This article is the template itself: the vehicle list's columns, with tips for filling them in – ready to use the moment you copy it into a spreadsheet. The why is covered in the vehicle list article; here comes the how. For my fleet clients I also provide a ready-made, formatted version – tailored to the company.
- The list has four blocks: identification, usage, insurance, roles – plus a notes column.
- One vehicle = one row; every registered asset is listed, trailers included.
- The update rule: immediately at every vehicle change, plus a monthly or quarterly review.
- The list serves insurance administration, the accountant and the renewal tender all at once.
Block 1 – Identification
Columns: registration number · make, model · chassis number (asked for at claim time and at every vehicle change) · year of first registration · category (car / van / truck / trailer / bus / plant and machinery). Tip: make the category column a drop-down list – later filtering (e.g. “all trailers”) depends on it. For plant and machinery, flag road use separately (yes/no) – for the classification in the plant and machinery article.
Block 2 – Usage
Columns: nature of use (urban delivery / national field service / construction / mixed) · annual mileage (an estimate is fine, but put something down) · use abroad (yes/no – for the Green Card request) · dedicated driver / shared · base location (where it's kept overnight). This block gives the usage picture that pricing is built on – the needs assessment works from it. Tip: flag “mixed private-business” use here – the separate article gives a framework for sorting it out.
Block 3 – Insurance
Columns: MTPL framework (fleet / standalone – useful when switching) · casco (full / partial / none) · deductible (%, minimum) · extras (assistance, courtesy car, legal protection element – abbreviated) · renewal date · Green Card expiry (if relevant). Tip: the casco column mirrors the cover-level matrix – at renewal, this is the column we check first. For vehicles with a superstructure (refrigeration unit, box body, crane), add a separate column: superstructure value – the refrigerated transport article shows why this matters.
Block 4 – Roles and notes
Columns: owner · registered keeper · lender/financier (if any) · end of term · notes. The roles block is the key to keeping order across leased and rented fleets – guarding against the pitfalls covered in the registered keeper article. The notes column is the heart of the list: this is where anything out of the ordinary goes (“on trade plates”, “being sold”, “laid up for the season”). Update rule: immediately at every vehicle change, plus a monthly or quarterly review – the closing point of the vehicle change checklist is always to update the list.
Frequently asked questions about keeping the list
“Excel, or something smarter?” – The format is secondary: a spreadsheet is more than enough for most fleets; what matters is the combination of one single copy, one owner, and a fixed update routine. “Who should see it?” – The fleet manager and their deputy edit it, management and the accountant read it; I need the current version for quote requests and vehicle changes. “What happens to vehicles that leave the fleet?” – They move to an archive tab, not deleted: they stay useful for years for claims-history and accounting purposes. “How much work does it take to keep alive?” – The first fill-in is an afternoon's work; after that, a few minutes a month alongside the vehicle-change routine. I'll hand over the formatted, drop-down version on request.
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