A fleet maintenance schedule turns scattered service into a predictable calendar so nothing slips. This template lays out common intervals for oil, tires, brakes, fluids, and inspections, with guidance to adjust for duty cycle. Use it as a starting point and refine intervals with your own failure data over time.
How to use this template
Copy these intervals into your fleet software or a spreadsheet, then adjust for real conditions. Severe use, cold climates, heavy loads, and idling all shorten intervals. Always defer to the manufacturer's schedule where it is stricter.
Set each item to trigger on whichever comes first, miles or months, so low-mileage vehicles still get time-based service.
Common light-duty intervals
These are typical ranges for light-duty vans and cars in normal service. Confirm against the owner's manual for your specific make and engine.
Engine oil and filter: every 5,000 to 7,500 miles or 6 months
Tire rotation: every 5,000 to 7,500 miles
Cabin and engine air filters: every 15,000 to 30,000 miles
Brake inspection: every 10,000 to 15,000 miles
Brake fluid: every 2 to 3 years
Coolant: per manufacturer, often 30,000 to 60,000 miles then longer
Transmission fluid: 30,000 to 60,000 miles for severe use
Serpentine belt: inspect at 60,000, replace around 90,000 to 100,000 miles
Inspections and compliance items
Layer safety and compliance checks on top of mechanical service so both stay current.
Daily driver vehicle inspection (DVIR) before each shift
DOT annual inspection for regulated commercial vehicles
Tire tread and pressure checks monthly
Wiper blades and lights checked seasonally
Battery test before winter
✅ Checklist
Oil and filter: 5,000-7,500 mi or 6 mo
Tire rotation: 5,000-7,500 mi
Air filters: 15,000-30,000 mi
Brake inspection: 10,000-15,000 mi
Brake fluid: every 2-3 years
Coolant: 30,000-60,000 mi then per spec
Transmission fluid: 30,000-60,000 mi severe use
Belts: inspect 60,000, replace ~90,000 mi
Daily DVIR before each shift
DOT annual inspection for regulated vehicles
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❓ FAQ
Are these intervals right for every vehicle?
No. They are typical light-duty ranges. Always confirm against the manufacturer's schedule and shorten intervals for severe duty, towing, cold climates, or heavy idling.
How do EVs change the schedule?
EVs skip oil changes and have fewer wear items but still need tire rotation, brake fluid, cabin filters, coolant service on some models, and battery-system checks.
What counts as severe service?
Frequent short trips, stop-and-go delivery, extreme heat or cold, dusty conditions, heavy loads, and extended idling all qualify and warrant shorter intervals.
Should I go by miles or months?
Whichever comes first. Oil degrades with time even on a parked vehicle, so time-based limits protect low-mileage units.
How do heavy-duty trucks differ?
Heavy trucks use engine-hour and mileage intervals with more frequent and more involved service. Follow the OEM schedule and add DOT annual and periodic inspections.
Can software automate this?
Yes. Fleet maintenance software applies these intervals per vehicle, pulls mileage from telematics, and sends reminders before each service is due.