Truck downtime log
Connect time off the road with the reason, repair record and costs you actually incurred.
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 truck can spend a day unavailable without losing a full day of booked work. Keep the event itself separate from the financial effect. This record gives dispatch and maintenance a shared timeline to review when the same issue returns.
What to record
- Identify the truck and the event. Use a short reason that will still make sense when you review the entry next month.
- Enter out-of-service and return-to-service timestamps in UTC. Convert local times using their correct offsets so midnight and clock changes do not distort the duration.
- Keep the repair cost excluding tax, shop or invoice reference and follow-up together. Record the next action, its owner and due date.
Decide what “unavailable” means before adding rows. For example, begin when dispatch takes the truck out of service and end when it is available again. Shop labour hours are different. The workbook calculates elapsed hours from the UTC timestamps; an unfinished interval stays open. Resolve “Check times” before using a result.
Use the result
At month end, group events by truck and cause. Look for repeat visits, long waits for parts and unresolved follow-ups. Compare planned shop time with unplanned interruptions before making a replacement decision. Bring actual direct costs into your monthly cost review once, with the matching invoices.
Common mistakes
Do not count overlapping events twice when measuring one truck’s total unavailable time. Keep excluded costs visible in your broader cost review rather than assuming the repair figure covers everything. A completed timestamp records availability, not evidence that the necessary release checks were performed.
What this log covers
This is an internal event history. It does not replace required inspection records or a qualified service decision.
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.