Keeping up with vehicle maintenance can be surprisingly difficult. Oil changes, tire rotations, inspections, fluid services, registration renewals and other maintenance items can all happen on different schedules. Add more than one vehicle to the household, and it becomes even easier to lose track of what was done, when it was done, and what may be coming due next.
A simple vehicle maintenance system can make a big difference. The goal isn't just to keep a list of repairs. It's to maintain a useful history of your vehicle while keeping an eye on upcoming maintenance.
Here are some of the most important things every vehicle owner should consider tracking.
1. Current Mileage
Mileage is the starting point for many maintenance decisions. Keeping your vehicle's current mileage reasonably up to date makes it easier to recognize when mileage-based service may be approaching.
Rather than trying to remember the mileage from your last visit, keep one current mileage figure with your vehicle information and update it periodically.
2. Maintenance by Mileage and Date
Not every maintenance item should be tracked the same way. Some may be primarily mileage-based, some time-based, and others may need attention based on whichever comes first.
A useful maintenance record should therefore let you keep track of:
- The maintenance item
- Last service date
- Last service mileage
- Recommended mileage interval
- Recommended time interval
- Next due date and/or mileage
Always use the maintenance schedule appropriate for your particular vehicle. Your owner's manual, manufacturer recommendations, driving conditions, warranties and qualified service professionals should take precedence over a generic checklist.
3. Upcoming Maintenance
Knowing what has already been done is useful. Knowing what is coming next is even more useful.
A good maintenance system should make it easy to identify items that are approaching their next service date or mileage, rather than requiring you to review old receipts every time you want to know what's due.
4. Service Appointments
Once you decide to have maintenance performed, record the appointment along with the provider.
This closes an often-overlooked gap between knowing something is due and actually getting it done. Keeping upcoming appointments with your maintenance information also gives you one place to check instead of relying entirely on separate notes or reminders.
5. Service and Repair History
Keep a record whenever maintenance or repair work is completed. Useful information can include the date, vehicle mileage, work performed, service provider, cost and where the receipt or related documentation is stored.
If several services are performed during one visit—such as an oil change, tire rotation and inspection—recording each item can make the history much more useful later.
6. Maintenance and Repair Costs
A service history becomes even more valuable when it includes costs.
Consider tracking parts, labor and other charges associated with maintenance and repairs. Over time, those records can help you understand how much you're spending to maintain a particular vehicle.
7. Other Vehicle Expenses
Maintenance isn't the only cost of vehicle ownership. Depending on what is useful to you, you may also want to record expenses such as registration, parking, tolls, insurance-related costs or accessories.
The important thing is to avoid recording the same expense in multiple places and accidentally counting it twice.
8. Fuel and Mileage
Recording fuel purchases can provide another useful piece of your vehicle's history. At minimum, you might track the date, mileage, gallons purchased and amount spent.
With consistent records, you can also calculate and follow MPG over time.
9. Tires
Tires are easy to overlook as a separate vehicle record. Keeping information about tire purchases, installation and replacement gives you another useful reference point when managing the vehicle.
10. Important Vehicle Documents
Registration, insurance information and other vehicle-related documents may have expiration or renewal dates.
You don't necessarily need to store sensitive documents themselves in your maintenance system. Keeping a record of the document and important dates—or noting where the document is stored—can be enough.
11. Service Providers and Important Contacts
Keep your frequently used dealerships, repair shops, tire shops, insurance contacts and roadside-assistance information together.
When you need service, you shouldn't have to search old emails or receipts just to remember who you used last time.
Turn Your Records Into a System
A vehicle maintenance log is useful, but a connected maintenance system can do more.
Imagine this workflow:
Schedule → Dashboard → Service History → Next Due
You identify upcoming maintenance and schedule the appointment. The appointment is visible with your vehicle information. When the work is completed, you record it in the service history. Your maintenance schedule can then move forward to the next service interval.
That's the idea behind Vehicle Maintenance Pro from MJC Innovations—an Excel-based vehicle maintenance and ownership system designed for up to five vehicles.
It brings maintenance schedules, upcoming maintenance, appointments, service history, expenses, fuel and mileage, tires, documents and contacts together in one workbook.
Microsoft Excel is required for Vehicle Maintenance Pro.
Free Vehicle Maintenance Checklist
Want a simple way to get started? Download the Free Vehicle Maintenance Checklist from MJC Innovations. It's a one-page printable reference designed to help you keep track of routine maintenance, service records, appointments, important vehicle information and more.
Download the Free Vehicle Maintenance Checklist
Microsoft Excel is required.