A company vehicle checkout form records who took a fleet vehicle, when, and in what condition, so the next driver can see its mileage, fuel level, and any damage. Log both the checkout and the return, because the difference between the two mileage readings is the record of the trip. Check the driver's license before the keys are handed over, and record that you checked, rather than writing the license number into the log.
Vehicle checkout form: 20 average monthly searches.Google Ads Keyword Planner · 2026-10-09 · United States
| Field | Type | Required | Why you ask it |
|---|---|---|---|
Entry typeCheckoutReturn | Single choice | Required | Each checkout and each return is its own submission. Pair them by vehicle number and date when you read the grid. |
Driver name | Short text | Required | Names the person responsible for the vehicle during the trip. |
Vehicle numberThe fleet number painted on the vehicle or listed on your fleet sheet. | Short text | Required | Matches the entry to the vehicle on your fleet list. A fleet number is easier to keep private than a license plate. |
Date | Date | Required | Groups the checkout and the return for the same trip. |
Timefor example 8:15 AM | Short text | Required | Shows when the vehicle left or came back. A text answer with an example keeps the format the same for every entry. |
Odometer reading | Number | Required | The starting mileage on checkout and the ending mileage on return. The difference is the distance driven. |
Fuel levelFullThree quartersHalfOne quarterEmpty | Single choice | Required | Shows whether the next driver starts with enough fuel, and how much was used on the trip. |
Purpose of tripFor example: client visit or site inspection. Do not record personal addresses. | Short text | Optional | Gives the mileage a reason, without a full route. |
Damage or problems noticedSay what you saw and where. This form cannot take photos, so note where any photos are stored. | Long text | Optional | Describes new damage, a warning light, or a noise, so the fleet owner can decide whether the vehicle stays in service. |
Keys handed over or returnedKeys handed over or returned | Multiple choice | Required | Records the key handover, which is easy to skip during a busy morning. |
License checkI checked the driver's license before handing over the keys | Multiple choice | Required | Records that the check happened, without storing the license number or any detail printed on the license. |
Estimate based on question types; actual completion time varies.
Pair the rows by vehicle number and date when you read the grid or the CSV. A checkout with no matching return means the vehicle is still out, or the return was never logged. Ask the driver before you assume either.
The starting reading on one checkout should match the ending reading on the last return. A gap can mean a trip was not logged, so treat it as a question to ask, not a conclusion.
A vehicle that comes back at one quarter or less after short trips, more than once, is a reason for a fuel policy conversation with the drivers, not a single bad day.
If several people share the vehicles, a log of each checkout and return is the simplest way to show who had a car and when. Short internal trips may not need the full form, but your fleet policy or your insurer may set the rule. Check with the fleet owner before you decide.
Usually not. Check the license yourself before the keys are handed over, then tick the box that says you checked it. A license number in the log is one more record you then have to protect.
The fields on this page are the part you can reuse, and there is no file to download. Attain OS creates online forms shared by link, so there is no Word or PDF file to print or fill in. Use the fields above to set up one checkout form and one return form, or a single form with an entry-type question.
The form does not alert anyone when a vehicle is late. Check the grid for checkouts with no matching return, then decide who contacts the driver, using your fleet process.
Choose a category and a form type in the wizard. Answer three Atty Suggestions questions, then give the form a title. Atty builds the fields in the background. Edit the fields and ask Atty to refine them, then publish and share the /f/ link.
