Fleet Maintenance Request Form
A fleet maintenance request form is what a driver fills in from the cab. Vehicle number, what's wrong, how bad it is, and whether the vehicle is safe to keep using - in the two minutes they have before the next drop.
For garages, dealerships, body shops and mobile mechanics.
Drivers report defects if it takes two minutes
Every fleet has an official defect process and an unofficial one: a text to the yard, or nothing at all. The unofficial one wins whenever the official one needs a laptop, a login or a paper book that lives in the office.
This form is a link. It opens on a phone at a service station, it works on one bar of signal, and there is no app for a driver to install on their own handset. Severity is a required question, so a brake fault can't arrive looking like a broken cup holder.
The same facts, every time
When each report is written differently, patterns are invisible. Consistent fields mean you can look across a month and see the thing that keeps happening, rather than a folder of prose.
Registration, mileage, symptoms - before it arrives
A car you know nothing about is an hour of diagnosis you didn't book. Registration, mileage and a plain description of the noise let you plan parts and time before the keys are on the counter.
It also stops the two most expensive misunderstandings in the trade: the job that was bigger than the quote, and the courtesy car nobody arranged.
Easy enough to actually be used
A reporting process nobody follows produces no data. This one is a link that opens instantly on a phone and takes a couple of minutes, which is the only version that gets used on a busy day.
Edit it like a document, publish like a link
Add questions, remove questions, change the order and the wording, set your accent colour. When you save, the form is live at its own address - share it by link, QR code or a button on your site, and read the answers in your dashboard.
What this template asks
- Your name
- Vehicle number or registration
- Odometer reading
- When did you notice it?
- What area?
- Describe the fault
- How serious is it?
- Where is the vehicle now?
- Location, if not at the yard
- I have marked the vehicle as off-road
- Anything else?
More Automotive forms
Questions
Can I use this as the daily walkaround check?
You can, with tick boxes per item - though most fleets keep the walkaround separate and use this for defects found in service. Every submission is timestamped either way.
Can urgent reports reach someone immediately?
Yes - turn on live notifications and each report is emailed the moment it's submitted, with the severity in the body so the yard can triage from the notification.
Can reports be submitted anonymously?
Yes, if you make the name optional. Nothing about the submitter is recorded otherwise - no IP address, no account, no tracking.
Can this go to more than one person?
Yes. Notification recipients are a list, so a report can reach a manager and a safety lead at the same time.
Can I export everything for an audit?
Yes - one click gives you a CSV of every response with its timestamp, which is usually exactly what an auditor or insurer asks for.
Can I ask for a registration or VIN?
Yes - they're ordinary text questions, and asking for both is common. What you can't do yet is look a registration up automatically; the form collects what the customer types.
Publish your fleet maintenance request form today
Start from this template and change anything you like. Free to begin.