What this checklist is for
This is a fillable interval PM log for a single vehicle, such as a light or medium fleet unit like a pickup, van, crossover, or car. Enter information in the form at top of page; download as a CSV or PDF.
Use this when a scheduled service is needed, including tire rotation, brake service, oil change, filter replacement, coolant or other fluid changes, belt replacement, or a scheduled inspection. Or for a dated hours and miles board for that unit.
This unit's owner's manual provides due dates and miles. The Maintenance Minder / oil-life display provides those due dates and miles. Those makers included in this article are only examples: Ford, GM, Honda, Toyota.
It's not a federal mile number. There is no 49 CFR Part 396 mile interval for non-commercial motor vehicles. Maintain a running service history on the published vehicle maintenance log. It is not a lifetime invoice log; it is the interval board and visit stamp for the current PM cycle.
What it is not
- It is not a Class 8 tractor PM schedule. Semi truck maintenance schedule is a separate, unpublished topic. Do not copy tractor hours or 49 CFR 396 CMV record rules onto a sedan, van, or half-ton pickup that is not a commercial motor vehicle.
- It is not a daily walkaround. A fleet vehicle checklist (daily walk) is a different form. Mark defects found on a walk on that walk, then bring due interval work here.
- It is not a shop repair order, a fuel log, or a mileage-only trip sheet.
- It is not 49 CFR 396.11 DVIR paperwork and not the CMV annual inspection in 396.17. Those apply to commercial motor vehicles under a motor carrier. 396.3 tells carriers to keep identification, due dates, and repair records. It does not publish an oil-change mileage for passenger cars.
How to fill each block
Provide the duty cycle and vehicle information. Enter the make, model, year, VIN, fleet, unit number, and current miles. If equipped with an hourmeter, enter engine hours. For example, the manual for the 2024 Silverado 1500 considers each hour of extended idle to be equivalent to 33 miles for that particular truck. The conversion is not a site-wide rule; it’s just a GM example.
Don’t copy from a generic chart; copy the OEM interval line from the book in the glove box. If the cluster displays the remaining oil life percentage, record that. Also, record any Maintenance Minder codes if the vehicle is a Honda (A, B, 1, 2, etc.).
The way it's really run is the duty cycle. Commercial idle, tow, short trip, dusty road, all shorten oil & filter life. Use the maker's definitions of Normal, Severe, Extreme, or Mixed, then enter the next due mileage from that book.
Interval board. Label rows as Done, Due, and N/A. The "Done" label means the task was completed at this visit and remains within the OEM window. Due: Inspection calendar, miles, months, monitor all say time’s up. N/A means the unit lacks certain parts. Examples include staggered-size tires that the maker says not to rotate or the absence of a cabin filter in some older trucks. Don’t make up Pass/Fail limits not stated by OEM.
The oil and filter display indicates the time since the last change, but the manual has a limit on that time. For example, Ford's Intelligent Oil-Life Monitor displays about 7,500 to 10,000 miles for normal use, 5,000 to 7,499 for severe use, and 3,000 to 4,999 for extreme use. Ford also cautions against more than 10,000 miles or a year. In case the Ford display fails or resets, the fallback is six months or 5,000 miles in the manual.
General Motors: Change the oil within 600 miles of receiving the change engine oil soon message, or at least once a year. If the oil-life system was accidentally reset, change within 3,000 miles.
The Toyota 2024 Camry owner’s manual service schedule is every six months or 5,000 miles. Regular maintenance includes an oil and filter change at 12 months or 10,000 miles. However, special operating conditions, such as police/taxi/delivery idling, towing, or driving on dirt roads, call for oil changes at 5,000-mile intervals. Meanwhile, Honda’s Maintenance Minder displays "Due Now" at between 1, 5 percent oil life, and "Due Soon" at 6, 15 percent. The Civic book notes if it doesn’t display a message from Honda within 12 months of resetting the clock, change your oil once a year. Those are just examples from makers. Make a copy of yours.
The scheduled-maintenance page on my Ford says to rotate the tires at each oil-change interval. On the Silverado example from GM, it's rotate and a multi-point inspection every 7,500 miles. In that log for the Camry, Toyota rotates at 5,000 miles (the first visit). Code 1 on the Honda is rotate tires.
TireWise says to follow the owner's manual according to NHTSA. NHTSA mentions a recommended range of 5,000 to 8,000 miles if the maker has one. Check earlier if you notice any uneven wear. If your vehicle doesn't have front and rear tires of the same size, they can't be rotated. Check door placard for cold pressure at least once per month (including the spare). Replace passenger tires when the tread depth reaches 2/32 inch. Use published tire inspection checklist for a full tread walk.
Items like the engine air filter, cabin filter, coolant, belts, and brakes are based off the OEM chart, not a made-up fleet average. Example from Ford's page: The cabin filter gets changed at 20,000 miles. Example from GM's Silverado: At 22,500 miles or 24 months. Example from Honda: If there is code 2 for a pollen and dust filter, it gets swapped out, and that gets shortened to 15,000 miles in sooty urban air.
Ford's page gives this example: change coolant at 6 years/100K miles and after that at 3 years/50K miles. Example from GM's Silverado: Drain coolant at 6 years/150,000 miles.
Accessory belts are on Ford's chart, inspected at 100,000 miles, and replaced at 150,000 miles if not already replaced. Drive belt: Inspected by Honda with code 2. Ford includes brakes on its every-oil-change list. They are on Honda's service B list. Transmission fluid, spark plugs, recall campaigns: N/A until this manual or VIN lookup indicates they're due.
What varies
PM visit. List the actual hours, odometer miles, and date. Include the RO number, the name of the shop, or the name of the technician. Record the actual oil grade used (not a bulk-tank guess; from this manual). Verify that the Maintenance Minder or oil-life display was reset following the oil change. If it wasn’t, Honda says subsequent intervals will be incorrect.
If you are a used-oil handler according to the EPA's 40 CFR Part 279 summary, you are either a fleet shop or you generate used oil. Don't mix used oil with hazardous waste; keep containers and tanks clean and labeled "Used Oil." If you're a DIY or small-shop oil still, send it to a recycler. One oil change's worth of used oil can contaminate a million gallons of fresh water when dumped, according to EPA. Recycle the filter, too.
Keep a log. Four more rows here are for other PM visits on this unit. Use real dates and numbers. Leave any unused rows empty. No need to type a dash into an empty cell. Sign off. Note deferred work, state return-to-service status, then sign. There's a spot for a second name if your shop needs it. This isn't a license inspection certificate; it's a recordkeeping template.
Each system is an interval; they differ depending on the duty cycle, make, model year, and engine. There are four different systems: a Toyota 6 months/5,000 miles; a Honda Maintenance Minder code; a GM oil-life percent; a Ford IOLM message. Don’t average it all to one fleet oil mile.
This doesn't mean severe usage, which is defined by the OEM. For instance, Ford cites special operating conditions such as heavy commercial idle (e.g., taxi, delivery, patrol, livery), plus dusty roads. GM says taxi, police, delivery, 24-hour courier usage; short trips of 4 miles or less; and high dust or sand. Toyota says prolonged idling, frequent trips below freezing of 5 miles or less, dirt roads, and towing/car-top loading. Air-filter and pollen-filter life is shorter on dirty roads or in soot. Transmission-fluid change intervals are shorter when driving through mountains.
After you finish
You need shop licensing, emissions testing, and state inspection stickers. The form provided here is the United States default, it’s not a state safety-sticker form. On the OEM schedule, a light company vehicle is common.
A CMV with the same unit (common triggers: placarded hazmat; GVWR of 10,001 pounds or more; certain numbers of passengers) may require an annual CMV inspection and 49 CFR 396 recordkeeping. None of that creates a federal oil-mile number for a half-ton pickup or Civic that isn’t a CMV. For light vehicles, the published vehicle inspection checklist is a walk done at each station. Use that for conditions; use this form for intervals due or done.
Need a copy? Just download it as a PDF or CSV from within this tab. Want to fill out on paper in the bay? No problem, just download a blank copy and go at it. Only your answers are stored in this browser. A new visitor will see a clean form. Nothing gets emailed to BenchTab, the state or the OEM.
Printable PDF and page-1 preview are just below the form; file the PDF with your fleet CMMS or unit jacket. Keep the shop invoice. Cluster gets reset. Next due months/miles get scheduled from this manual, and the interval board gets updated. Used oil goes into labeled containers awaiting pickup by a Part 279 hauler/recycler. The form is above. Read the article below the form.
Not a substitute for the OEM or a licensed inspection
It’s a recordkeeping template. Not legal advice. Not a substitute for a licensed inspection, the procedure detailed in your vehicle’s owner’s manual, or a motor carrier’s (if it’s a CMV) 49 CFR 396 program. Don’t make up your own federal oil-change mileage. Use intervals from the oil-life display on the unit, or the book.