What information should a mileage log contain?
Record the date, driver, vehicle, odometer readings or distance, journey purpose and any useful notes.
Mileage claim form and log template
Use this free mileage claim form and log template to record dates, drivers, vehicles, odometer readings, miles and journey purpose.
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2 entries
Record odometer readings and miles by driver, vehicle and purpose.
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This tool is free to use with no account. The rows below are examples so you can see the layout, edit or delete them and add your own. Nothing you type here is stored on our servers, so it will be gone if you close the page. Create a free account to keep it, and to get your free monthly Excel or Word download.
Mileage Tracker
| Date | Driver | Vehicle | Start odometer | End odometer | Miles | Purpose | Notes | |
|---|---|---|---|---|---|---|---|---|
| 19 Oct 2026 | Example driver 1 | Example vehicle 1 | Example start odometer 1 | Example end odometer 1 | Example miles 1 | Example purpose 1 | Example entry, replace this with your own details. | |
| 18 Nov 2026 | Example driver 2 | Example vehicle 2 | Example start odometer 2 | Example end odometer 2 | Example miles 2 | Example purpose 2 | Example entry, replace this with your own details. |
These tools are provided for general business administration, organisation and record-keeping purposes. They do not constitute legal, medical, clinical, safeguarding, health and safety or regulatory advice and do not guarantee compliance with any applicable requirement. Businesses remain responsible for ensuring their own policies, procedures and records are appropriate for their circumstances.
Using this template
A mileage log records business journeys made in a vehicle. Employees, directors, sole traders, delivery firms and field-service businesses may use one to support expenses, job costing or vehicle records. A complete entry normally includes the date, driver, vehicle registration, start and end odometer readings, miles travelled, journey purpose and any note explaining the trip. Keeping the record close to the journey is more reliable than rebuilding it weeks later.
Use a consistent unit and make sure the distance agrees reasonably with the odometer readings. State a business purpose that identifies the customer, site or task without adding unnecessary personal information. Common mistakes include including private travel, claiming the same journey twice, leaving out the vehicle and treating mileage as the same thing as fuel cost. Keep receipts and approval records separately where your process requires them. This template records journeys and can be downloaded as a working spreadsheet or document. It does not calculate an allowable tax claim, choose a reimbursement rate or determine whether a journey qualifies as business travel.
Questions about this template
Is mileage the same as a fuel expense?
No. Mileage and actual vehicle costs are different methods of recording costs and should not be mixed without proper advice.
Does this form calculate a tax claim?
No. It records journeys only. Check current rules or obtain advice before making a tax or expense claim.