Free MOT and tax reminder spreadsheet for UK fleets

From template to first reminder

Use the template to gather registrations, then move the rows into Fleetkeep when you want live reminders instead of a static sheet.

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

Spreadsheet columns

Keep the first version boring and consistent. You can add extra columns later, but these six fields cover the dates Fleetkeep can import alongside official MOT and tax data.

Use YYYY-MM-DD dates where possible. For example, write 2026-07-19 rather than 19/07/26.

How to use it manually

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. Add last service date, mileage and interval from the latest invoice or service book.
5. Review the sheet every month and flag anything due in the next 60 days.

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 can help set them up: included on Custom, optional from £49 one-off on self-serve plans, and free for annual plans during launch.

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