Free printable
Vehicle Information Sheet: Free Printable
By Jason Su · Updated September 18, 2026
One page per vehicle, with the details you need at a dealership, a repair shop, an insurance claim, or a title transfer. The single most useful line on it is the VIN — it identifies the vehicle for everyone, and it is the one thing nobody can look up on your behalf once the paperwork is missing.
Why one page per vehicle
A combined list of vehicles stops being useful the moment you need to hand something over. A per-vehicle page can be:
- Handed to a buyer when you sell
- Given to a repair shop with the service history on it
- Used at a counter when registering or transferring a title
- Given to whoever handles your affairs, so a vehicle is not left uninsured and unregistered in a driveway
The VIN is the key
The Vehicle Identification Number is on the title, the registration, the insurance card, the dashboard (visible through the windscreen), and the driver’s door jamb. Photograph it once.
With a VIN, anyone can trace the vehicle’s history, confirm the exact trim and options, and order correct parts. Without it, you are describing a silver SUV.
Record the licence plate too, but treat it as secondary — plates change when people move states.
The sheet
Vehicle: ______________________________
| Year / make / model | |
| Trim or engine | |
| Colour | |
| VIN | |
| Licence plate and state | |
| Odometer (and date read) | |
| Purchased (date and from whom) | |
| Purchased for | |
| Key count | |
| Spare key kept at |
Title and registration
| Where the title is kept | |
| Title held electronically? | [ ] Yes [ ] No |
| Registered in whose name | |
| Registration renewal date | |
| Inspection or emissions due | |
| State where registered |
Insurance
| Company | |
| Policy number | |
| Coverage type | [ ] Liability only [ ] Full [ ] Other: ______ |
| Deductible | |
| Agent name and phone | |
| Roadside assistance included? | [ ] Yes [ ] No — number: ________ |
| Policy documents kept at |
Loan or lease
| Lender or leasing company | |
| Account number | |
| Monthly payment | |
| Payments remaining | |
| Payoff amount (and date quoted) | |
| Where the contract is kept | |
| Gap insurance? | [ ] Yes [ ] No |
Service history
| Date | Odometer | What was done | Shop | Cost | Next due |
|---|---|---|---|---|---|
Recurring and upcoming
- Oil and filter — last: __________ next: __________
- Tyres — last rotated: __________ replaced: __________
- Brakes — last checked: __________
- Battery — installed: __________
- Registration renewal — due: __________
- Inspection — due: __________
- Insurance renewal — due: __________
If this vehicle is sold or transferred
- Title signed over and a copy kept for my records
- Bill of sale signed, with date, price, and both parties’ details
- Licence plates handled as my state requires
- Registration cancelled or transferred
- Insurance cancelled — after the transfer, not before
- Loan paid off and lien release obtained, if there was one
- Sold to: ______________________ Date: ____________
How to use it
- Fill in one page per vehicle. Photograph the VIN plate and the registration card and keep those with the sheet.
- Keep the title and the loan paperwork where the sheet says they are. The point of recording a location is being able to act on it. See where to store important documents.
- Update the service log when you have work done. It is also the record that supports a warranty claim, and it protects resale value.
- Write down the payoff amount when you check it, with the date. A payoff figure changes daily, and a stale one causes confusion in a sale.
- Give a copy to one person. If someone has to take over the vehicle — or sell it — this page is what they need. See what to do about a mortgage when someone dies for the property side of the same handover.
Frequently asked
Do I need this if I only have one car?
Yes, and it is the vehicle most likely to be needed in an emergency. A single page takes ten minutes.
Where should I keep it?
With your other records rather than in the glovebox — a sheet stored in the vehicle leaves with the vehicle. Keep a copy in the car only if it contains nothing you would mind a stranger reading.
Should I record the loan payoff amount?
Record it with the date, and ask for a fresh figure when you actually need it. Loan payoff amounts change with interest and timing.
What happens to a vehicle when the owner dies?
It becomes part of the estate and is generally handled by whoever is authorised to act. Two practical points: keep the insurance in place until ownership is settled, and do not let the registration lapse — an uninsured vehicle is both a risk and a legal problem. See how to close a bank account after a death for why authority matters before you move anything.
Do I need to keep receipts for repairs?
Worth keeping for anything substantial or warrantied. The service log carries most of the value; receipts matter when you are making a claim.
What if the title is held electronically by the state?
Note that on the sheet. Some buyers and lenders expect a paper title, and knowing yours is electronic saves confusion at the counter.
Next step
Photograph the VIN on each vehicle today and write it on the sheet. That single line is the one that unlocks everything else — parts, history, insurance, and title work.
Then note where the title, registration, and insurance documents are kept, and record that location using the free Checklist Builder. The Insurance Policy Tracker covers the policy side, and the Document Inventory covers the rest of your paperwork.
This is a blank record sheet, not legal, insurance, or financial advice. Title, registration, and transfer procedures differ by state and change over time — please confirm details with your state’s motor vehicle agency and your insurer.