A Comprehensive Guide to Fuel Log

Fuel logs are an essential tool for fuel management and efficiency. Here's how to create a fuel log template tailored to your specific needs.

Last Updated on April 3, 2023 by Ossian Muscad

Fuel logs are an essential tool for fuel management and fuel efficiency. They help fleet managers keep track of fuel consumption, fuel costs, and other related expenses. With the right fuel log template, you can monitor your fuel usage more accurately and identify areas where improvements can be made to reduce wasteful spending on fuel. 

This guide will provide a comprehensive overview of creating a fuel log template tailored to your specific needs. We’ll also discuss how it can help improve your fleet’s overall performance by providing data-driven insights into your current operations. By the end of this guide, you should have all the information necessary for creating an effective fuel log template that meets your business requirements.


What is a Fuel Log?

It is a document used to track the amount of fuel used and/or consumed by a vehicle or machinery. Fuel logs can monitor running costs and fuel efficiency and diagnose mechanical issues affecting the engine’s performance. 

Fuel logs typically include information such as the type of fuel, odometer reading, date of fill-up, cost per gallon, total cost, and mileage since the last fill-up. Therefore, it is essential to regularly update a fuel log to gain accurate information on the vehicle’s performance.


The Importance of Fuel Logs

Fuel logs are crucial for proper fuel management in fleets. Not only do they help you understand the running cost of each vehicle, but they also provide insights into fuel efficiency. Here are other reasons why fuel logs are essential:

  1. Fuel logs help track and manage fuel use, allowing companies to reduce fuel waste and increase efficiency.
  2. Fuel logs provide an essential source of data for diagnosing engine performance issues.
  3. Fuel logs are essential for tracking vehicle maintenance schedules and ensuring the vehicles run smoothly and safely.
  4. Detailed fuel logs can help identify areas where further cost reductions can be achieved by optimizing fuel usage patterns.
  5. Fuel logs provide vital evidence for environmental auditing and compliance monitoring, helping to ensure that legal requirements are being met and emissions levels remain within acceptable limits.


What is a Fuel Log Template?

It is a tool used to accurately record fuel usage and other important data related to an organization’s vehicles. The template typically includes columns for recording vehicle information and details such as the date, odometer reading, cost per gallon, mileage, and total cost since the last fill-up. In addition, a fuel log template may sometimes include additional columns for details such as vehicle speed at fill-up time and outside temperature.


What To Include in a Fuel Log Template

A fuel log template should include the following information:

General Information

  • Vehicle make, model, and registration number or license plate
  • Date and time of fill-up
  • Location of fill-up (e.g., gas station or workshop)

Fuel Information

  • Type of fuel used (e.g., unleaded, diesel, or oil)
  • Odometer reading at the time of fill-up
  • Cost per gallon
  • The total cost of fuel fill-up
  • Mileage since last fill up 
  • Any additional information that may be relevant (e.g., vehicle speed at the time of fill-up, outside temperature, etc.)

Additional Information (optional)

  • Vehicle speed at the time of fill-up
  • Outside temperature at the time of fill-up
  • Notes on vehicle condition or maintenance
  • Notes about the fill-up (e.g., problems with the vehicle)


How to Create a Fuel Log Template

Creating an effective fuel log template is a straightforward process and can be easily accomplished by following the steps outlined below:

Step 1: Choose the Format for Your Fuel Log Template

Select the format you want for your fuel log templates, such as an Excel spreadsheet or a web-based form. There are many benefits to using a web-based form, such as the ability to generate reports automatically. You can also customize the form to include additional fields if needed. 

Step 2: List the Relevant Fields and Data

Decide on the data fields you want to include in your template. Ensure to include essential information such as vehicle registration number, date and time of fill-up, type of fuel used, cost per gallon, total cost, and mileage since the last fill-up. You can also include additional fields if needed.

Step 3: Create the Template

Create your template by entering columns in your spreadsheet for each piece of data you want to track and including headers so that it’s easy to read and enter the data correctly. Don’t forget to add a column for notes if needed.

Step 4: Print or Save Copies

Print out copies or save an electronic version that can be accessed by any staff who needs to use it. You can also opt for a digital version, making it easier to generate reports and export data automatically.

Step 5: Train Everyone Using the Log

Ensure everyone who uses the log is trained to record information accurately and consistently. That way, you can ensure that the data collected is reliable and valid. At the same time, inform staff about the importance of accurate fuel logging and how it can help reduce costs.


Create Fuel Log Templates Using a Low-Code Platform

If you want to speed up the process of creating fuel log templates, consider using a low-code platform. With a low-code development platform, you can quickly create and deploy digital forms without coding experience. This will enable your team to quickly create and update templates as needed. 

DATAMYTE is a quality management platform with low-code capabilities. The DataMyte Digital Clipboard, in particular, is a workflow automation software that features a checklist and smart form builder. This tool lets you create comprehensive fuel log templates using its intuitive drag-and-drop interface.

To create a checklist or form template using DATAMYTE, follow these steps:

  1. Log in to the DATAMYTE software platform and navigate to the Checklist module.
  2. Click on “Create Checklist” to create a new checklist.
  3. Define the title of the form template and the category to which it belongs.
  4. Use DATAMYTE’s low-code capabilities by adding items to the form template; click “Add Item.” You can define the description of the item, the type of answer required, and any other specifications, such as reference documents, acceptance criteria, or limits.
  5. Assign appropriate personnel responsible for completing the form template and any required approvals, such as supervisors or quality assurance personnel.
  6. Save the form template, and it will be available for use.


DATAMYTE also lets you conduct layered process audits, a systematic and regular review of critical process steps, focusing on the areas with the highest risk of failure or non-compliance. By conducting LPA with DATAMYTE, you can effectively identify and correct defects before they become major quality issues.

With DATAMYTE, you have the perfect solution for creating and implementing templates. Book a demo with our team today to learn how DATAMYTE can help you take control of your fleet’s fuel-logging process and maximize efficiency. 



With fuel being one of the major expense items for a business, it’s essential to track fuel usage and costs. A fuel log template can track and monitor fuel usage accurately and is a great way to identify areas of improvement or opportunity. Creating a fuel log template with DATAMYTE’s low-code development platform allows you to quickly create and deploy the form, saving your business time and money. Get started today!



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