Overview
This template provides standard preventive maintenance schedules for commercial fleet vehicles operating in Indian conditions. Adjust intervals based on your specific vehicle models, operating conditions (highway vs. city, dust exposure, load factors), and manufacturer recommendations.
1. Commercial Truck (Diesel, 7.5–25 Tonne)
1.1 Distance-Based Maintenance
| Task | Interval | Est. Cost (₹) | Est. Downtime | Priority |
|---|---|---|---|---|
| Engine oil and filter change | Every 10,000 km | 3,500–5,000 | 2 hours | Critical |
| Air filter inspection/replacement | Every 10,000 km | 800–2,500 | 1 hour | High |
| Fuel filter replacement | Every 20,000 km | 1,500–3,000 | 1.5 hours | High |
| Tyre rotation | Every 15,000 km | 500–800 | 1.5 hours | High |
| Brake inspection (pads, drums, fluid) | Every 20,000 km | 500–1,500 (inspection) | 2 hours | Critical |
| Wheel alignment and balancing | Every 20,000 km | 1,500–2,500 | 2 hours | Medium |
| Coolant system check | Every 20,000 km | 300–500 (inspection) | 1 hour | High |
| Transmission oil change | Every 40,000 km | 4,000–8,000 | 3 hours | High |
| Differential oil change | Every 40,000 km | 3,000–6,000 | 2 hours | High |
| Clutch inspection | Every 40,000 km | 500–1,000 (inspection) | 2 hours | High |
| Timing belt/chain inspection | Every 60,000 km | 1,000–2,000 (inspection) | 2 hours | Critical |
| Major service (all fluids, belts, filters) | Every 80,000 km | 15,000–25,000 | 1–2 days | Critical |
1.2 Time-Based Maintenance
| Task | Interval | Est. Cost (₹) | Est. Downtime | Priority |
|---|---|---|---|---|
| Battery check (terminals, charge) | Every 3 months | 200–500 | 30 min | High |
| Tyre pressure check | Monthly | 0 (driver task) | 15 min | Critical |
| Lights and indicators check | Monthly | 200–500 | 30 min | High |
| Wiper blade replacement | Every 6 months | 500–1,000 | 30 min | Medium |
| AC service (refrigerant, filter) | Annual | 2,000–4,000 | 3 hours | Medium |
| Coolant flush and replacement | Every 2 years | 2,000–4,000 | 2 hours | High |
| Brake fluid replacement | Every 2 years | 1,000–2,000 | 1.5 hours | Critical |
1.3 Regulatory/Compliance
| Task | Interval | Est. Cost (₹) | Notes |
|---|---|---|---|
| Fitness certificate renewal | Annual | 2,000–5,000 | Mandatory - vehicle cannot operate without valid FC |
| Pollution Under Control (PUC) certificate | Every 6 months | 100–300 | Mandatory |
| Insurance renewal | Annual | 15,000–40,000 | Mandatory |
| Road tax | Annual or multi-year | Varies by state | Mandatory |
| Tachograph calibration (if fitted) | Every 2 years | 2,000–5,000 | Required for certain routes |
2. Light Commercial Vehicle / Van (Diesel, < 3.5 Tonne)
2.1 Distance-Based Maintenance
| Task | Interval | Est. Cost (₹) | Est. Downtime | Priority |
|---|---|---|---|---|
| Engine oil and filter change | Every 10,000 km | 2,000–3,500 | 1.5 hours | Critical |
| Air filter replacement | Every 15,000 km | 500–1,500 | 45 min | High |
| Fuel filter replacement | Every 20,000 km | 800–2,000 | 1 hour | High |
| Tyre rotation | Every 10,000 km | 400–600 | 1 hour | High |
| Brake inspection | Every 20,000 km | 400–1,000 | 1.5 hours | Critical |
| Wheel alignment and balancing | Every 15,000 km | 1,000–1,800 | 1.5 hours | Medium |
| Spark plugs (petrol) / Glow plugs (diesel) | Every 30,000 km | 1,500–4,000 | 1.5 hours | High |
| Transmission service | Every 40,000 km | 3,000–6,000 | 2 hours | High |
| Major service | Every 60,000 km | 8,000–15,000 | 1 day | Critical |
2.2 Time-Based Maintenance
| Task | Interval | Est. Cost (₹) | Est. Downtime | Priority |
|---|---|---|---|---|
| Battery check | Every 6 months | 200–400 | 30 min | High |
| Tyre pressure check | Monthly | 0 (driver task) | 15 min | Critical |
| AC service | Annual | 1,500–3,000 | 2 hours | Medium |
| Coolant flush | Every 2 years | 1,500–3,000 | 1.5 hours | High |
| Brake fluid replacement | Every 2 years | 800–1,500 | 1 hour | Critical |
3. Passenger Car / SUV (Company Vehicle)
3.1 Distance-Based Maintenance
| Task | Interval | Est. Cost (₹) | Est. Downtime | Priority |
|---|---|---|---|---|
| Engine oil and filter change | Every 10,000 km | 1,500–3,000 | 1 hour | Critical |
| Air filter replacement | Every 20,000 km | 400–1,200 | 30 min | High |
| Cabin air filter replacement | Every 15,000 km | 300–800 | 30 min | Medium |
| Tyre rotation | Every 10,000 km | 300–500 | 45 min | High |
| Brake inspection | Every 20,000 km | 300–800 | 1 hour | Critical |
| Wheel alignment and balancing | Every 10,000 km | 800–1,500 | 1 hour | Medium |
| Spark plugs | Every 30,000 km | 1,000–3,000 | 1 hour | High |
| Major service | Every 40,000 km | 5,000–12,000 | 1 day | Critical |
4. Condition-Based Maintenance Triggers
These tasks are triggered by condition, not by time or distance:
| Condition | Trigger | Action |
|---|---|---|
| Tyre tread depth < 2mm | Visual inspection or tread depth gauge | Replace tyre immediately |
| Battery voltage < 12.2V (engine off) | Battery tester | Replace battery |
| Brake pad thickness < 3mm | Brake inspection | Replace brake pads |
| Coolant temperature consistently > 95°C | OBD-II monitoring | Inspect cooling system |
| Engine oil pressure warning light | Dashboard | Stop vehicle, inspect immediately |
| Check engine light (DTC code) | OBD-II | Diagnose and repair per DTC |
| Unusual noise or vibration | Driver report | Inspect within 24 hours |
| Fuel consumption increase > 15% | Fuel tracking | Inspect engine, tyres, air filter |
5. Driver Daily Inspection Checklist
Drivers should complete this check before each trip:
Exterior
- Tyre condition (no visible damage, correct pressure)
- Lights (headlights, tail lights, indicators, brake lights)
- Mirrors (clean, correctly adjusted)
- No visible fluid leaks under vehicle
- Windscreen (no cracks, wipers functional)
Interior
- Fuel level (sufficient for planned trip)
- Dashboard warning lights (none active)
- Brakes (firm pedal, no unusual feel)
- Horn functional
- Seatbelts functional
Documents (in vehicle)
- Registration certificate (RC)
- Insurance certificate
- Fitness certificate (commercial vehicles)
- PUC certificate
- Driver's licence
6. Maintenance Cost Benchmarks (Indian Conditions)
| Vehicle Type | Annual Maintenance Cost (Preventive) | Annual Maintenance Cost (Reactive) |
|---|---|---|
| Truck (7.5T) | ₹45,000–₹65,000 | ₹90,000–₹1,50,000 |
| LCV/Van | ₹25,000–₹40,000 | ₹50,000–₹90,000 |
| Car/SUV | ₹15,000–₹25,000 | ₹30,000–₹60,000 |
*Reactive costs include breakdown-related expenses (towing, rental, expedited parts, driver downtime).*
7. Maintenance Scheduling Rules for Fleet Management Systems
For each vehicle, for each maintenance task:
next_due_date = MAX(
last_completed_date + interval_months,
today -- if overdue, due today
)
next_due_odometer = last_completed_odometer + interval_km
alert_date = MIN(next_due_date, date_when_odometer_will_reach_next_due_odometer)
- advance_warning_days
Where advance_warning_days:
Critical tasks: 14 days
High priority tasks: 10 days
Medium priority tasks: 7 days*See how IdeaSprout Fleet Management automates maintenance scheduling →*
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