Unit Expiration Tracker: every expiring document in one Excel file

One spreadsheet for every date that can put a truck out of service: CDL, medical, annual MVR, IRP, annual inspections, IFTA, permits, 2290, UCR, insurance. Enter the expiration date and the file shows days left and a 90 / 60 / 30-day status, with a dashboard that counts what is urgent.

Excel · 4 tabs + dashboardEnglishVerified October 27, 2026Instant download

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What's inside

Drivers tab

CDL, medical, annual MVR, annual review, Clearinghouse limited query, endorsements.

Trucks and Trailers tabs

IRP cab card, annual inspection, IFTA decals, state permits, lease, insurance; trailer registration, inspection and interchange.

Company tab

MCS-150, UCR, IFTA return, Form 2290, insurance policy, state permit accounts, consortium contract.

Dashboard

Counts of EXPIRED, 30 DAYS - URGENT, 60 DAYS - START NOW, 90 DAYS - PLAN and OK across all tabs.

Sample items

Days left calculated automatically from today
Status: EXPIRED / 30 days urgent / 60 days start now / 90 days plan / OK
Color-coded rows
One row = one document
Owner column: who renews it
"In file?" column for audit proof

How to use it

Load every driver, truck, trailer and company date once (about an hour for a small fleet).
Open it every week.
Anything EXPIRED or 30 DAYS goes on this week's list to management.
Update the date the day the new document is in the file.

Who it's for

Safety specialists tracking many drivers and units
Small fleets that keep dates in their head or on paper
Office managers
Owner-operators with several trucks

Questions

Does it work in Google Sheets?

It is an .xlsx file built for Excel. It also opens in Google Sheets and LibreOffice; the formulas are standard (TODAY, IF, COUNTIF).

What is the 90 / 60 / 30 rule?

Plan a renewal at 90 days, start it at 60, and treat 30 days as urgent. Renewals that need appointments, such as medical exams or annual inspections, fail when they start late.

How many units does it hold?

Each tab has 60 ready rows; you can copy rows down for more.

Educational resource, not legal advice. Confirm every item in the current 49 CFR (ecfr.gov) and with FMCSA before acting.

Want to understand every item, not just tick it?

The Safety & Compliance course explains US trucking safety step by step in 61 lessons: company compliance, hiring and DQ files, drug and alcohol, units, SMS scores, inspections, hours of service and FMCSA audits. English, Romanian and Russian, with an AI assistant in every lesson.

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Related resources

PDFCompany Compliance ChecklistUSDOT · authority · insurance · UCR · IRP · IFTA · 2290

PDFDQ File Checklist49 CFR 391.51 · one per driver

PDFIn-Cab Documents ChecklistTruck · trailer · driver · ELD

All safety resources →