Intervals sheet
- AItem ID
- BItem
- CEvery km
- DEvery months
- EWarn before (km)
- FWarn before (days)
- GActive
Intervals
Free template
Fleet maintenance schedule template
An Excel template where you enter the last service of each item on each car; it works out the next due date by km or by date, whichever comes first, and colours what's overdue or close. The preset intervals are set for Gulf and Egyptian heat and dust, and you can change them.
The “This month” sheetSample
- OverdueEngine oil and oil filterHilux 1350 km overdue
- Due soonCabin (A/C) filterSedanin 9 days
- Due soonBattery checkVanin 12 days
- Due soonTyre rotationHilux 2in 420 km
After a service, update the date and odometer on the same row and the next due date moves on its own.
The intervals in the template
These are the same intervals as our car maintenance schedule page and the Sayarti+ app. Each car’s owner’s manual comes first; change an interval in the “Intervals” sheet and every car recalculates.
Typical ranges, not requirements. Electric cars have no engine oil, spark plugs or engine air filter: mark them “N/A”. Trucks and buses follow their own manual; their intervals differ.
| # | Item | Every km | Every months |
|---|---|---|---|
| 1 | Engine oil and oil filter | 5,000 | 6 |
| 2 | Engine air filter | 10,000 | 12 |
| 3 | Cabin (A/C) filter | 10,000 | 6 |
| 4 | A/C service | – | 12 |
| 5 | Battery check | – | 6 |
| 6 | Battery replacement | – | 24 |
| 7 | Tyre rotation | 10,000 | – |
| 8 | Tyre replacement | 40,000 | 48 |
| 9 | Brake pads inspection | 20,000 | – |
| 10 | Brake fluid | – | 24 |
| 11 | Coolant | 40,000 | 24 |
| 12 | Spark plugs | 40,000 | – |
| 13 | Transmission fluid | 60,000 | – |
| 14 | CNG kit service (CNG cars) | 10,000 | 6 |
| 15 | Timing belt (if fitted, optional) | 80,000–100,000 per manual (file default 80,000) | – |
| 16 | Wiper blades (optional) | – | 12 |
How the template works
Cars sheet
- ACar ID
- BName
- CMake
- DModel
- EYear
- FPlate
- GFuel type
- HCurrent odometer
- IOdometer date
- JAvg km per month
Cars
Schedule sheet
- ACar ID
- BItem ID
- CItem
- DLast service date
- EOdometer at last service
- FNext due (km)
- GNext due (date)
- HCurrent odometer
- IKm left
- JDays left
- KDays left by km (estimate)
- LWhichever first
- MStatus
- NNotes
Schedule
After a service, update the date and odometer on the same row and the next due date moves on its own.
This month sheet
- AOnly overdue and due-soon items
- BPrint-ready: the list to give the workshop
This month
PDF checklist (one A4 per car)
Car name, plate and month, then the 16 items with columns “Last done (date / km)”, “Next due”, “Done ✓” and “Workshop and amount”.
Hot-climate intervals · the owner's manual comes first · Sayarti+
Preventive fleet maintenance: 5 habits
Every car's odometer, every week
A km-based due date needs a recent reading. Ask the driver every week, or at every fill-up.A fixed workshop day
Group cars close to their due date into one workshop day a week, so they don't all stop at once.Summer first
Before summer: A/C, battery, coolant and tyre pressure. Heat exposes weak parts fast.A receipt for every service
Keep the receipt with the car; it helps with warranty claims and when you sell.Review the costliest car monthly
If one car keeps breaking down, work out its cost per km and decide: repair or replace. Fleet cost per km calculator
The template reminds you when you open it; the app always does
In Sayarti+ Business the same intervals are added to every car automatically, and reminders by km or date reach the owner, managers and the assigned driver. After each service the app asks: remind you of the next one?
| Template | Sayarti+ Business | |
|---|---|---|
| Odometer updates | you type them | from every fill-up a driver logs |
| Reminders | colour when opened | notification before it's due |
| Intervals | Intervals sheet | same intervals, editable per car |
| Service history | rows in the sheet | with receipt photos, Excel and PDF export |
FAQ
FAQ
How often should company cars get an oil change?
In heat, dust and traffic: every 5,000 km or 6 months, whichever comes first, unless the owner's manual says otherwise.
What does “whichever comes first” mean?
The next due date is the nearer of the km and the months. A little-used car reaches the months first; a delivery car reaches the km first.
Can I change the intervals?
Yes. Edit them in the “Intervals” sheet and every car recalculates, or type a due date by hand for one car.
Does it work for trucks and buses?
As a framework yes, but their intervals differ a lot; add their manual's intervals as new items in the “Intervals” sheet.
Is there a PDF maintenance schedule?
Yes, a PDF with one sheet per car to print, and our general maintenance schedule page is print-ready too. Car maintenance schedule
Is it free?
Yes, with no sign-up, no email and no macros.
