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Fuel and emissions · Free Excel template

Fleet Sustainability Report Template

An Excel template where you enter each month's fuel and kilometers for every vehicle group, and it calculates CO₂ emissions in tonnes, per kilometer and per vehicle. It compares every month with a baseline year and gives you a year summary ready for a sustainability or ESG report.

Get the English file (.xlsx) Arabic version
Free: enter your name, email and job title and we email you the file. Works in Excel 2019 or later, Microsoft 365, Google Sheets and LibreOffice Calc.
  • 6 sheets, no macros
  • Editable emission factors with sources
  • Baseline and target comparison
safee-fleet-sustainability-report-template-en.xlsx
Indicator20242025Change
Total CO₂ (t)477.1461.1−3.3%
Km driven960,000984,000+2.5%
g CO₂ per km497469−5.7%
t CO₂ per vehicle17.0416.47−3.3%
Total CO₂ vs 5% reduction target—453.2Above target
Example figures for a 28-vehicle fleet. Replace them with your fuel and kilometers, and check the emission factors before you publish.
What's inside

What's in the fleet sustainability report template?

Six linked sheets: set the years and factors once, add one row per month per vehicle group, and the summary sheets do the rest.

  1. 01

    Settings

    Company, report year, baseline year and reduction target, and up to 20 vehicle groups: departments, sites or vehicle types.

  2. 02

    Emission factors

    Diesel and gasoline with U.S. EPA default factors, two slots for other fuels and one for electricity with your grid factor. Each factor has a source and scope column.

  3. 03

    Monthly data

    One row per month per group: active vehicles, kilometers, liters of each fuel and kWh. Each row calculates t CO₂, g CO₂ per km and L per 100 km.

  4. 04

    Monthly summary

    Every month of the report year next to the same month of the baseline year with the change, plus charts of monthly emissions and intensity.

  5. 05

    Year summary

    Totals and intensity for both years, progress against the target, and emissions split by fuel and by vehicle group.

  6. 06

    How to use

    Steps, formulas, the limits of the estimate and how to swap in factors if you report CO₂e.

What is a fleet sustainability report?

A fleet sustainability report shows how much fuel and electricity the company's vehicles used in a year, the CO₂ emissions that came from it, and how that changed from an earlier year. The sustainability team usually needs these figures for an ESG report, or a large customer asks its suppliers for them.

The total alone is not enough. If the fleet grows or does more trips, emissions rise even when fuel economy improves. That is why the template also calculates intensity: grams of CO₂ per kilometer and tonnes of CO₂ per vehicle.

How to prepare a fleet emissions report with the template

  1. Set up Settings: report year, baseline year, target percentage and vehicle groups.
  2. Check the emission factors. Keep the defaults or enter the factors your company uses, with their source.
  3. Enter the monthly data for the baseline year and the report year: liters from fuel cards, invoices or your fuel log, and kilometers from odometers or tracking reports.
  4. Review the monthly summary and look for any month that breaks the pattern before you copy the figures.
  5. Copy the year summary into your report and state the factors and sources exactly as they are in the file.

How the template calculates fleet CO₂ emissions

t CO₂ = Σ (quantity × kg CO₂ per unit) ÷ 1,000 g CO₂ per km = t CO₂ × 1,000,000 ÷ km L per 100 km = liquid fuel liters ÷ km × 100 t CO₂ per vehicle = t CO₂ ÷ average active vehicles Change = report year ÷ baseline − 1 Target total = baseline t CO₂ × (1 − target %)

One row as an example: in January 2025 the trucks used 9,360 liters of diesel, and 9,360 × 2.689 = 25,169 kg CO₂. The light vehicles added 4,992 liters of gasoline, or 11,721 kg. The month's total is 36.89 t.

For the full year, the example fleet has 28 vehicles: 20 light vehicles on gasoline and 8 heavy trucks on diesel. In 2024 it drove 960,000 km and emitted 477.1 t CO₂, or 497 g per km. In 2025 kilometers rose 2.5% to 984,000 km, while the total fell to 461.1 t (−3.3%) and intensity to 469 g per km (−5.7%). Diesel caused 68% of 2025 emissions.

Emission factors and their sources

The template uses the same diesel and gasoline factors as the fleet fuel cost calculator (Emissions tab), so the tool and the template give the same figures.

The default factors come from the U.S. EPA: 10,180 g CO₂ per gallon of diesel and 8,887 g per gallon of gasoline, about 2.689 and 2.348 kg CO₂ per liter. They cover CO₂ from combustion only. If your company reports CO₂e, uses your country's national inventory factors or the UK government (DESNZ) conversion factors, enter them in the factors sheet with their source and year.

The electricity factor is left blank because grid factors differ by country and year. Get it from your national authority or electricity supplier before you enter EV charging. If you are considering electric vehicles, start with the Fleet EV Suitability Calculator.

Baseline year and reduction target

The monthly summary compares each month with the same month of the baseline year. Its Year row compares only months that have data in both years, so the change stays valid before the year is complete.

In the year summary the target total comes from the target percentage in Settings. In the example, a 5% target means 453.2 t, so the total shows Above target by 7.9 t, while intensity shows Target met because 469 g is below the 472 g target. The 5% is only an example: enter the target your company has set.

Scope 1 and Scope 2 fleet emissions

Under the GHG Protocol, fuel burned in vehicles the company owns or controls falls under Scope 1, and electricity bought to charge them falls under Scope 2. The factors sheet shows the scope next to each fuel. Leased or contractor vehicles may fall under a different scope depending on your report boundary, so check the reporting rules your company follows.

Limits of the template

The template is a screening estimate based on the fuel and electricity you enter. With the default factors it leaves out other greenhouse gases and the emissions from producing and transporting fuel. It is not a verified carbon footprint or a compliance report, and it does not check the figures you enter. If the report will be reviewed by a third party, record the source of every figure in the notes column.

Related Safee solution

Fuel and kilometers straight from the vehicles

Safee Fuel Tracking reads fuel data from each vehicle, and Fleet Reporting gives you kilometers by period, vehicle or driver. The template's monthly figures then come from the system instead of being collected from invoices by hand.

  • Consumption per trip and per 100 km for each vehicle, without manual odometer entries.
  • Refueling detection that records when and how much fuel went into the tank.
  • Idle fuel tracking while engines run with the vehicle stopped.
  • Reports by period, vehicle or driver, exportable to PDF and Excel.
Questions

Questions about the fleet sustainability report template

Want monthly fuel and kilometers straight from your tracking system? Talk to Safee.

How do I calculate CO₂ emissions for a vehicle fleet?

Multiply the liters of each fuel by its emission factor in kg per liter, add the results and divide by 1,000 to get tonnes. For example, 1,000 liters of diesel × 2.689 = 2,689 kg, or 2.689 t CO₂. The template does this for every monthly row.

Where do the template's emission factors come from?

The diesel and gasoline factors come from the U.S. EPA: 10,180 and 8,887 g CO₂ per gallon, or 2.689 and 2.348 kg per liter. They are the same factors used in the Safee fleet fuel cost calculator. You can replace them with your country's or your company's factors.

What is the difference between CO₂ and CO₂e?

CO₂ is carbon dioxide alone. CO₂e adds other gases, such as methane and nitrous oxide, converted to the equivalent amount of CO₂. The template's default factors are CO₂ only, so if your report asks for CO₂e, enter CO₂e factors from a published source.

Why do I need grams of CO₂ per kilometer?

Because the total rises as the fleet grows or does more trips. Grams per kilometer show whether the fleet has become more efficient. In the example, kilometers rose 2.5% and intensity fell 5.7%.

Does the template work for a part year?

Yes. The Year row of the monthly summary compares only months with data in both years. The total-versus-target check shows Part year until you enter 12 months, so compare intensity in the meantime.

How do I add electric vehicles?

Enter the kWh charged in the electricity column, and enter your country's grid factor with its source in the factors sheet. While that factor is blank, charging adds no emissions.

Is this report a verified carbon footprint?

No. The template is a screening estimate of fleet fuel emissions from your own figures. If your report will be reviewed or certified by a third party, follow the method and factors that party requires.

Does the template work in Google Sheets?

Yes. Upload the xlsx file to Google Drive and open it in Google Sheets. In Excel it needs version 2019 or later or Microsoft 365, and it also works in LibreOffice Calc.

Next step

Collect your sustainability report figures every month

Bring last year's fuel and kilometer data, and we will show you how Safee reports give you consumption and kilometers for every vehicle group.

Request a demo Get the template
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