Driver Logs & HOS · Excel template
Free Mileage Log
An IRS-ready business mileage log that records date, purpose, and start/end odometer for every trip, for reimbursement and tax-deduction substantiation. Use it alongside our fleet calculators to size the costs this template tracks, or browse fleet management software when you are ready to automate the workflow. See all downloads in the template library, and check the fleet glossary for any unfamiliar terms.
Built and reviewed by the FleetOpsClub research team. Preview it free below.
- Columns for date, start/end odometer, business miles, purpose, and destination
- A running total you can tally per period
- Fields that match what the IRS expects for a contemporaneous mileage record
- Example entries for business and personal trips
- Editable CSV. Yours to keep
- Print or save as PDF
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How to use it
- 1
Record each trip the day it happens: contemporaneous records hold up far better than reconstructions.
- 2
Enter the date, starting and ending odometer, and calculate the miles driven.
- 3
Note the business purpose and destination for every business trip.
- 4
Keep personal trips separate so only business miles are claimed.
- 5
Total business miles per period and apply the current IRS standard mileage rate or your reimbursement rate.
What's inside
- Columns for date, start/end odometer, business miles, purpose, and destination
- A running total you can tally per period
- Fields that match what the IRS expects for a contemporaneous mileage record
- Example entries for business and personal trips
- Editable spreadsheet for one driver or a whole fleet
Preview the template
Here's a real sample of the layout — the actual columns and structure you'll work in. The complete template, plus the editable spreadsheet, unlocks the moment you enter your email.
Preview
Mileage Log
Apply the IRS standard mileage rate in effect for the year (it changes annually) or your company's reimbursement rate.
| Date | Start Odometer | End Odometer | Business Miles | Purpose | Destination |
|---|---|---|---|---|---|
| 2026-03-02 | 48,120 | 48,196 | 76 | Client delivery | Newark, NJ |
| 2026-03-02 | 48,196 | 48,210 | 0 | Personal (lunch) | — |
Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
A contemporaneous record showing the date, mileage, and business purpose of each trip, plus your total annual mileage. The standard mileage rate is set by the IRS each year. This is general information, not tax advice. Confirm current requirements or consult a tax professional.
It's risky. The IRS favors records kept at or near the time of each trip. A reconstructed log is weaker evidence and more likely to be challenged on audit.
Logging both lets you cleanly separate business from personal use, which is exactly the substantiation the IRS looks for. Only business miles are deductible/reimbursable.
Without contemporaneous records, the IRS can disallow the mileage deduction or reimbursement entirely on audit, even if the driving genuinely happened. The burden is on you to substantiate it, not on the IRS to disprove it. A standard mileage deduction claimed with no log behind it is one of the more common audit adjustments, precisely because it's easy to claim and hard to defend after the fact.