Log template
Oil Change Log Template
Use an oil change log to document intervals, oil type, filters, oil analysis notes, and next service mileage.
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
Operators tracking engine maintenance intervals and buyers reviewing whether service history matches odometer mileage.
HTML Table Version
| Field | Example | Purpose |
|---|---|---|
| Service Date | 2026-05-14 | Oil service date. |
| Unit Number | T-204 | Truck identifier. |
| Odometer | 486250 | Mileage at oil change. |
| Oil Brand / Spec | 15W-40 CK-4 | Documents oil specification used. |
| Oil Quantity | 11 gal | Helps review service accuracy. |
| Oil Filter Part Number | LF#### | Filter tracking without relying on memory. |
| Fuel / Coolant Filters | Fuel filters replaced | Records add-on PM work. |
| Oil Analysis Sample | Sample 24-118 | Connects lab results to mileage. |
| Service Cost | 512.77 | PM budget tracking. |
| Next Oil Due | 511250 | Next interval target. |
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
Service Date,Unit Number,Odometer,Oil Brand / Spec,Oil Quantity,Oil Filter Part Number,Fuel / Coolant Filters,Oil Analysis Sample,Service Cost,Next Oil Due
Example Spreadsheet Row
2026-05-14,T-204,486250,15W-40 CK-4,11 gal,LF####,Fuel filters replaced,Sample 24-118,512.77,511250
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.