Free vehicle off road (vor) report template

What is a vehicle off road (vor) report template?

A vehicle off road report, often shortened to a VOR report, is the form a fleet uses to formally record that a vehicle or item of plant has been taken out of service and cannot be operated until it is repaired or cleared. It captures the vehicle and its registration or fleet number, the date and time it went off-road, who reported it, the reason it is unavailable, the fault or defect description, whether it is a safety defect or a scheduled job, the workshop or supplier handling it, the expected return to service date, any replacement vehicle allocated, and the cost of the downtime while it sits idle. It is the single record that says this asset is parked, here is why, and here is when we expect it back.

For a fleet, vehicle availability is the number that drives everything else, so an undisciplined off-road process quietly bleeds productivity and money. A consistent VOR report turns vague messages such as the ute is in the shop into a tracked event with an owner, an expected return and a downtime cost, so the depot can reallocate work, chase the repair and see which assets are off-road most often. It also feeds the Chain of Responsibility duty under the Heavy Vehicle National Law to keep vehicles roadworthy: a dated record of when a defect was found, when the vehicle was grounded and when it returned is strong evidence that an unroadworthy vehicle was kept off the road rather than driven, and it builds the maintenance history that planned servicing and repair versus replace decisions rely on.

Learn more about gps and fleet tracking in MapTrack.

Benefits of digitising forms in MapTrack

When you move your reports from paper to MapTrack, you get:

• Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
• Automatically get alerts when faults are identified.
• Link every form digitally as a PDF to the relevant asset, location or person.
• Receive a digital PDF copy with every submission to your email.
• Ability to share forms digitally.
• Build conditional logic (show or hide questions based on answers).
• Take pictures or attach photos. Not possible with a paper-based form.
• Electronic signatures.
• Edit forms later without reprinting.
• Restrict permissions (who can view, complete or approve).
• Build forms with AI (describe what you need and MapTrack suggests the form).
• Monitor odometer and service-interval triggers across your entire fleet.
• Capture fuel receipts and trip logs alongside vehicle inspection data.
• Compare vehicle downtime and repair costs to inform replacement decisions.

Book a demo to see how MapTrack handles reports.

What to include in a vehicle off road (vor) report template

This vehicle off road (vor) report template covers 10 key areas:

• Vehicle details: make, model, registration or fleet number, odometer and home depot
• Date and time taken off-road, and who reported or grounded the vehicle
• Reason off-road: breakdown, accident damage, scheduled service, defect, or compliance hold
• Fault or defect description, including whether it is a safety defect that grounds the vehicle
• Severity and whether the vehicle is driveable, needs towing, or is isolated and tagged
• Workshop, supplier or internal fitter assigned, with job or work order reference
• Expected return to service date, and the parts or approvals being waited on
• Replacement or pool vehicle allocated, the driver affected and the work reassigned
• Cost of downtime: estimated lost days, replacement hire cost and repair cost
• Return to service: actual date back, who cleared it, and the roadworthy or post-repair check

How often should you complete this report?

Raise a VOR report every time a vehicle is taken out of service, no matter how short the expected downtime, so the availability and cost figures stay complete. Even a half-day defect repair belongs on a VOR, because the small unrecorded events are exactly the ones that hide a developing reliability problem until it becomes a pattern.

Review open VOR reports at the daily or weekly fleet meeting to chase overdue repairs, confirm expected return dates are still realistic and rebalance the spare fleet. Over a quarter, summarise total off-road days and downtime cost per vehicle so the worst performers are visible and feed into the next repair versus replace and pool sizing decisions.

Applicable regulatory standards

This template aligns with the following regulations and standards:

• Heavy Vehicle National Law (HVNL) and the Chain of Responsibility (roadworthiness and maintenance duties)
• Work Health and Safety Act 2011, primary duty to provide and maintain safe plant
• Work Health and Safety Regulation 2017, plant maintenance and inspection duties
• ISO 55001:2024 Asset management (controlled asset records and history)

Related resources

More fleet templates and guides:

• Fleet vehicle damage report
• Fleet maintenance checklist
• Vehicle maintenance log
• Vehicle pre-start checklist
• Garage and workshop inspection checklist
• Fleet management plan template
• Asset tracking
• Maintenance management
• Pricing