Free mileage log template
An IRS-compliant mileage log template you can open in Excel, Numbers or Google Sheets. It uses the same columns MileWise exports, so every trip carries the date, destination, business purpose and miles the IRS expects.
What the template looks like
Three example rows are shown so you can see the level of detail an audit-ready entry needs. Scroll sideways to see every column.
| Date | Vehicle | Start location | Destination | Business purpose | Purpose category | Odometer start | Odometer end | Miles | Round trip | Tolls & parking | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|
| 2026-01-08 | 2021 Toyota RAV4 | Home office | Acme Corp — 42 Market St | Client kickoff meeting | Business | 48,210 | 48,238 | 28 | Yes | 6.00 | Parking garage receipt #1182 |
| 2026-01-12 | 2021 Toyota RAV4 | Home office | Home Depot — Route 9 | Supplies for rental turnover | Business | 48,238 | 48,257 | 19 | Yes | 0.00 | Receipt attached |
| 2026-01-19 | 2018 Ford F-150 | Home office | Riverside Clinic | Medical appointment | Medical | 92,004 | 92,026 | 22 | Yes | 3.50 | — |
What goes in each column
Date of the trip, recorded at or near the time you drove.
Which car — required when you use more than one.
Where the trip began.
Where you went — a real place, not 'errands'.
Why the trip was business: client meeting, supply run, turnover.
Business, medical, moving or charitable — each has its own rate.
Optional, but the strongest evidence of the miles claimed.
Optional; end minus start must equal the miles column.
Miles driven for this trip.
Yes/No — keeps return miles from being double-counted.
Deductible on top of the standard mileage rate.
Anything supporting the trip: receipt number, guest name, job ID.
What makes a mileage log for taxes valid
- Four facts per trip: date, destination, business purpose, and miles driven.
- Recorded at or near the time of the trip — not reconstructed in April.
- Total annual miles per vehicle, so business-use percentage can be calculated.
- One log per vehicle when you drive more than one car for work.
- Consistent with your other records: calendar, invoices, receipts and appointments.
Multiply your business miles by the 2026 standard rate of 70¢ per mile to get the deduction. See all IRS mileage rates by year.
Say the trip out loud instead of typing it
A spreadsheet only works if you actually fill it in the same day. MileWise logs a trip by voice or an odometer photo, scans your gas receipts, applies the right IRS rate per tax year, and exports this exact table whenever you need it — with scheduled backups so nothing is lost.
Mileage log template FAQ
Is a spreadsheet mileage log acceptable to the IRS?
Yes. There's no required format — a spreadsheet, a paper book or an app all qualify, provided each entry is timely, complete and consistent with your other records.
Can I reconstruct my log at the end of the year?
You can try, but a log written from memory months later is the weakest evidence there is and a common reason mileage deductions get reduced. Record trips the day they happen.
Do I have to record odometer readings?
They aren't strictly required for each trip, but start and end readings make the miles you claim verifiable, and you do need total annual miles per vehicle.
How long should I keep the log?
Keep it with your tax records for at least three years after filing, and longer if you claim depreciation on the vehicle. Store a backup copy somewhere other than the device you log on.
This template and page are general information, not tax advice. Confirm your recordkeeping and deduction approach with a qualified tax professional.