8 Tips for Handling Car Maintenance for Company Fleet Vehicles

Handling car maintenance for company fleet vehicles can be tricky since there are multiple cars to maintain, and they’re all different makes and models. Luckily, there are many ways to keep your fleet of vehicles running smoothly.

1. Keep Up With Regular Maintenance

Just as a person should go to the doctor for checkups, your company’s vehicles need regular checkups. Scheduling regular service appointments for every vehicle can be time-consuming and expensive. Instead, consider purchasing an online maintenance software program to help you track your fleet’s appointments and log all the necessary information.

2. Use an Online Checklist to Stay Organized

An online checklist can help you stay organized. Create a list of all the equipment and information that must be taken care of when servicing your fleet. Create an online form with all the necessary information to keep track of the service and maintenance procedures you need to complete.

3. Be Proactive

Proactive measures include keeping vehicle inventories up-to-date, scheduling scheduled maintenance ahead of time, and researching all the available services for your fleet. The last thing you want is to send an employee out on the road with a vehicle that has a known defect. There are many great services available to help with fleet management.

4. Update Records

Keeping up with your vehicle records can be tedious, but it’s crucial for managing your fleet successfully. Make sure you have the final records for all cars that have been sold or traded in. This will help you account for all the vehicles in your fleet. If someone brings in their own car to use as part of your fleet, this will help track it easily.

4. Address Vehicle Problems

If there’s a problem with any of your vehicles, be sure to address it immediately rather than waiting until it becomes more serious. Doing research about the problem may seem like a waste of time, but in the long run, it will save you time and money.

5. Make Preventative Maintenance a Priority

Many people tend to think about preventative car maintenance, such as changing the oil, only after there’s a problem. By staying ahead of time, you’ll save time and money by addressing the issue before there’s any noticeable damage.

6. Keep Your Employees Informed

Make sure all your employees are kept informed about your fleet. Show them where they can find information about the cars, such as service records and documents. Keep updated records wherever possible, and make sure they’re accessible to all employees who use vehicles in your fleet. The more you keep your employees informed, the more likely they will be to take good care of your vehicles.

7. Keep Track of Expenses

Inconsistencies in vehicle records can result in overspending. Make sure you’re using the right fuel type, prevent overspending by using multiple fuel cards (a good practice is to use a separate card for each vehicle), and check to see if there are any expensive services you aren’t aware of.

In conclusion, good fleet management is an essential skill for any manager. It’s a must when it comes to day-to-day operations and tracking expenses, yet it’s often overlooked.


Alex is a small business blogger with a focus on entrepreneurship and growth. With over 5 years of experience covering the startup and small business landscape, Alex has a reputation for being a knowledgeable, approachable and entrepreneurial-minded blogger. He has a keen understanding of the challenges and opportunities facing small business owners, and is able to provide actionable advice and strategies for success. Alex has interviewed successful entrepreneurs, and covered major small business events such as the Small Business Expo and the Inc. 500|5000 conference. He is also a successful entrepreneur himself, having started and grown several small businesses in different industries.