Mileage Log Sample & Your Guide to Easy Tracking

What is a Mileage Log and Why Do You Need One?

A mileage log is simply a detailed record of your vehicle’s trips. Keeping a mileage log is crucial for individuals and businesses aiming to track vehicle use for tax purposes, reimbursement claims, or business accounting. It helps you keep organized and can save you a bundle.

Definition and Common Uses

Think of a mileage log as your car’s diary, specifically focused on its movements. It’s used to reimburse trips for:

• Business Travel: Deducting costs for client visits, supply runs, or trips to job sites.
• Charitable Purposes: Tracking miles driven for volunteer work.
• Medical Reasons: Recording trips to doctors, hospitals, or pharmacies for medical care.

Who needs a mileage log?

Almost anyone who uses a vehicle for work or contributes to a business. This includes:

• Employees seeking reimbursement from their company.
• Freelancers and self-employed individuals.
• Small business owners.
• Gig economy workers (think rideshare drivers or delivery services).
• Companies with fleets or employees who drive for work.

The IRS (Internal Revenue Service) has clear rules about what makes a mileage log acceptable. Without one, you could miss out on thousands of dollars in deductions or face problems in an audit.

Why a Mileage Log is a Must-Have

Having an accurate mileage log isn’t just about good record-keeping; it’s about protecting your finances.

• Tax Deduction Eligibility: This is huge! You can deduct the cost of using your car for business, medical, or charitable purposes. You can’t claim these deductions if you don’t track your miles.
• IRS Audit Protection: An audit can be stressful. A well-maintained mileage log acts as irrefutable evidence of your driven miles. The IRS often scrutinizes vehicle expense deductions, so a strong log can save you a lot of headaches.
• Employer Reimbursement: If your employer reimburses you for mileage, a clear log ensures you get paid back accurately and on time.
• Business Tracking: It helps you understand your operational costs and can inform decisions about vehicle use and efficiency.

In fact, accurate logs can yield business tax deductions worth thousands of dollars annually. Small businesses often save $2,500–$3,000 per year just by diligently logging every mile.

What Should a Compliant Mileage Log Include?

To be considered IRS-compliant, your mileage log needs specific details for each trip. This isn’t just a suggestion; it’s a requirement to avoid issues during an audit.

IRS-Required Fields for Your Mileage Log

Your mileage log sample should always feature these key pieces of information:

• Date of Trip: When did the trip happen?
• Starting Location and Destination: Where did you start, and where did you go? Be specific.
• Purpose of the Trip: Was it business, medical, or charitable? Why did you make this trip? For example, “Meeting with client John Doe at ABC Co.”
• Total Miles Driven: Calculated from your odometer readings.ű
• Odometer Readings (Start and End of the year): Crucial for determining exact mileage.
• Vehicle and Driver Identification: Which vehicle was used, and who drove it?

It’s best if you log your trips as they happen, or at least very close to the time they occur (e.g., daily or weekly). Don’t wait until tax season to try to remember all your trips from a year ago. That’s a recipe for inaccuracies and audit flags!

For a deeper dive into the rules, check out the IRS’s official publication.

Free Mileage Log Sample

Now that you know why you need a mileage log and what it should contain, here are some simple mileage log samples to look at: