What does a driver document expiry tracker cover?
A driver who drives on an expired license, driver card or Iqama can be stopped, fined or kept off a client site, and the vehicle stands idle until the paperwork is fixed. Most of these renewals take days or weeks, so the fleet needs to see them coming. This driver document expiry tracker in Excel keeps every expiry date in one place and turns them into a weekly renewal list.
| Document | What you record | Who issues it in Saudi Arabia |
|---|---|---|
| Driving license | License type, number, expiry date | General Department of Traffic (Muroor) |
| Professional driver card | Card number, expiry date | Transport General Authority (TGA), for transport activities |
| Iqama or national ID | Number, expiry date | Jawazat or the Civil Affairs, through Absher |
| Medical fitness | Expiry date of the certificate | Set by your company or client policy |
| Training certificate | Course, expiry date | Training provider, as your policy or client requires |
How to use the driver document tracker
- Set the alert windows on Settings. The defaults are 30, 60 and 90 days.
- Add one row per driver on Drivers, replacing the five example rows.
- Type each expiry date as a date. Type N/A where a document does not apply to that driver, so it is not counted as missing.
- Open Alerts every week and start renewals for expired documents and those in the first window.
- Overwrite the expiry date after each renewal so the status turns Valid again.
How are days left and status calculated?
The report date is today by default, so the sheet updates every time you open it. Type a fixed date on Settings to see the position on a given day, for example before an audit. The overall status of a driver is the status of the next expiry, and the Missing dates column counts empty date cells, so a driver with no driver card date on file stands out.
Worked example: five drivers on 1 November 2026
Ahmed's medical certificate expired on 25 October, so it shows −7 days and Expired. It is his earliest expiry; his driver card follows on 20 November (19 days away, within 30 days). His training certificate, due on 15 January 2027, is 75 days away and falls within the 90-day window.
Across the five example drivers the Alerts sheet counts 2 expired documents, 3 due within 30 days, 2 within 60 days, 3 within 90 days, 13 valid and 1 not recorded, Saeed's driver card. Imran's training is marked N/A and is not counted as missing.
- ExpiredAhmed's medical fitness and Yousef's driving license. Renew before the next trip.
- Within 30 daysImran's Iqama in 7 days, Ahmed's driver card in 19 and Yousef's medical in 30.
- Not recordedSaeed has no driver card date. Find out whether he needs one.
Common mistakes with driver document records
- Typing dates as text. 14.03.2029 or "March 2029" is not a date, so days left stays empty. The sheet only accepts a date or N/A.
- Leaving a cell empty when the document does not apply. Use N/A, so the empty cells that remain are real gaps.
- Mixing Hijri and Gregorian dates. Convert Hijri expiry dates to Gregorian before typing them.
- Updating the date before the new document is in hand. Change it only once you have the renewed document or its record.
- Keeping one tracker per branch. One file for the whole fleet, with a branch column and filters, avoids drivers who fall between two lists.
Limits of a spreadsheet tracker
The tracker only knows the dates you type, so it is as current as the last update. It does not check documents against government systems, and it does not send reminders; someone has to open it regularly. Which documents each driver needs depends on the activity, the vehicle and your clients. Check current requirements with the Muroor, the TGA and Jawazat. This template is a tracking aid, not legal advice.
To check working time as well as paperwork, use the daily driving and rest hours log.