Mileage Log Template
A mileage log is what stands between you and a denied vehicle deduction — the IRS wants the date, business purpose, and miles for each trip. This template records every trip with odometer readings and purpose, totals the miles (the Excel version does it for you), so your deduction or reimbursement is audit-ready.
Last reviewed 2026-07-08
Template preview
- Name / vehicle:
- Name · 2022 Honda CR-V
- Year / period:
- 2026 · July
- Rate (IRS std, check current):
- $0.67/mi
- Purpose of log:
- Business mileage deduction
- Odometer start (year):
- 42,000
| Date | Purpose / destination | Start–End | Miles |
|---|---|---|---|
| Jul 02 | Client visit — Acme | 42,120–42,158 | 38 |
| Jul 05 | Supplier pickup | 42,158–42,175 | 17 |
| Jul 09 | Site inspection | 42,175–42,224 | 49 |
| Total business miles | 104 | ||
| Deductible amount (miles × rate) | $69.68 | ||
How to fill in each field
Date & purpose
Log the date and a specific business purpose for every trip.
Common mistake: Vague purposes ('errands') that the IRS may disallow.
Odometer readings
Record start and end odometer (or trip miles) per trip.
Common mistake: Estimating miles later — contemporaneous logs hold up; reconstructions may not.
Business vs personal
Log only business miles (or separate them); commuting usually isn't deductible.
Common mistake: Claiming commuting or personal miles as business.
Totals & rate
Total miles and apply the current IRS standard rate (verify each year).
Common mistake: Using an outdated mileage rate.
Related templates & variants
A mileage log supports a vehicle deduction or reimbursement. Bundle it into an expense report or expense claim for reimbursement. This is not tax advice — verify current IRS rules.
A free expense report template — date, category, amount, receipts and totals for reimbursement. Download in Excel (auto-totaling) or Word with a guide.
A free expense claim form template for employees to claim reimbursement — itemized costs, receipts, totals and approval.
A free Excel invoice template with auto-calculating totals and tax. Download the .xlsx, or copy the table. Includes formulas and a field-by-field guide.
Recommended tools
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Frequently asked questions
What should a mileage log include?+
For each trip: the date, business purpose/destination, start and end odometer (or miles driven), and the miles. Plus your vehicle, the period, and totals. The IRS expects a contemporaneous record.
Does the Excel mileage log calculate the deduction?+
Yes — the .xlsx sums business miles and multiplies by the standard mileage rate you enter, so the deductible amount updates as you add trips.
What are the IRS mileage log requirements?+
You need a timely, accurate record of each business trip: date, purpose, and miles (odometer readings are best). Commuting is generally not deductible. Verify the current-year standard rate — this template is not tax advice.
Sources & further reading
- IRS mileage log requirements for 2026 (Ramp)— ramp.com
- IRS mileage log requirements (Driversnote)— driversnote.com
We review authoritative guidance when building each template. Links are for reference only.