Free MOT and tax reminder spreadsheet for UK fleets

A daily summary without extra admin

The front Summary sheet reads your vehicle table and counts overdue dates, dates due today and dates due in the next 30 days using the current date. All 1,000 vehicle rows are included. Click a summary label or total to open a read-only list of matching vehicles. Edit records on Fleet dates; your original row order stays unchanged. It also flags records needing more information. Each vehicle's date review names its earliest deadline. Formula cells are protected from accidental edits.

If a date does not apply, enter “Reviewed N/A” only after checking and record the reason, who checked it and when in Notes. Blank dates remain unknown, not a clean bill of health. The summary counts all rows, including filtered-out rows, and is not a compliance verdict.

From template to first reminder

When you want email reminders, copy your registrations and supported records into the import CSV below, or add a vehicle directly in Fleetkeep.

1. Upload the CSV or add one registration first.
2. Review the official MOT and road tax data returned for your UK vehicles, where available.
3. The dashboard shows missing insurance, service and mileage fields.
4. Choose reminder recipients, then save the vehicle reminders.

Import your vehicles into Fleetkeep

Use the six-column starter CSV for registrations, labels, insurance and service records. Only the registration is required. The full template also supports trackers, immobilisers, fuel cards, tunnel cover and bridge cover, with provider, reference and lifecycle dates.

Sign-in required for import templates. Use these CSVs to import, not the Excel dates tracker: its MOT, tax, next-service date, responsible-person and notes fields are not imported.

For CSV imports, use YYYY-MM-DD dates: 2027-07-19, for example. Enter the last service date and interval, not the next service date shown in your tracker.

How to use the Excel tracker

1. Add every active vehicle registration.
2. Check MOT history and road tax status from the official GOV.UK services.
3. Add insurance renewal dates from the current policy documents.
4. Enter the next service due date from your service schedule. Add a responsible person and any notes.
5. Review the sheet regularly. Filter Date review to find past dates, upcoming dates and gaps.

Enter dates as real Excel dates, for example 19/07/2027. Keep the grey formula column unchanged. Colour supports the written status; it does not certify compliance or roadworthiness. Review exemptions yourself and record them in Notes.

When a template is no longer enough

A template is a useful way to collect the data. It stops being enough when the fleet grows, when a vehicle changes hands, when a supplier email is missed or when a renewal date sits in a private inbox.

Fleetkeep keeps the practical import shape, then adds official MOT and tax data where available, a dashboard sorted by next action, documents, verified reminder recipients and reminder emails at 60, 30, 14 and 7 days.

If you already have vehicle records somewhere, we’ll help import your fleet, free of charge. Ask for setup help on the pricing page, then upload your records securely in Fleetkeep. Help is available on every plan.

For the live dashboard version, see MOT reminder service, road tax reminders and the fleet compliance calendar.