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Before the install · Free Excel template

Pre-installation fleet survey and vehicle condition form

List every vehicle and what it needs so a supplier can size the kit for a quote. Then record the state of each vehicle before anyone touches it.

Get the English file (.xlsx)Arabic version
Free: enter your name and email and we send you the file. Works in Excel, Microsoft 365, Google Sheets and LibreOffice Calc. No macros.
  • Up to 60 vehicles
  • Kit hints for each vehicle
  • Printable condition report
Needs legal review before use

The condition report ends with a statement that the customer confirms the recorded condition existed before the work. This wording is a starting point. Have it reviewed for your country and your contract. The file does not say that any law or standard is met.

What's inside

Two linked forms, six sheets

The survey tells the supplier what to bring. The condition log protects you and the installer if someone later argues about earlier damage.

  1. 01

    Fleet survey

    One row per vehicle, up to 60, with 9 required fields, drop-down lists, a completeness score and a kit hint.

  2. 02

    Condition log

    Battery voltage, warning lamps, existing damage, photos, accessories, odometer and engine hours, with an attention flag.

  3. 03

    Condition form

    Pick a vehicle ID and the sheet fills a one-page report to print, with a statement and two signatures.

  4. 04

    Summary

    Vehicles by type, voltage, CAN access and network, what the quote needs and the condition counts.

  5. 05

    Lists and settings

    The drop-down lists and the two battery limits you can change.

Kit hints

Your answers become a short list for the quote

The last column of the survey reads the answers of each row and writes what the quote needs to cover. It is a hint, not a bill of materials.

  • Add to the quote
  • Check first
How an answer in the survey becomes a hint
If you answerThe sheet adds
Cameras needed above 0, or DSM or ADAS is YesVideo kit
Fuel, temperature or load sensor is YesSensor kit
Panic button is YesPanic button
CAN or FMS access is No or UnknownCheck CAN access
Existing network is 2G or 3GCheck network
System voltage is UnknownConfirm voltage
Completeness = filled required fields ÷ 9Example: 7 ÷ 9 = 78%An answer of Unknown does not count as filled for voltage and CAN access. Rows at 100% are ready for a quote.

Surveying the fleet

A quote is only as good as the survey behind it. A tanker needs a different kit from a pickup, and a 24 V truck needs different parts from a 12 V car. The survey asks for the facts that change the kit: vehicle and fuel type, system voltage, CAN or FMS access, tanks, cameras, sensors, driver ID and whether a tracker is already fitted.

Fill the yellow cells. Fields with an asterisk are needed for a quote. If you do not know an answer, choose Unknown: the sheet will remind you to confirm it.

Recording the condition

Before the installer starts, record the battery voltage with the engine off, the warning lamps, any existing damage, the accessories already fitted, the odometer and the engine hours. Take photos and write their references. The log flags a vehicle for attention if the battery is low, a lamp is on or damage is noted.

The two battery limits, 12 V and 24 V, are typical values on the Lists and settings sheet. Set your own. Measure with the engine off and the battery at rest.

Who fills what

The fleet manager fills the survey. A sales engineer or installer can fill it on a site visit. The installer fills the condition log and prints the condition form for the customer representative to sign before work starts.

Sending it for a quote

A completed survey is what a supplier needs to propose devices, harnesses, sensors and cameras for your fleet. Read the Summary first: it shows the counts by type and voltage and how many cameras you need in total.

Limits of this form

It collects facts and records a condition. It does not price anything, it is not an inspection certificate and it does not replace the installation instructions of your device. The kit hints are prompts to check, not a bill of materials.

Related Tracom solution

Get a kit proposal for your fleet

Send us the completed survey and the Tracom team can propose devices, harnesses, sensors and cameras for the fleet you described.

  • Trackers for cars, trucks and assets. Match the device to the vehicle type and voltage in your survey.
  • Mobile DVR with DSM and ADAS cameras. Size the video kit from the camera counts you entered.
  • Fuel, temperature and load sensors. The survey records which vehicles need a sensor kit.
  • Panic button and driver ID. Note the accessories each vehicle needs.
  • SCMS portal. Add the vehicles to one portal once they are installed.
Questions

Survey and condition questions

Planning a fleet rollout? Talk to Tracom.

How many vehicles can I list?

The survey has 60 rows. For a larger fleet, copy the workbook and fill one per batch of vehicles.

What if I do not know an answer?

Choose Unknown where the list offers it. The sheet then adds a reminder to confirm it, and the row is not counted as complete.

Is the kit hint a quote?

No. It is a prompt about what the quote should cover. A supplier confirms the actual parts.

Are the battery limits official?

No. They are typical values you can change on the Lists and settings sheet. Use the value your battery maker or your procedure gives.

Does the customer have to sign the condition form?

It is meant to be signed by the customer representative and the installer before work starts. The wording needs legal review for your country and contract.

What is Tracom's role here?

Tracom makes the devices. This form is a neutral tool for any fleet or installer. It gives no price, approval or legal advice.

Next step

Survey first, quote second

Fill the survey for a few vehicles and send it to us. We will tell you what is missing and what the kit could look like.

Contact Us Get the form
Related tools and templates

Keep going on installation

Get the report

Enter your details and we will email you the file.

Use your real name so the file arrives addressed to you. Don't worry, we won't flood you with emails or calls.

Tracom uses your details to send what you requested and may contact you about it. See our privacy notice for your rights and how to delete your data.

Tracom is an advanced GPS tracking device designed to enhance fleet visibility, safety, and efficiency through real-time data, intelligent alerts, and remote monitoring.

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