helps identify recurring issues and spot trends.

Sample Repair Log Template:

Vehicle Reg: ___________

Date of Repair: ___________

Garage/Mechanic: ___________

Odometer at Repair: ___________

Invoice Attached: [ ] Yes [ ] No

Receipt #: ___________

Pro tip: Use unique job numbers or reference codes to keep your files traceable.

5. Digital vs. Paper-Based Record-Keeping

Paper-Based System

Pros: Easy to use, no tech needed

Cons: Easily lost/damaged, harder to search or share

• Use binders or folders for each vehicle

• Tab sections: PMIs, MOTs, Repairs, Defects, Invoices

Digital System

Pros: Easy to back up, searchable, shareable, time-stamped

Cons: Needs setup and backup discipline

Tools you can use:

• Google Sheets/Excel for templates

• Cloud storage (Google Drive, Dropbox)

• Maintenance apps like:

  
  

  • Fleetio

  • Whip Around

  • AUTOsist

  • Simply Fleet

  • GaragePlug

  
  

These platforms often include built-in reminders, photo attachments, and reports.

Bonus: Combined Vehicle Maintenance Record Sheet (Monthly Overview)

Use a master sheet to track all major events for each vehicle:

This lets you see vehicle health at a glance.

Tips for Staying Organized

1. Assign a Record-Keeping Manager

Whether you’re a one-person business or part of a fleet team, assign someone to own the record-keeping task.

2. Schedule Monthly Audits

Block a day each month to review, update, and file inspection logs and repairs.

3. Automate Reminders

Use calendar alerts or apps to notify you about upcoming inspections or MOTs.

4. Train Drivers and Mechanics

Make sure your team knows how to fill in forms, what to report, and when.

5. Store Records Safely

Whether digital or paper, back them up. DVSA requires accessibility on demand.

Legal Retention Guidelines (UK)

• PMI and inspection sheets: 15 months minimum

• MOT certificates: At least 1 full cycle (12 months), longer is safer

• Defect reports and repair documentation: 15 months or more

• Servicing invoices: 2–3 years (for warranty or tax purposes)

Conclusion

Staying on top of your vehicle maintenance records isn’t just smart—it’s necessary. By using simple templates and checklists for PMIs, defect reports, MOTs, and repairs, you’ll ensure your vehicle stays safe, compliant, and efficient.

Whether you manage one van or an entire logistics fleet, a well-organized record system saves time, reduces risk, and cuts costs. Use the templates provided in this post to get started today—and stick to it.