Fleet Servicing Proposal Template
Prepared for:
Sarah Mitchell
Mitchell & Co.
Prepared by:
Daniel Reyes
Acme Climate Co.
Page 1 of 7
Executive Summary
This proposal outlines a fleet servicing and maintenance plan for Mitchell & Co. , designed to improve vehicle availability, control maintenance costs, and simplify approvals.
Benefits
Reduce Downtime
Priority booking and structured maintenance reduces unexpected breakdowns.
Fast Approvals
Digital quotes, photo evidence (optional), and approved workflows.
Predictable Costs
Clear service tiers and reporting to track spend per vehicle.
What’s included
Scheduled servicing plan based on time/km intervals
Pre-service inspection checklist + recommendations
QuoteCloud-style quote breakdown (labour + parts)
Approval workflow (authorised contacts)
Service report per vehicle (digital record)
Optional: pickup/drop-off or mobile service (if offered)
Fleet Overview & Goals
This plan is structured around your operating needs and the types of vehicles in service.
Fleet Profile
Operating region: Operating Region
Fleet use: Fleet Use (deliveries, field service, trades, rentals)
Typical weekly km: Avg Weekly Km
Critical vehicles: Critical Vehicles Notes (optional)
Goals
Reduce unscheduled downtime and missed jobs
Improve preventative maintenance compliance
Increase approval speed and visibility of costs
Maintain safety, reliability, and resale value
Success metrics
Reduce Downtime
Reduce Approval Time
Increase Cost Predictability
Increase Compliance
Increase Vehicle Lifespan
Maintenance Plan
Maintenance Plan Schedule
Service intervals can be adjusted based on manufacturer guidance and fleet usage.
Service Schedule
Interval | Includes | Notes |
Every Interval A (e.g., 10,000 km / 6 months) | Oil + filter, general inspection, fluid top-up | Baseline service |
Every Interval B | Air/cabin filters, brake inspection, tyre rotation (if applicable) | Preventative |
Every Interval C | Full safety inspection, deeper diagnostics scan (if needed) | Reliability |
As Needed | Brakes, tyres, battery, suspension, cooling, belts | Quote before proceeding |
Inspection highlights
Fluids/leaks, belts/hoses, battery health
Brakes (pads/rotors), tyres, steering/suspension
Lights, wipers, basic safety items
Optional: diagnostic scan + photo evidence
Workflow & Service Levels
We follow a consistent process so your team always knows what’s happening.
Process (timeline)
Booking Request
Request via Booking Method (email/portal/phone). Priority slots for fleet clients.
Check-in / Intake
Confirm vehicle details, odometer, and reported issues.
Inspection + Quote
If additional work is required, we send a clear quote breakdown.
Approval Before Proceeding
We only proceed with additional repairs after approval.
Completion + Report
Work completed, vehicle tested, report issued, invoice sent.
Approvals
Standard approval turnaround: Approval Turnaround (e.g., 4 business hours)
Work not approved may be deferred to minimise downtime
Safety-critical items flagged as “Urgent”
Pricing Options
Choose the option that fits your fleet structure and budgeting.
Option A: Pay-per-Service
Standard service pricing per visit
Quote sent for any additional repairs
Best for: smaller fleets or variable usage
Price note: Pay Per Service Note
Option B: Monthly Fleet Plan (Retainer)
Includes Included Services Per Month services/month
Priority booking included
Discounted labour rate: Discount Labour Rate
Best for: predictable budgeting
Monthly fee: [[MonthlyFee]]
Option C: Fixed Labour Rate + Parts at Cost
Labour rate locked at Fixed Labour Rate
Parts supplied at Parts Pricing Rule (cost + markup / quoted)
Best for: large fleets needing consistency
Add-ons
Add-on | Description | Price |
Pickup/Drop-off | Vehicle logistics support | Pickup Price |
Mobile Service | On-site servicing (where available) | Mobile Price |
After-hours | Reduced operational disruption | After Hours Price |
Reporting Pack | Monthly spend + vehicle history exports | Reporting Price |
Payment Terms
Billing: Billing Cycle (per job / weekly / monthly)
Payment due: Payment Timing
Payment methods: Payment Methods
Agreement & Terms
By signing, both parties agree to the maintenance plan structure, approval workflow, and pricing option selected.
Scope & variations
Work outside the agreed service plan requires approval before proceeding.
Scheduling
Priority bookings apply to fleet plan clients. Emergency jobs are subject to availability.
Client responsibilities
Provide access to vehicles, accurate vehicle details, and authorised contacts.
Cancellations
Please provide Cancellation Notice notice for cancellations/rescheduling. Late cancellations may incur Late Cancellation Fee.
Warranty Summary (box)
Workmanship warranty: Workmanship Warranty Period
Parts: manufacturer warranty applies.
Not covered: wear-and-tear items, misuse, accidents, or third-party modifications.
Acceptance statement
I authorise Acme Climate Co. to service the fleet vehicles under this agreement and approve the workflow and pricing option selected.
Signed by:
Sarah Mitchell
Mitchell & Co.
Signed by:
Daniel Reyes
Acme Climate Co.
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About this template
How this proposal works
A Fleet Servicing Proposal Template designed for workshops servicing business fleets, with maintenance schedules, approval workflows, service reporting, and flexible pricing options. Optimized for QuoteCloud, it includes plan tiers, per-vehicle tracking placeholders, and e-sign acceptance to streamline ongoing fleet maintenance agreements. The 7 pages cover Cover Page, Executive Summary, Fleet Overview, Maintenance Plan, Workflow & SLA, Pricing Options, Agreement and Terms & E-Sign. Start from this proposal, add your logo, prices and terms, then send it as a live link your client signs online.
Questions
Before you start
Is this fleet servicing proposal template free?
Yes. Start a free 14-day QuoteCloud trial, no credit card needed, and the template opens ready to edit with your company details and logo.
Can clients sign it online?
Yes. The template has e-signature fields, so clients sign from any device and you are notified the moment they do.
Can I change the branding and sections?
Everything is editable: colours, fonts, images, page order and every section of text.
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