Educational guidance on registers and logs — what each records, who maintains it, what it typically contains and how long it is generally kept. Informational only — template examples, not official documents or legal advice; a register documents activity, it does not by itself prove compliance, and employers remain responsible.
What a fuel delivery register is
A fuel delivery register records bulk fuel arriving at a site tank: the quantity delivered, the supplier, the tank reading before and after, and who supervised the delivery, so deliveries can be reconciled and the tank reconciled against fuel issued.
This page is an educational overview with a simplified example. It is not an official template, not jurisdiction-specific and not legal advice — fuel storage and any environmental duties vary by country, and the employer is responsible for meeting them.
Purpose
- Record bulk fuel deliveries to the site tank.
- Reconcile deliveries against the fuel issued.
- Support safe handling of the delivery.
- Help manage stock and reordering.
Who maintains it
- The person supervising the delivery records it.
- A facilities, transport or operations lead owns the process.
- The supplier provides delivery paperwork.
- The employer decides the process and who is responsible.
When it is used
- Each time bulk fuel is delivered.
- When reconciling the tank against issues.
- When a spillage or delivery issue occurs.
- When planning a reorder.
Typical fields
- Date, supplier and the fuel type.
- Quantity delivered and any reference.
- Tank reading before and after.
- Who supervised the delivery.
- Notes on spillage or any issue.
- Example columns only — adapt to your operation and the applicable law.
Common mistakes
- Not recording tank readings, so deliveries cannot be reconciled.
- No supervision of the delivery.
- Ignoring spillage and environmental handling.
- No link between deliveries and the fuel log.
Document workflow
A fuel delivery register sits at the supply end of the fuel records: deliveries are recorded here, fuel issued to vehicles and plant is recorded in the fuel log, and the two reconcile the tank. A spillage during delivery may feed an environmental or incident record.
See the related documents below for what is commonly used with and completed after a fuel delivery entry.
Retention (high level)
Fuel delivery records are generally kept for a period the employer sets for stock, cost and any environmental purposes, in line with its obligations. This page does not state a required period — confirm with the applicable law and the official authority.
Completing and sharing as a PDF
A fuel delivery register is often kept with the delivery paperwork and exported to PDF for reconciliation. Exporting to PDF supports the record; it does not make it official or prove compliance.
Employer checklist
- Record tank readings before and after each delivery.
- Supervise deliveries and handle fuel safely.
- Link deliveries to the fuel log for reconciliation.
- Manage spillage and any environmental duties.
Worker notes
- Supervise and record deliveries accurately.
- Follow the safe delivery and spillage procedure.
- Report any shortfall or issue with a delivery.
Country considerations
Fuel storage, delivery and environmental duties vary by country and fuel type, and the official authority differs. This page is general and high-level — not a statement of any country’s law and not legal advice.
Confirm current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for safe fuel storage and delivery and for compliance with any environmental duties. This page is an educational overview with a template example; it does not make an operation compliant and does not transfer responsibility.
Export, edit and share documents
The documents, policies and templates this involves can be exported, edited, signed, stored and shared as PDFs with the HELPERG PDF Editor.
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