About this template
Managing a company fleet requires accurate tracking of vehicle usage, mileage, and driver assignments. This Company Vehicle and Driver Details Form helps organizations maintain a reliable record of who is driving which vehicle, when it is in use, and its operating condition. By capturing starting and ending mileages, vehicle checklist items, and fuel documentation, fleet managers can easily monitor vehicle health, schedule maintenance, and enforce internal accountability.
Whether you operate a small team of delivery vans, construction trucks, or executive pool cars, this template streamlines data collection right from your drivers' mobile devices. Drivers can submit their trip details, report pre-trip inspection statuses, and log return times seamlessly. Fleet managers and operations teams receive organized responses instantly in Google Sheets, making it effortless to audit mileage, track fuel efficiency, and keep your business moving forward safely.
Key features
- Capture complete driver and vehicle identification details
- Log starting and ending mileages for accurate trip tracking
- Include pre-trip vehicle safety inspection checklists
- Collect fuel receipt documentation and maintenance notes
- Access all trip and vehicle logs instantly in Google Sheets
Use cases
- Tracking daily company car checkouts among sales and field staff
- Logging mileage and route details for commercial delivery vans
- Managing pool vehicle sign-outs for construction and maintenance crews
- Auditing monthly fuel usage and vehicle wear-and-tear
What this form collects
- Driver Full Name (Short answer)Enter your first and last name.
- Driver Contact Number (Short answer)Enter the best phone number to reach you during work hours.
- Vehicle Number / License Plate (Short answer)Select or enter the specific company vehicle you are operating.
- Trip Start Date (Date)Select the date you picked up or started using the vehicle.
- Expected Return Date (Date)Select the estimated date you will return the vehicle.
- Destination / Location Area (Short answer)Briefly describe your destination or the service area for this trip.
- Starting Mileage (Short answer)Enter the odometer reading at the start of your trip.
- Ending Mileage (Short answer)Enter the odometer reading upon returning the vehicle (leave blank if trip is ongoing).
- Pre-Trip Vehicle Inspection Checklist (Checkboxes)Confirm that you have checked the following items before driving.
- Fuel Purchases / Receipts (Paragraph)Please paste a link to your scanned fuel receipt (Google Drive, Dropbox, etc.) or note the fuel amount purchased.
- Vehicle Condition Notes (Paragraph)Report any new dents, scratches, mechanical issues, or warning lights noticed during your trip.
- Authorization Date (Date)Select today's date to certify the accuracy of the provided information.
- Driver Electronic Signature (Short answer)Type your full legal name to serve as your electronic signature and acknowledgment of company vehicle policies.
FAQ
How do I use this company vehicle and driver form?
Simply click the template link to copy it directly into your Google Drive account. You can then customize questions, add your company logo, and share the form link with your drivers.
Can I modify the questions to fit our fleet's needs?
Yes! Because it's a standard Google Form, you have full freedom to add, remove, or edit any fields, such as adding specific truck numbers or custom safety inspection items.
Can drivers fill out this form on their mobile phones?
Absolutely. Google Forms are fully responsive and work smoothly on smartphones and tablets, making it easy for drivers to submit details on the go before or after a trip.
Where is the submitted driver and vehicle data stored?
All form responses are automatically collected in a linked Google Sheets spreadsheet, giving you a centralized, searchable log of every trip and vehicle inspection.
Get this form in your Google Drive
Save a copy to your Google Drive with one click (uses 1 credit). Or build from a PDF or description in the app.