Oil change log
Updated · Reviewed by Israel Margulies, founder and CEO of High Point GPS
A log of oil changes for one vehicle or machine: when each was done, at what mileage or hours, which oil and filter went in, when the next one is due and who did it.
Oil changes are the most common service a fleet does, and the easiest to let slip. A log on each unit shows at a glance when the last one was done and when the next is due, by miles or by engine hours.
Write the oil type and filter part number every time. When a machine has a problem later, it's the first thing a technician or a warranty claim will ask for.
Oil change log
Fields: Vehicle / unit no. · Year, make and model · Engine · Oil spec and capacity · Interval (miles / hours / months)
Log columns: Date · Odometer / hours · Oil type and qty · Filter part no. · Next due · Done by · Notes
Fill it in the right way
- Fill in the unit, engine, oil spec and the interval from the maker's manual.
- After each change, write the date, odometer or hours, oil and filter used.
- Work out and write the next due reading.
- Initial the line and note anything found, such as leaks or metal on the filter.
Tips
- Follow the maker's interval and oil spec; severe use often means a shorter interval.
- Change the filter every time unless the maker says otherwise.
- Take oil samples on expensive machines; they catch wear early.
- Look for oil use between changes; topping up often is a warning sign.
Do it in FleetZap
- FleetZap PM schedules run on engine hours, miles or the calendar and open the oil change work order before it's due.
- Odometer and hours entered on a check update the meter, which moves the next due date.
- Each oil change is on the unit's history with its parts and cost.
- Engine hours can come in automatically from GPS Tracking or telematics.
FleetZap Maintenance
Work orders, PM, parts, compliance, assets and KPIs. Explore FleetZap Maintenance.
Frequently asked questions
What should an oil change log include?
The date, odometer or engine hours, oil type and quantity, filter part number, the next due reading and who did the work.
How often should oil be changed?
Follow the maker's interval for the engine and use; it's set in miles, hours or months, and severe service often calls for a shorter one.
Should I log oil changes by miles or hours?
Use what the maker's schedule uses. For machines and trucks that idle a lot, engine hours are often the better measure.
Why record the filter part number?
It shows the right filter was used, which matters for warranty claims and when diagnosing problems later.