Free template · Cab and chauffeur operators
Duty slip format for cab and car rental operators: free Excel, PDF and Word
A free duty slip format for cab, taxi, car rental and chauffeur operators. See the format on this page, then download the cab duty slip format in Excel, a print-ready duty slip PDF or a Word file. No sign-up and no email needed.
What is a duty slip?
A duty slip is the record of one duty of a hired car with a driver: who booked it, which car and driver did it, when and where the driver reported, the kilometre reading and time at each stage, what was paid on the way and the guest's signature at the end. Cab, taxi and car rental operators in India bill from it, so the duty slip format has to capture everything the invoice will need: total kilometres and hours, extra kilometres and extra hours over the package, toll, parking, state tax, night halt and driver allowance. It is also called a trip sheet, a log sheet or a car rental duty slip.
The duty slip format, field by field
This is the format in the downloads, shown with example entries so you can see how the totals are worked out. The figures are examples only. In the files every field is blank.
Duty Slip
Cab and chauffeur duty slip
Entries in italics are examples.
Operator
Booking
Vehicle and driver
Duty
Kilometres and time
| Reading | Date | Time | Kilometre reading |
|---|---|---|---|
| Garage out | 14 Oct 2026 | 08:30 | 41,200 |
| Duty start (reporting) | 14 Oct 2026 | 09:00 | 41,212 |
| Duty end (release) | 14 Oct 2026 | 18:30 | 41,308 |
| Garage in | 14 Oct 2026 | 19:00 | 41,320 |
Charges paid on the duty
Remarks and signatures
Free duty slip format from MobilityDrive, themobilitydrive.com. General information, not tax or legal advice. Check with your accountant.
Free downloads
Direct downloads. No sign-up and no email needed.
- Duty slip format in Excel (.xlsx)
Totals, extra kilometres and extra hours are worked out by formulas. Prints on one A4 page.
- Duty slip PDF (print-ready, A4)
Print a pad of blank slips for drivers to fill in by hand.
- Duty slip format in Word (.docx)
Edit the headings and add your logo and terms.
General information, not tax or legal advice. Check with your accountant.
What each field on a duty slip means
A cab duty slip is filled in by three people: the office before the duty, the driver during it and the guest at the end. These are the fields an operator in India uses and what goes in each.
- Duty slip number
- A running number from your own series. The invoice quotes it, so a client's query is answered by pulling one slip.
- Date
- The date the duty starts. An outstation duty that runs for several days keeps one slip and one number.
- Company or client
- Who is billed. For a corporate booking this is the company, not the person travelling.
- Guest and booked by
- The guest is the person in the car. Booked by is the person who asked for the car, such as a travel desk or an executive assistant. Corporate clients often ask for both on the bill.
- Vehicle type and vehicle number
- The category that was booked and the registration number of the car that actually went. If a different category was sent, the slip shows it.
- Driver
- The driver's name and mobile number.
- Duty type
- Local, outstation or airport transfer. The duty type decides how the duty is priced: a package of hours and kilometres for local, a rate per kilometre with a minimum per day for outstation, a flat fare for an airport transfer.
- Package or tariff
- The package or rate that applies, for example eight hours and eighty kilometres, so the extras can be worked out against it.
- Reporting place and time
- Where and when the driver was asked to report. Billing by time usually starts here unless you bill garage to garage.
- Garage out and garage in
- The kilometre reading and time when the car left your garage and when it came back. An operator who bills garage to garage charges from the first reading to the last.
- Start and end kilometres and times
- The reading and time when the guest's duty started and when the car was released. The guest signs against these, so they are the figures a client is least likely to dispute.
- Total kilometres and total hours
- Closing reading less opening reading, and release time less reporting time, measured garage to garage or reporting to release as your terms say.
- Extra kilometres and extra hours
- What was run beyond the package. On an outstation duty the kilometres are compared with the minimum per day multiplied by the number of days.
- Toll and parking
- What the driver paid on the duty. Keep the receipts with the slip.
- State tax or permit
- Entry tax or a permit fee paid when the car crossed into another State.
- Night halt and driver allowance
- The night halt charge for a night spent away, and the driver's allowance for the day or for an outstation duty, as your tariff sets them.
- Remarks
- Anything the bill should explain: a change of route, waiting, a car changed on the way.
- Guest signature
- The guest signs to accept the readings and the times. A duty slip without a signature is the one a client disputes.
How to use the cab duty slip format in Excel
The Excel duty slip is one sheet set out like the paper form, with a second sheet of instructions. Type the kilometre readings and the date and time for garage out, duty start, duty end and garage in. Choose whether you bill garage to garage or from reporting to release, and type what the package includes. The sheet then works out total kilometres, total hours, extra kilometres and extra hours, and adds up toll, parking, state tax, night halt and driver allowance.
Keep one blank copy as your master and save each duty under its slip number, or print the PDF as a pad for drivers and type the slips up afterwards. The duty slip records the duty. It does not price it and it carries no tax rate. To turn a duty into a quote, use the cab fare calculator. To turn it into a bill, use the GST invoice format for cab operators.
Where a paper duty slip stops working
A paper or Excel duty slip is enough for a few cars. The trouble starts with volume: slips that reach the office a week late, readings nobody can read, toll receipts that went missing, and a month end spent typing two hundred slips into invoices. Every figure is written once by the driver and typed again by the office, and each retyping is a chance for a bill to differ from the slip the guest signed.
That is the point at which operators move the same record onto the driver's phone. The fields do not change. What changes is that the figures are captured once and the invoice is raised from them.
What the digital duty slip in MobilityDrive does
In MobilityDrive the driver records the duty in the driver app: start and end time, opening and closing kilometre readings, and the garage out and garage in readings where you bill garage to garage. The distance from the phone's GPS is kept beside the odometer figures, so the office can compare the two. Toll, parking and other expenses are added as lines, and each can carry a photo of the receipt.
The guest confirms on the driver's phone with a one-time code or a signature. The duty slip can also be sent for approval as a link by WhatsApp, SMS or email, where the client's approver can sign, and you can set it to be approved automatically after a waiting time if nobody objects. A driver who does not have the app, or a vendor whose car did the duty, can close the duty from a link, and a scanned handwritten slip can be attached to the record.
The duty slip prints as a PDF with your company's details. The invoice is raised from it, so each invoice line carries the vehicle, the driver and the duty slip number. Read more about digital duty slip software, about taxi and cab fleet software in India and about the transport billing software that takes the slip to a GST invoice.
This template is general information, published in October 2026. It is not tax or legal advice. How you bill a duty and how tax applies to tolls, parking and allowances depends on your contracts and your registration: check with your accountant.
Duty slip format: frequently asked questions
What is the format of a duty slip for a cab?
- A cab duty slip has the slip number and date, the company and guest, who booked the car, the vehicle type and number, the driver, the duty type, the reporting place and time, the kilometre reading and time at garage out, duty start, duty end and garage in, total and extra kilometres and hours, toll, parking, state tax, night halt and driver allowance, remarks and the guest's signature.
Can I download the cab duty slip format in Excel?
- Yes. The Excel file on this page is free and needs no sign-up. It works out total kilometres, total hours, extra kilometres and extra hours from the readings you type, adds up the charges and prints on one A4 page.
Is there a taxi duty slip PDF I can print?
- Yes. The PDF on this page is a blank A4 duty slip that you can print as a pad for drivers to fill in by hand. A Word file is also there if you want to change the headings or add your logo.
What is the difference between garage to garage and reporting to release?
- Garage to garage bills the kilometres and time from when the car leaves your garage until it returns. Reporting to release bills from when the driver reports to the guest until the guest releases the car. Your terms with the client decide which applies, and the duty slip records all four readings so that either can be billed.
How are extra kilometres and extra hours worked out on a duty slip?
- Take the total kilometres and total hours of the duty and subtract what the package includes. A duty of 120 kilometres and ten and a half hours on a package of eighty kilometres and eight hours has 40 extra kilometres and two and a half extra hours. On an outstation duty the kilometres are compared with the minimum kilometres per day multiplied by the number of days.
Does the guest have to sign the duty slip?
- A signature is what lets you bill the readings without argument, so operators treat it as required. In MobilityDrive the guest confirms on the driver's phone with a one-time code or a signature, or approves the duty slip from a link.
Is a duty slip the same as a tax invoice?
- No. A duty slip records what happened on the duty. A tax invoice is the bill raised from one or more duty slips and has to carry the details GST requires. This page is general information and not tax advice.
Move the duty slip onto the driver's phone
See a duty recorded in the driver app, approved by the guest and raised as a GST invoice, on your own tariff.