Vehicle Maintenance Record Template: What to Include & How to Stay Compliant

Legal Responsibilities of Licence Holders – Part 2

Introduction

Maintaining your fleet in a roadworthy condition is a cornerstone of Operator Licence compliance in the UK. But being able to prove that maintenance has been carried out correctly — and at appropriate intervals — is just as important.

Whether you operate a single vehicle or manage a small fleet, you’re required by law to keep clear, accurate, and complete vehicle maintenance records. In this post, we’ll walk you through:

• What the law says about vehicle maintenance records

• What records you need to keep (and for how long)

• What should be included in a professional maintenance record

• Common record-keeping mistakes

• A downloadable, editable Vehicle Maintenance Record Template

• How to make your record-keeping audit-ready

• How JS Transport Solutions can help you stay compliant

This is the second post in our series on the Legal Responsibilities of Licence Holders, specifically tailored to help Restricted Operator Licence holders get compliance right.

Table of Contents

1. Why Vehicle Maintenance Records Matter

2. Legal Requirements Under the Operator Licence

3. What Must Be Recorded?

4. Sample Vehicle Maintenance Record Breakdown

5. Paper vs Digital Record Systems

6. Common Mistakes Operators Make

7. Record Retention Periods

8. Downloadable Vehicle Maintenance Record Template

9. Are Your Maintenance Records Audit-Ready?

10. JS Transport Solutions Record-Keeping Support

1. Why Vehicle Maintenance Records Matter

Maintaining vehicles in a roadworthy condition is not just best practice — it’s a legal undertaking.

Failure to keep accurate maintenance records can lead to:

• Public Inquiry summons

• DVSA prohibitions or fixed penalties

• Operator Licence suspension, curtailment or revocation

• A finding of “loss of repute” for transport managers

Records are your proof that you’ve met your commitments. No proof = no defence.

2. Legal Requirements Under the Operator Licence

When granted an Operator Licence (Restricted, Standard National or International), you agree to undertakings such as:

“Vehicles will be kept in a fit and serviceable condition, and maintenance records will be retained for at least 15 months and be made available on request.”

This means:

✅ Vehicles must undergo regular Preventative Maintenance Inspections (PMIs)

✅ Defects must be identified, recorded, and repaired

✅ Safety inspections, repairs, and servicing must be documented

✅ You must be able to produce these records to DVSA or the Traffic Commissioner at any time

3. What Must Be Recorded?

Your vehicle maintenance records should include, at a minimum:

A. Vehicle Information

• Registration number

• Make and model

• Vehicle ID/fleet number

• VIN/chassis number

• O-licence disc number

B. Inspection Details

• Date of inspection

• Type of inspection (PMI, safety inspection, MOT prep, etc.)

• Mileage at time of inspection

• Next scheduled inspection date

• Inspection interval (e.g., every 6 weeks)

C. Defects Found

• Specific faults identified

• Whether immediate or advisory

• Severity (roadworthiness impact)

D. Repairs Completed

• Description of work done

• Date repairs carried out

• Who carried out the work (internal/external)

E. Inspector & Signature

• Name of inspector/technician

• Company/garage name

• Technician signature and contact details

F. Operator Sign-Off

• Reviewed by O licence holder

• Signature and date of review

4. Sample Vehicle Maintenance Record Breakdown

Here’s what a well-structured Vehicle Maintenance Record looks like:

Section	Details
Vehicle Reg	AY63 TRN
VIN	VF1U1GDC5E4111223
Make/Model	Renault Master
Inspection Date	04/07/2025
Mileage	126,040
Next PMI Due	18/08/2025
Inspection Type	6-week safety inspection
Defects Found	Brake pads worn (advisory), oil leak at sump
Repairs Done	Pads replaced, sump gasket renewed
Repair Date	06/07/2025
Workshop	TruckTech Hereford
Technician	S. Hughes
Signature	[Signed]
Operator Review	Reviewed by S.J. Hazeldine on 07/07/2025

5. Paper vs Digital Record Systems

Both formats are accepted by the DVSA — but each has pros and cons.

Paper-Based Records

✅ Easy for small fleets

✅ No tech knowledge required

❌ Can be lost or damaged

❌ Harder to search, copy, and audit

Digital Records

✅ Easily backed up

✅ Can be shared with TM or auditors

✅ Good for scaling fleets

❌ May require subscriptions (e.g. r2c, Truckfile)

❌ Needs training to use properly

Tip: Use digital copies even if you maintain paper records for safety.

6. Common Mistakes Operators Make

Many operators fall foul of DVSA and the Traffic Commissioner due to preventable errors in their maintenance record-keeping:

🚫 Missing repair evidence for reported defects

🚫 Failing to record PMI frequency or mileage

🚫 Skipping sign-off by technician or operator

🚫 Not storing records in one central file

🚫 Unable to produce records on demand

🚫 Falsifying or backdating records under pressure

Avoid this: Use the downloadable template and follow a monthly audit routine.

7. Record Retention Periods

By law, you must keep:

• All safety inspection records for a minimum of 15 months

• Defect reports, repair invoices, and MOT documentation also for 15 months

• Maintenance planners showing PMI scheduling for 15 months

Tip: Store them for two full years to cover audit periods and insurance claims.

8. Downloadable Vehicle Maintenance Record Template (Editable)

We’ve created a simple, editable Microsoft Excel and PDF version of a compliant Vehicle

Maintenance Record.

🎯 Fields included:

• Vehicle ID, Reg, VIN

• Inspection and mileage

• Defects and repairs

• Technician and operator sign-off

📥 [Download the template here – FREE] (Coming Soon)

Customise it for each vehicle in your fleet and store in a folder labelled “Vehicle Maintenance Records – [Vehicle Reg]”

9. Are Your Maintenance Records Audit-Ready?

When DVSA or a Traffic Commissioner investigates, they want to see:

✅ A planner showing scheduled PMIs

✅ Evidence of inspections taking place

✅ Repair documentation linked to inspections

✅ No gaps or backdated entries

✅ All documents organised per vehicle

✅ Review sign-off by the operator

Audit tip: Every 6 weeks, check:

• Are all vehicles inspected as per planner?

• Were defects from inspections followed up with repairs?

• Are all inspections signed and dated?

Ask yourself: “If I was called to a Public Inquiry tomorrow, could I present this file as evidence?”

10. JS Transport Solutions Record-Keeping Support

At JS Transport Solutions, we provide support for operators who want to stay 100% compliant and Public Inquiry-ready.

Our services include:

✅ Vehicle maintenance file setup

✅ Editable templates for inspection reports

✅ Monthly document reviews

✅ Maintenance planner creation

✅ Support for Restricted Licence holders without a TM

✅ Pre-audit readiness checks

Need help creating a professional system for your maintenance records? Get in touch for a free compliance health check.

👉 www.jstransport.uk

Conclusion

Your maintenance records are your compliance safety net — without them, even a well-maintained fleet can land you in serious trouble.

Use the downloadable template. Create one file per vehicle. Stay consistent. And review monthly.

Next in the series: [Operator Licence Compliance Documents – What to Keep and How Long]