Fuel Log

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 log is

A fuel log is a running record of fuel issued from a site tank or card to vehicles, forklifts, generators and other plant, capturing the quantity, the asset, the operator and the reading at the time.

This page is an educational overview with a simplified example. It is not an official template, not jurisdiction-specific and not legal advice — the employer decides what their fuel log records and how fuel use is controlled.

Purpose

• Record fuel issued and to which vehicle or item of plant.
• Support stock control and reconciliation of the fuel tank.
• Help monitor consumption and spot unusual usage.
• Provide a basis for cost allocation and tank reordering.

Who maintains it

• Operators or a stores person record each fuelling.
• A transport, plant or facilities lead owns the log.
• Readings may be taken from a meter or fuel-management system.
• The employer decides the process and who is responsible.

When it is used

• Each time fuel is drawn for a vehicle or item of plant.
• When reconciling tank levels against issues.
• When investigating unusual consumption or a shortfall.
• When planning a fuel delivery or reorder.

Typical fields

• Date, time and the vehicle or plant fuelled.
• Quantity of fuel and the meter or odometer reading.
• Operator and fuel type.
• Tank or pump reading before and after.
• Notes on spillage or refuelling of the main tank.
• Example columns only — adapt to your operation and the applicable law.

Common mistakes

• Recording quantity but not which asset was fuelled.
• Skipping entries, so the tank cannot be reconciled.
• Ignoring spillages and the environmental handling of fuel.
• Treating the log as accounting only and missing safety aspects.

Document workflow

A fuel log sits within operational record-keeping: it works alongside the vehicle and plant records, feeds the stock-movement picture for the fuel tank, and links to a fuel delivery or generator running log where relevant. Unusual readings may trigger a maintenance or defect entry.

See the related documents below for what is commonly used with and completed after a fuel log entry.

Retention (high level)

Fuel 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 log is often kept in a system or on paper and exported to PDF for reconciliation and records. Exporting to PDF supports the record; it does not make it official or prove compliance.

Employer checklist

• Record both the quantity and the asset fuelled.
• Reconcile issues against tank levels regularly.
• Handle fuel storage, spillage and the environment safely.
• Use unusual consumption as a prompt to check the asset.

Worker notes

• Log each fuelling accurately, including the asset and reading.
• Report spillages and follow the safe fuelling procedure.
• Tell a supervisor if an asset is using far more fuel than usual.

Country considerations

Rules on fuel storage, environmental handling and any duty or tax records 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 handling, accurate records and compliance with any environmental and tax duties. This page is an educational overview with a template example; it does not make an operation compliant and does not transfer responsibility.