Free working files for fleet, maintenance and operations teams. Each template serves one weekly task, with clear columns, working formulas, and Arabic and English versions.
| Date | Vehicle | Odometer km | Liters | Price / L | Cost | L/100 km |
|---|---|---|---|---|---|---|
| 02 Oct | TRK-07 | 48,210 | 182 | 1.10 | 200.20 | – |
| 05 Oct | TRK-07 | 48,830 | 187 | 1.10 | 205.70 | 30.2 |
| 08 Oct | TRK-07 | 49,420 | 176 | 1.10 | 193.60 | 29.8 |
| 11 Oct | TRK-07 | 49,880 | 189 | 1.14 | 215.46 | 41.1Check |
| 14 Oct | TRK-07 | 50,500 | 184 | 1.14 | 209.76 | 29.7 |
Log every refill by vehicle, and the workbook calculates liters, cost and monthly consumption per vehicle. It also flags entries that need a second look: missing odometer readings, liters above tank capacity or a sudden jump in consumption.
Download the template11 packs available to download now, with more on the way. Each pack covers one job and includes the forms that go with it, so the preventive maintenance schedule arrives with its work order and parts list.
Record every refill with odometer, liters and price, then get L/100 km per vehicle and a list of entries to check.
Get the templatePlan the year by vehicle group and cost type in any currency, then track budget against actual each month.
Get the templateSet service intervals by kilometer or date for each vehicle and see what is due, overdue or done.
Get the templateA walk-around checklist by vehicle type, with defects, photos and sign-off, so every fault is tracked until it is closed.
Get the templateFollow each incident from first report to insurer, repair and return to service, with lessons learned.
Get the templateAn editable policy covering vehicle use, fuel cards, incidents and driver responsibilities.
Get the templateOne clean list of vehicles and equipment with VIN, plate, class, location, owner and meter.
Get the templateDefine each metric once, track the trend and give every exception an owner and an action.
Get the templateRecord every trip with start and end odometer, catch gaps in the readings, and compare planned trips with what happened.
Get the templateLog each reading outside the shipment range with time, alert, action and the quality decision.
Get the templateMatch each traffic fine to the vehicle and driver at the time, then track payment, disputes and repeat patterns.
Get the templateSee the margin of each load and lane after fuel, tolls, driver time and empty return kilometers.
Coming to the Templates CenterRecord truck, trailer and axle readings against the limits your operation sets before dispatch.
Coming to the Templates CenterCSV layouts and a checklist to gather vehicles, drivers and history before moving to a new system.
Coming to the Templates CenterCollect documents, vehicles, insurance and service terms from a subcontracted carrier in one pass.
Coming to the Templates CenterWrite requirements vendors can answer clearly, then score them on evidence rather than demos.
Coming to the Templates CenterWhat to learn, fix and set up in your first three months, with a RACI for the fleet team.
Coming to the Templates CenterEditable job descriptions for 26 fleet roles, from fleet manager and dispatcher to telematics specialist.
Coming to the Templates CenterOrganize company, vehicle, driver and message records by transport activity before a Wasl connection.
Coming to the Templates CenterStage the hauler, vehicle, container and contract evidence a municipal waste service asks for.
Coming to the Templates CenterPrepare carrier, fleet and driver data for the Abu Dhabi freight platform, with dated official links.
Coming to the Templates CenterTrack licenses, professional driver cards, residency permits and medicals, and see what expires in 30, 60 and 90 days.
Coming to the Templates CenterRecord driving start and end times and breaks for each driver; days over the limits are flagged automatically.
Coming to the Templates CenterCheck the bus and driver before every school run: equipment, cameras, tracking device and driver eligibility.
Coming to the Templates CenterPrepare air conditioning, cooling, tires and batteries before the hot season, and plan drinking water and rest breaks for drivers.
Coming to the Templates CenterDocument every repair: the fault, parts, labor hours, cost and who approved the job.
Coming to the Templates CenterRank drivers by speeding, harsh braking and idling, and see who needs coaching.
Coming to the Templates CenterNo template matches your search.
Templates hold the data you collect every day. Calculators turn a few of those numbers into a decision. Most teams use both.
A template only helps if it is still in use after the first month, so every file in the Templates Center follows four rules.
Each sheet starts from the decision it supports, so there are no fields nobody reads.
Currency, thresholds, vehicle groups and owners are set once on a settings sheet.
Calculated columns use standard formulas, explained in a notes row, with no macros.
Checklists organize evidence. They never claim compliance, approval or certification.
Fleet management templates are ready-made spreadsheets, checklists and documents for the records a fleet keeps every day: fuel purchases, service schedules, vehicle inspections, incidents, asset lists, monthly KPIs and budgets. A good template saves you designing columns from scratch. More importantly, it gets everyone recording the same thing the same way, which is what makes the data usable at month end.
The Safee Templates Center groups templates into packs. Each pack covers one job and includes the forms that naturally go with it. The preventive maintenance schedule, for example, comes with a work order, a spare parts list and a backlog review, because the schedule is only useful if the work it raises gets done and recorded.
Whatever the size of the fleet, a small set of records covers most of the questions management will ask. Start with these and add the specialist packs as you need them.
| Template | What it answers | Who keeps it |
|---|---|---|
| Fuel log | How much fuel each vehicle uses, what it costs and which entries look wrong | Fuel controller, fleet manager |
| Preventive maintenance schedule | Which vehicles are due or overdue for service, and what was done | Maintenance manager, workshop |
| Pre- and post-trip inspection | Whether the vehicle was safe to leave, and which defects are still open | Drivers, supervisors |
| Asset register | What the fleet owns or leases, where it is and who is responsible | Fleet manager, finance |
| Incident and claims log | What happened, what it cost and when the vehicle returned to work | Safety, fleet manager |
| Monthly KPI report | Whether cost, uptime and safety are moving in the right direction | Fleet manager, management |
| Annual budget | What the fleet should cost this year, and where actual spend differs | Fleet manager, finance |
Some fleet obligations depend on where you operate and what you carry. The country packs we are preparing, such as the Saudi Wasl preparation checklist or the Abu Dhabi Asateel checklist, will help you collect company, vehicle and driver records in one place and assign an owner to each item. Each checklist will link to the official source and show the date it was last reviewed. They are preparation aids only: the authority's current rules and your own legal review decide what is required.
Templates work well while the fleet is small or the process is new. They become hard to sustain when people have to copy odometer readings by hand, chase receipts and reconcile files from several branches. At that point the same records can come straight from the vehicles.
Safee modules cover the same jobs on an ongoing basis. Fuel tracking records consumption, refueling events and idle fuel per vehicle, maintenance management raises service reminders by odometer, engine runtime or date, and fleet reporting exports activity by period, vehicle or driver to PDF and Excel. Each template page links to the module that does the same job automatically.
Looking for a template we do not have yet? Tell the Safee team.
Yes, every template is free. Before your first download we ask once for your name, email and job title (phone is optional); after that, downloads start straight away. You can edit, rename and use the files inside your company.
Yes. The spreadsheets are standard .xlsx files built with common formulas, so they open in Microsoft Excel, Google Sheets and LibreOffice Calc. Dropdown lists and highlighting carry over in each of them.
Yes. Every template has an Arabic version with right-to-left layout and an English version with the same columns and formulas, so a bilingual team can share the same file structure.
No. Checklists help you organize evidence and assign owners. Country checklists link to the official source with the date it was reviewed, and the authority's current requirements always take precedence.
You set them. Currency is a setting at the top of each workbook, and fuel templates work in kilometers and liters. Sample rows show how to fill each column and can be deleted.
When keeping the file up to date takes longer than acting on it. Common signs are copying odometer readings by hand, chasing drivers for receipts, and finding problems only at month end. A telematics platform records the same data automatically for each vehicle.
Tell us which records take your team the most time to keep. We will show you how Safee captures them automatically across your fleet.
