Driver Logs & HOS · Excel & CSV
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.
Built and reviewed by the FleetOpsClub research team. Print the preview free, or get the editable file by email.
What's included
- 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
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.
Preview the template
This is the full template. Use the button to print it or save it as a PDF — no email required — or grab the editable spreadsheet below.
Printable 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) | — |
| 2026-03-03 | 48,210 | 48,355 | 145 | Multi-stop route | Trenton, NJ |
Get the editable Excel version
Enter your email and we'll unlock a ready-to-edit CSV of this template — open it in Excel, Google Sheets, or Numbers and customize it for your fleet.
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.
Related guides & tools
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