# Car maintenance log template: what to write, with sample rows > The columns a car maintenance log needs, sample rows you can copy into a spreadsheet, why receipts matter for warranty claims, and when an app does the job better. Canonical: https://lucernel.com/guides/car-maintenance-log-template Last updated: 2026-10-09 Type: Guide. Publisher: Lucernel. ## Short answer A good car maintenance log has seven columns: date, odometer, service, parts or fluids, cost, shop and receipt. A spreadsheet or a notebook is enough if you fill it in every time, and the FTC says to keep records and receipts because a warranty company can ask for them. - **Choose this if:** A spreadsheet is fine for one car when you will really open it after every service. - **Choose the other option if:** Carumi helps when you want the next service reminded by date or mileage, with each receipt kept next to the entry. ## Side by side | | Spreadsheet or paper log | Carumi | | --- | --- | --- | | Free to start | Yes | Not stated yet | | Opens on any device | Yes | No, iPhone only | | Reminds you of the next service | No, unless you add your own alerts | Yes, by date, mileage or both | | Keeps the receipt with the entry | Partly, a link or a paper folder | Yes, receipts, invoices and photos | | Covers several vehicles | Partly, one sheet each | Yes | | Exports your data | Yes, it already is a file | Yes, CSV export and JSON backup | | Best for | One car, one careful owner | Reminders and proof in one place | ## The seven columns that matter A log is only useful if each row answers the questions you will ask later: when was it done, how far had the car gone, what was done, with what, who did it, what did it cost, and where is the proof. These seven columns cover that and no more. - Date: the day of the service. - Odometer: the mileage at that moment. It lets you work out the next due point. - Service: oil change, tire rotation, brake pads, inspection, in plain words. - Parts or fluids: the oil grade and filter, the pad brand, the part number. - Cost: parts and labor, so you can see the real cost per year. - Shop: the garage name, or DIY. - Receipt: the invoice number, and a link or a folder where the file is. ## Sample rows to copy These rows are examples of the format, not real service history. Replace them with your own and keep one row per job, even when two jobs happen at the same visit. - 2026-03-14 | 48,210 | Engine oil and filter | Full-synthetic, grade from the manual, new filter | 89.50 | Main Street Garage | Invoice 2231, photo in folder - 2026-06-02 | 51,040 | Tire rotation | None | 25.00 | Main Street Garage | Invoice 2480 - 2026-09-20 | 54,300 | Front brake pads | Pads and rotor resurfacing | 310.00 | DIY with shop parts | Receipt scan ## Why the receipt column is not optional The Federal Trade Commission says you do not have to use the dealer for repairs or maintenance to keep a warranty in effect, but a warranty company could ask for your maintenance records. Its advice is to keep records of repairs and maintenance such as oil changes, tire rotations, belt replacement, new brake pads and inspections, because they show you maintained the vehicle and a missing record can lead to a denied claim. AAA gives the same instruction: document any work done by a facility other than the dealer or manufacturer. A row in a log is a good start, and a receipt is the proof behind it. ## What to schedule next, and where the numbers come from The log tells you what you did. The next due point comes from your owner’s manual, which gives an interval in miles and one in months. AAA’s guidance is to always follow the manufacturer’s schedule. For oil, it says oil changes for cars 15 years old or newer are recommended at intervals of 5,000 to 7,500 miles, and full-synthetic oil might go as far as 15,000 miles. A useful habit is to add two more cells to the sheet: the odometer reading when the service is next due, and the date. Then sort by the earlier of the two. ## Habits that keep the log current A log fails when it is a chore saved for later. Fill the row before you drive away from the shop, while the invoice is still in your hand, and take a photo of the receipt on the spot. A blurry photo today beats a lost slip next year. Keep the log with the car’s other paperwork, not on a computer you rarely open. If you sell the car, a complete log with receipts shows the next owner what was done. If you drive several vehicles, give each its own sheet or tab and use the same columns, so the numbers can be compared. Once a year, add up the cost column. The total is the real cost of upkeep for that car, and it is more useful than a guess when you decide whether to repair or replace. ## When a spreadsheet is enough, and when an app is better A spreadsheet is free, works anywhere and is yours to keep, so for one car it is a sound choice. Its weak points are the ones people give up on: it will not remind you, the receipt lives somewhere else, and updating it from the driveway on a phone is awkward. An app makes sense if you want reminders by date and mileage, receipts attached to each service, or more than one vehicle. If you start with a sheet, keep the same seven columns, so you can import or copy the history later. Disclosure: Carumi is made by Lucernel, the publisher of this article. ## Frequently asked questions ### What should a car maintenance log include? The date, odometer reading, the service done, parts or fluids used, cost, the shop, and a reference to the receipt. ### Do I need to keep maintenance records for my warranty? The FTC says a warranty company could ask for them and advises keeping records of oil changes, tire rotations, brake pads and inspections. Without them a claim might be denied. ### Can I service my car outside the dealer and keep the warranty? The FTC says you do not have to use the dealer for repairs or maintenance to keep your warranty in effect. Keep the records of the work. ### Is a spreadsheet or an app better for a maintenance log? A spreadsheet is enough for one car if you update it every time. An app adds reminders, attached receipts and several vehicles. ### Is Carumi available? See the official app page for current availability and pricing. ## Our pick: Carumi, the same log with reminders and receipts If the sheet keeps falling behind, Carumi keeps the same facts for you: each service with its receipt, invoice and photos, schedules by date, mileage or both completed from the current odometer, and spending by category. It is built for owners who want proof of the work without chasing paper. - Services with receipts and photos - Maintenance by date, mileage or both - CSV export and JSON backup [See how Carumi works](https://lucernel.com/apps/carumi) ## Sources (checked 2026-10-01) - [FTC: Auto warranties and auto service contracts](https://consumer.ftc.gov/articles/auto-warranties-and-auto-service-contracts) - [AAA: Debunking common myths about car maintenance](https://www.aaa.com/autorepair/articles/debunking-maintenance-myths)