What can I track with this vehicle checklist?
You can list vehicle documents such as MOT, insurance, tax or operator paperwork and record their expiry dates.
Vehicle checklist template
Use this free vehicle checklist template to record vehicle documents, expiry dates and notes. Edit online, print or download Excel and Word files.
Every tool is free to use on screen, and a free account saves your records. Downloads are one free file a month across all toolkits, then £1.49 for a single extra download or £4.99 a month for unlimited downloads. Cancel anytime.
2 entries
Record vehicle paperwork and renewal dates so nothing runs out unnoticed.
Downloads need a free account. That gives you one free file a month across all the toolkits.
This tool is free to use with no account. The rows below are examples so you can see the layout, edit or delete them and add your own. Nothing you type here is stored on our servers, so it will be gone if you close the page. Create a free account to keep it, and to get your free monthly Excel or Word download.
Vehicle Document & Expiry Tracker
| Vehicle registration | Document type | Expires | Notes | |
|---|---|---|---|---|
| Example vehicle registration 1 | MOT | 19 Oct 2026in 21 days | Example entry, replace this with your own details. | |
| Example vehicle registration 2 | Insurance | 18 Nov 2026 | Example entry, replace this with your own details. |
These tools are provided for general business administration, organisation and record-keeping purposes. They do not constitute legal, medical, clinical, safeguarding, health and safety or regulatory advice and do not guarantee compliance with any applicable requirement. Businesses remain responsible for ensuring their own policies, procedures and records are appropriate for their circumstances.
Using this template
This vehicle checklist template provides a simple record of vehicle paperwork and renewal dates. Fleet operators, couriers, trades and businesses running company vehicles can use it to keep items such as MOT, insurance, tax and operator documents in one list. Each row identifies the vehicle registration, document type, expiry date and any note needed to locate the evidence or explain the next action.
Enter dates from the current document rather than relying on memory, and review the list often enough to act before expiry. Use consistent document names so records can be filtered or compared across vehicles. Common mistakes include assuming a reminder proves a vehicle is compliant, failing to update the entry after renewal, mixing driver qualifications with vehicle documents and keeping no copy of the source paperwork. This is a document and expiry checklist, not a physical walkaround inspection form. It does not inspect a vehicle, check roadworthiness, contact DVLA or DVSA, or determine the legal requirements that apply to a particular operation.
Questions about this template
Is this a daily vehicle walkaround check?
No. It is a document expiry tracker and does not record a physical safety inspection.
Does the tool check official vehicle records?
No. It does not connect to DVLA, DVSA or any external vehicle system.