A clear record of the trip.
A useful mileage log connects the distance to the work. Record when you traveled, the business purpose and the route, then use either odometer readings or a directly recorded distance. Keep personal trips separate and avoid vague descriptions that make later review difficult. Use a short project or client reference instead of confidential details.
What’s in the download
How to use the log
- Set the person or vehicle reference, reporting period and one distance unit.
- Choose odometer readings or direct distance. In Excel, use the corresponding worksheet rather than duplicating a trip across both.
- Record each trip date, purpose and route while the details are fresh.
- Enter the rate applicable to your arrangement, review the distance totals and check the calculated estimate before submitting.
Keep distances and rates consistent
An odometer difference of 35 means 35 of the unit your odometer uses. A rate per mile cannot be applied to a kilometer total without conversion. The template intentionally leaves the reimbursement rate to you rather than assuming a particular country, tax year or payment arrangement.
This log is a general recordkeeping tool. It does not determine which trips qualify for reimbursement or a tax deduction, and it does not apply a government mileage rate automatically.