Log template
Maintenance Log Template
Use this maintenance log to keep PM services, inspections, repairs, costs, and next due mileage in one consistent format.
Use this template with the matching checklist pages, then compare repair totals against the maintenance cost calculator during monthly budget review.
Who Should Use It
Owner-operators, small fleets, dispatchers helping with maintenance records, and used-truck buyers reviewing service history.
HTML Table Version
| Field | Example | Purpose |
|---|---|---|
| Date | 2026-05-14 | Service or inspection date. |
| Unit Number | T-204 | Tractor, trailer, or reefer identifier. |
| Odometer | 486250 | Mileage used for interval planning. |
| Engine Hours | 12840 | Useful when hours matter more than miles. |
| Service Type | PM B | PM, repair, inspection, tire, DPF, or road call. |
| Work Performed | Oil, filters, chassis lube, brake inspection | Plain-English description of the work. |
| Vendor | Independent shop | Where the work was completed. |
| Invoice Number | INV-10482 | Connects log entry to the receipt. |
| Cost | 642.18 | Feeds budget and cost-per-mile review. |
| Next Due Mileage | 501250 | Turns the record into a schedule. |
Printable Layout
Print this page and add blank rows under the table, or recreate the same fields in a spreadsheet for recurring use.
CSV-Style Field List
Date,Unit Number,Odometer,Engine Hours,Service Type,Work Performed,Vendor,Invoice Number,Cost,Next Due Mileage
Example Spreadsheet Row
2026-05-14,T-204,486250,12840,PM B,Oil, filters, chassis lube, brake inspection,Independent shop,INV-10482,642.18,501250
How to Keep Records
- Keep the original invoice or digital receipt with the log entry.
- Use one unit number format across tractors, trailers, and reefer units.
- Capture odometer, date, defect, corrective action, and next due mileage.
- Store records where they can be retrieved during maintenance review, sale due diligence, or an audit.
Related checklist pages
Sources and Methodology
- Federal Motor Carrier Safety Regulations, Part 396 - Maintenance, inspection, repair, and recordkeeping requirements for motor carriers.
- Parts plus labor planning methodology - Internal method: estimate likely parts range, labor hours, shop rate, fluids, shop supplies, diagnostics, downtime, and regional variation.