Free template
Free vehicle logbook template as Excel and PDF.
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18 rows per page, 1 to 20 pages.
Preview
Header and the first three rows. On a phone, scroll sideways.
Vehicle logbook
Sheet
| Date | Driver | Odometer (km) | Destination & purpose | Fuel / refuelled | Remarks / damage | Signature | ||
|---|---|---|---|---|---|---|---|---|
| Start | End | Driven | ||||||
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PDF for printing, Excel for filling in on a computer, with the difference calculated for you. Free, no sign-up.
Rather skip the paper?
With Dispoly, the odometer is recorded at pickup and return of every booking, also via a QR code on the vehicle. The logbook also shows kilometres driven without a booking.
30-day free trial, no credit card needed.
What belongs in a vehicle logbook
| Column | What goes in and why |
|---|---|
| Vehicle and license plate | Once at the top of the sheet if every vehicle gets its own sheet, otherwise in every row. |
| Date | The day of the trip, start and end for trips over several days. |
| Driver | Who drove, not who booked. After a speed camera photo or a damage report, that is the first question. |
| Time at pickup and return | Shows who had the vehicle at what time, even with two trips on the same day. |
| Odometer at pickup | Read it off the dashboard, do not copy it from the row above. That is the only way to notice that someone drove in between without an entry. |
| Odometer at return | Enter it when parking the vehicle, not at month end. |
| Distance driven | Return minus pickup. If the next pickup is higher than this return, a trip is missing. |
| Purpose or destination | Short and specific: "Client meeting Miller", "Site on Main Street", "Callout". |
| Fuel level and refueled | Optional. Helps the next person and makes it easy to check against the fuel card. |
| Damage and remarks | Write defects down straight away and pass them on. German accident-prevention rules (DGUV Vorschrift 70) require drivers to report defects they notice, to the next driver as well when the vehicle changes hands. |
| Initials or signature | On paper, the simplest record of who wrote the row. |
How to use the printed template
One sheet per vehicle
Put the license plate at the top and keep the sheet in the vehicle, ideally on a clipboard with a pen. If it sits in the office, the trips of everyone who does not walk past it are missing.
Start with today's reading
The first row is today's odometer reading. From then on, each pickup is the return of the trip before, and every mismatch is worth a question.
Write it down at handover, not afterwards
The reading at pickup before driving off, the reading at return when parking. What gets filled in from memory at month end is rarely right.
Log trips without a booking too
Garage run, callout, transfer: every trip gets a row, with the reason as its purpose. Otherwise the next entry shows a gap nobody can explain any more.
Check and file at month end
Add up the distance, sort out gaps while people still remember, file the sheet and start a new one.
Vehicle logbook template for Excel
The file works out the distance
Enter the odometer reading at pickup and return, and the column next to them subtracts one from the other. If either reading is missing, it stays empty instead of showing a wrong number.
A total under the sheet
Below the 200 rows sits the total distance driven. Start a new file each month and that total is the vehicle's monthly figure.
The header row stays put
The header row stays visible while you scroll. Printed, the sheet fits A4 landscape and repeats the header on every page.
One file per vehicle
Same as on paper: put the plate at the top and keep a separate file for each vehicle. If two vehicles share one list, a missing trip no longer shows, because the readings stop lining up.
When the digital version pays off
Several people share the vehicles
A colleague booked it, the apprentice drove it. When the reading is tied to the booking, both are on record, and any member can make the entry.
Rows go missing by month end
On paper, a missing trip only shows up when someone does the maths. Dispoly flags kilometers between two bookings straight away as "without booking".
Guests or volunteers drive too
Whoever books through a public booking page gets a link in the booking email and records without an account. A QR sign in the vehicle covers trips without a booking.
Someone types up the sheets
If someone copies the sheets into Excel at month end, the export is the shortcut: one row per booking, with the difference and the kilometers without booking, as CSV or Excel.
Read more: When a pool vehicle needs a logbook · Pool vehicle booking system · Managing shared company cars
FAQ
Frequently Asked Questions
From the sheet in the glove box to a logbook on every booking
Dispoly records the odometer at pickup and return, works out the distance per trip and per month, and shows gaps before anyone has to ask.
30-day free trial. No credit card required.