Fleet Maintenance & MOT Tracker Template
Miles to next service, days to MOT and insurance and overdue flags per vehicle from an As-at date, plus a costs log rolled to cost per vehicle and per mile.
Fleet Maintenance & MOT Tracker Template is a free Excel workbook: 3 sheets, 274 live formulas and realistic sample data throughout, 19 KB as .xlsx.
The formulas are printed on this page, unedited, so you can check the method before downloading anything. Swap in your own numbers and the whole file recalculates — which is the part no chat window can hand you. Opens in Excel, Google Sheets, Numbers and LibreOffice; no add-in and no macro.
A look inside
This is a real slice of the Vehicles sheet from the actual file — not a screenshot, and not a mock-up. Cells shown in violet are live formulas, exactly as they arrive.
| # | Reg | Last service mileage | Last service date | MOT due | Insurance due | Miles to service | Service status |
|---|---|---|---|---|---|---|---|
| 6 | BV23 KLM | 156,052 | 2026-07-23 00:00:00 | 2026-11-20 00:00:00 | 2027-03-19 00:00:00 | =F6+E6-C6 | =IF(J6<0,"OVERDUE",IF(J6<$B$2,"DUE SOON","OK… |
| 7 | BV23 KLN | 18,065 | 2026-06-12 00:00:00 | 2026-10-20 00:00:00 | 2027-06-24 00:00:00 | =F7+E7-C7 | =IF(J7<0,"OVERDUE",IF(J7<$B$2,"DUE SOON","OK… |
| 8 | KX22 RTY | 42,042 | 2026-02-10 00:00:00 | 2027-01-24 00:00:00 | 2027-03-18 00:00:00 | =F8+E8-C8 | =IF(J8<0,"OVERDUE",IF(J8<$B$2,"DUE SOON","OK… |
| 9 | KX22 RTZ | 177,067 | 2026-02-08 00:00:00 | 2027-02-04 00:00:00 | 2027-03-08 00:00:00 | =F9+E9-C9 | =IF(J9<0,"OVERDUE",IF(J9<$B$2,"DUE SOON","OK… |
| 10 | LM21 PQA | 71,690 | 2026-01-30 00:00:00 | 2026-11-11 00:00:00 | 2026-11-02 00:00:00 | =F10+E10-C10 | =IF(J10<0,"OVERDUE",IF(J10<$B$2,"DUE SOON","… |
| 11 | LM21 PQB | 169,002 | 2026-08-04 00:00:00 | 2027-01-07 00:00:00 | 2027-02-14 00:00:00 | =F11+E11-C11 | =IF(J11<0,"OVERDUE",IF(J11<$B$2,"DUE SOON","… |
| 12 | YD20 HGF | 154,794 | 2025-11-26 00:00:00 | 2027-01-17 00:00:00 | 2026-09-23 00:00:00 | =F12+E12-C12 | =IF(J12<0,"OVERDUE",IF(J12<$B$2,"DUE SOON","… |
| 13 | YD20 HGH | 27,277 | 2026-05-12 00:00:00 | 2027-04-22 00:00:00 | 2026-12-12 00:00:00 | =F13+E13-C13 | =IF(J13<0,"OVERDUE",IF(J13<$B$2,"DUE SOON","… |
What’s in the file
What it explains
- Service by miles, MOT by date — they are different clocks
- Cost per mile is the number that compares an 18-tonner with a van
- Why the current mileage needs updating weekly
Download it
The workbook is free with a DataHub Pro account. Free accounts download three templates and keep them forever — re-downloading one you already have never counts again. Pro accounts get all 201.
Related templates
Writing about Fleet Maintenance & MOT Tracker? Link to this page.
The preview above is a real slice of the file, so this page is worth citing on its own — readers can see the formulas without downloading anything or making an account. Copy the line below.
<a href="https://www.datahubpro.co.uk/excel-templates/logistics-fleet-maintenance">Fleet Maintenance & MOT Tracker Template</a> — free Excel template from DataHub Pro
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