Trip Sheet Format in Excel & Word (Vehicle, Car & Transport Templates)
Last Updated: October 2026 | Reviewed by Fleet Operations Experts
A trip sheet format (often searched as vehicle trip sheet, tripsheet format, or treep sheet) is the single source of truth for transport operations. It logs vehicle movement, odometer readings, diesel expenses, Fastag tolls, driver cash advances, and delivery confirmations to ensure accurate billing and dispute-free driver settlements.
Trip Sheet Guide Highlights
Trucking Format
Commercial freight, diesel mileage, driver settlement
Car & Travels Format
Corporate duty slip, garage in/out KM, passenger sign
Bus Conductor Format
Stage carrier waybill, tickets sold, cash deposit
State RTO Compliance
Tamil Nadu & Kerala contract carriage passenger list
1. Commercial Truck / Transport Vehicle Trip Sheet Format
FTL & PTL FreightUse this format for commercial goods vehicles, fleet operations, and freight contracting. It captures all operational expenses from loading to destination:
ABC LOGISTICS & FLEET CARRIERS
COMMERCIAL VEHICLE TRIP SHEET & DRIVER SETTLEMENT
Trip Date: 01-10-2026
LR Reference: LR-0491, LR-0492
Vehicle Type: 10-Wheeler (25 Ton)
Driver Name: Balwant Singh
Destination: Ahmedabad (Gujarat)
Driver Mobile: +91 94140 12345
Section A: Odometer & Mileage Tracking
| Starting Date/Time | Opening KM | Closing Date/Time | Closing KM | Total KM Run | Diesel Filled (L) | Actual Mileage (Km/L) |
|---|---|---|---|---|---|---|
| 01-10-2026 08:00 | 142,500 | 02-10-2026 14:00 | 143,120 | 620 KM | 155 Liters | 4.00 Km/L |
Section B: Running Trip Expenses & Fuel Log
| Expense Category | Location / Fuel Station | Slip / Receipt No | Qty / Liters | Amount (₹) |
|---|---|---|---|---|
| Diesel / Fuel | HPCL COCO Pump, Ratanpur Border | SLIP-8419 | 155 Liters @ ₹90 | ₹13,950.00 |
| Fastag / Toll Charges | National Highway Authority (Fastag Wallet) | FASTAG-TXN | 4 Toll Plazas | ₹1,480.00 |
| Loading / Unloading (Hamali) | Udaipur Loading Point | VOUCH-012 | Labor Union Cash | ₹800.00 |
| Driver Batta / Halting Food Allowance | Night Halt at Shamlaji | Self / Cash | 2 Days @ ₹400/day | ₹800.00 |
| Weighbridge (Dharam Kanta) | Ahmedabad Ring Road Kanta | KANTA-99 | Gross & Tare Slip | ₹150.00 |
| TOTAL EXPENSES INCURRED (B): | ₹17,180.00 | |||
Section C: Driver Settlement & Payout Reconciliation
| Advance Paid to Driver (Origin Cash / Bank Transfer): | ₹15,000.00 |
| Diesel Card / Corporate Fastag Recharges (Non-Cash): | ₹0.00 |
| Total Advances Provided (A): | ₹15,000.00 |
| Less Total Expenses Approved (B): | - ₹17,180.00 |
| NET SETTLEMENT (Payable to Driver / Due by Transporter): | ₹2,180.00 (Transporter to Pay Driver) |
_______________________
Driver Signature_______________________
Checking Inspector / Ops_______________________
Accounts Approval & Sign2. Car / Taxi / Travels Duty Slip Trip Sheet Format
Car Rentals & CabsFor taxi operators, travel agencies, corporate car rentals, and chauffeur services, the car trip sheet (commonly called a duty slip) records garage-to-garage kilometers and customer approval:
ROYAL TRAVELS & CAR RENTALS
CHAUFFEUR DUTY SLIP / PASSENGER TRIP SHEET
Client / Guest Name: Mr. Vikram Singhania
Company Name: Apex Technologies Ltd.
Car Model & Reg: Toyota Innova Crysta (DL 1Z A 4812)
Chauffeur / Driver Name: Mahendra Yadav
Driver Mobile: +91 98111 22334
Duty Type: Local 8 Hr / 80 Km / Outstation
| Particulars | Starting Reading (Garage Out) | Closing Reading (Garage In) | Total Units Consumed |
|---|---|---|---|
| Odometer (Kilometers) | 42,100 KM | 42,215 KM | 115 KM |
| Time (Hours:Minutes) | 08:30 AM | 06:30 PM | 10 Hours 00 Mins |
Extra KM Charged: 35 KM @ ₹16/km = ₹560
Extra Hours Charged: 2 Hours @ ₹150/hr = ₹300
Toll & Parking (Receipts Attached): ₹240.00
Guest Remarks: Chauffeur was polite and on time.
___________________________
Guest / Customer Signature
3. Bus Conductor Trip Sheet Format (Waybill)
Stage Carriage BusesIn public and private bus operations, the conductor trip sheet (also called a bus waybill or treep sheet) tracks passenger tickets sold across route stages:
INTERSTATE MOTOR TRANSPORT CORPORATION
STAGE CARRIAGE CONDUCTOR WAYBILL & TICKET ACCOUNT
| Denomination (Ticket Value) | Opening Ticket No | Closing Ticket No | Total Tickets Sold | Total Amount (₹) |
|---|---|---|---|---|
| ₹20.00 (Short Distance) | 104201 | 104285 | 85 | ₹1,700.00 |
| ₹50.00 (Mid Distance) | 048101 | 048160 | 60 | ₹3,000.00 |
| ₹120.00 (Full Route) | 012001 | 012052 | 52 | ₹6,240.00 |
| Luggage & Freight Parcels | - | 4 Bags | 4 | ₹250.00 |
| TOTAL CASH DEPOSITED AT DEPOT: | 201 Tickets | ₹11,190.00 | ||
4. Contract Carriage Trip Sheet Format (Tamil Nadu & Kerala RTO)
RTO Legal MandatoryUnder the Motor Vehicles Rules in Tamil Nadu and Kerala, contract carriages (tourist omnibuses, sleeper coaches, and maxi cabs) are legally required to carry a pre-filled passenger manifest trip sheet. Failure to present this can result in hefty RTO fines for illegal stage carriage:
CONTRACT CARRIAGE TRIP SHEET & PASSENGER MANIFEST
(Under Rule 297 of Tamil Nadu Motor Vehicles Rules / Kerala MV Rules)
| Seat / Berth No | Passenger Full Name | Age | Gender | Boarding Point | Drop-off Point |
|---|---|---|---|---|---|
| L-01 | R. Annamalai | 38 | Male | Chennai (Koyambedu) | Madurai (Mattuthavani) |
| L-02 | A. Meenakshi | 34 | Female | Chennai (Tambaram) | Madurai (Mattuthavani) |
| U-01 | S. Karthik | 27 | Male | Chennai (Perungalathur) | Dindigul Bypass |
Note: All passenger names must match booking tickets and Government ID. Picking up random roadside passengers without listing them on the contract carriage trip sheet is prohibited by RTO squads.
5. Key Calculations & Excel Formulas for Vehicle Trip Sheets
If you build or maintain your vehicle trip sheet in Microsoft Excel or Google Sheets, use these standardized formulas:
| Calculation Field | Excel Formula | Explanation |
|---|---|---|
| Total KM Run | =Closing_KM - Opening_KM |
Calculates distance traveled. Example: =D5 - C5 |
| Diesel Fuel Mileage (Km/L) | =Total_KM / Liters_Consumed |
Reveals truck efficiency. Example: =620 / 155 = 4.0 Km/L |
| Cost Per KM | =Total_Trip_Cost / Total_KM |
Total expense divided by distance to determine trip cost efficiency. |
| Driver Balance Settlement | =Total_Advance - Total_Expenses |
If positive, driver returns cash; if negative, transporter pays balance. |
6. Paper Trip Sheet Books vs Cloud Trip Sheet Software
Managing trip sheets with physical paper books or disconnected Excel sheets leads to fuel theft, delayed client invoices, and lost delivery receipts (POD):
Problems with Paper Trip Sheets
- Drivers submit crushed or lost fuel receipts weeks after the trip.
- Settlements drag on for days; accounts cannot reconcile cash advances.
- No automated mileage alerts when fuel consumption spikes abnormally.
- Invoices to consignors are delayed until paperwork arrives at Head Office.
Benefits of TruckBill Digital Trip Sheets
- Drivers or dispatchers log trips on mobile or desktop in real time.
- Auto-calculation of fuel mileage, Fastag toll integration, and per-km cost.
- One-click driver settlement with instant ledger and bank payout updates.
- Instant sync to freight billing and client GST invoices with POD attachments.