Free fleet templates & tools

Printable checklists, editable policy wording and a running cost calculator — every resource fully on-page, no email address asked for.

In short: this library collects the working documents small UK fleets keep asking for — checklists, policy wording, forms and a calculator — published in full with nothing gated behind a form. Maintained by Smart Strix, the UK-first fleet platform for 2–50 vehicle operations; where a template touches regulation, the source is DVSA or gov.uk, and current official guidance always wins.

Templates

HGV walkaround check template

Daily check sheet for trucks: unit, trailer, coupling, tachograph, spray suppression and load security, structured around GOV.UK's HGV walkaround guidance.

Grey fleet policy template

Full editable policy wording for employees driving their own vehicles for work — scope, declarations, licence and insurance check frequencies, review cycle.

Vehicle defect report form

Five-section form from defect description through severity grading to rectification and sign-off, with guidance on the nil-defect question.

Pre-MOT van checklist

The items vans most often fail on — lights, tyres, brakes, wipers, suspension — checked the week before a Class 4 or Class 7 test.

Tools

Fleet running cost calculator

Enter vehicles, mileage, mpg, fuel price, insurance, maintenance and depreciation — get cost per mile and monthly fleet cost instantly, computed in your browser.

Related guides

Templates tell you what to fill in; the guides explain the rules behind them and how DVSA applies them in practice.

DVSA walkaround check list

The van and HGV daily check explained item by item, plus the defect flow and record-keeping DVSA expects.

Duty of care when driving for work

What employers owe anyone who drives on business — including grey fleet — under health and safety law, and how to assess the risk.

The full library, from drivers' hours to O-licensing, lives on the guides hub.

Why give these away without an email gate?

Because a checklist that costs your email address usually isn't worth one, and because the useful half of the problem isn't the template anyway — it's keeping the completed records organised for the 15 months DVSA guidance expects, remembering the renewal dates, and being able to find the evidence when someone asks. That part is what Smart Strix does: drivers capture photos and receipts in the app, documents carry expiry alerts, and repairs build a per-vehicle history. Print the templates; let the software do the remembering.

Frequently asked questions

Are these templates really free to use commercially?

Yes — print them, copy them into spreadsheets, adapt them for your fleet, brand them internally. We only ask that you don't republish them as your own web content.

Are the templates official DVSA documents?

No. They're written by Smart Strix following published GOV.UK and DVSA guidance, and each template page says where its structure comes from. DVSA doesn't mandate specific forms; always check current official guidance.

How do I get a template as a file rather than a web page?

Each template page renders in full, so use your browser's print function (or print to PDF), or recreate the tables in a spreadsheet — the layouts are deliberately simple enough to rebuild in a few minutes.

Will more templates and tools be added?

Yes — this page is the permanent home for new ones, so it's worth bookmarking. If a document your fleet needs is missing, tell us via the contact page and we'll consider it for the library.