DEF and fluid top-up log
Record what was added, where it went and how much it cost, without losing the product details.
Download the free template
Use the workbook for the example and working sheet, or start with a blank CSV.
No account or email required. Downloads use English labels, CAD, kilometres and litres. Website language and unit controls do not convert the files. CSV files contain blank input columns, without workbook formulas or formatting.
Make the record useful
A top-up record is most useful when it names the exact system and product. “Added fluid” cannot tell you whether the entry belongs to DEF, engine oil or coolant. Keeping separate entries makes unusual use easier to discuss with the maintenance team and preserves the receipt behind the cost.
What to record
- Enter the vehicle, date and odometer. Identify the fluid or system and copy the exact product description from the container or invoice.
- Record the quantity actually added in litres and its cost in CAD excluding tax. Keep the receipt reference and who added the fluid.
- Describe the reason for the addition and any observation or follow-up. Distinguish a top-up from a full drain and refill.
Use one row per fluid addition. If one visit includes DEF and engine oil, make two entries. A bulk purchase is not automatically the quantity used by a single truck: allocate only a supported quantity, and keep the purchase document separately. Record unknown information as a follow-up need rather than entering zero as if it were measured.
Use the result
Filter by vehicle and exact fluid to review additions over time. Check completeness before comparing trucks or months. Repeated top-ups are a reason to review the records and obtain appropriate service advice, not proof of a particular fault. Transfer recorded costs to a monthly review once, ensuring a service invoice has not already included the same fluid.
Common mistakes
Do not combine litres of DEF, oil and coolant into a single consumption figure. Do not use the size of a purchased container as the amount added unless that amount was actually used. A short top-up interval does not by itself establish a drain interval or a diagnosis.
What this log covers
This is a recording tool. It supplies no fluid specification, mixing permission, fill quantity, service interval or maintenance procedure.
Save a separate working copy and keep original receipts and supporting documents. Keep private fleet records in your own files; the download does not send your entries to Truck University.