Free mileage log template
Download a free mileage log template as a CSV for Excel, Google Sheets or Numbers, or as a printable A4 PDF. It has the columns GOV.UK asks for: the date, start and end locations with postcodes, the business reason and the miles, plus the vehicle and a running total.
This is record-keeping information, not tax advice. Check GOV.UK for your own situation, or ask an accountant.
What the template includes
| Column | What to write |
|---|---|
| Date | The day of the journey. |
| Start location / postcode | Where you set off, with the postcode. |
| End location / postcode | Where you went, with the postcode. |
| Purpose of journey | Why it was for business, such as “site visit, customer name”. |
| Business miles | The business miles for that journey. |
| Vehicle | Which car, van or motorcycle, if you use more than one. |
| Running total | Miles so far this tax year, so you can see when you pass 10,000. |
What GOV.UK says to keep
- Self-employed: if you use simplified expenses, GOV.UK says to keep records of your business miles, and your records must be accurate. You don’t send them in with your tax return, but you need them if HMRC asks (GOV.UK: simplified expenses; GOV.UK: what records to keep).
- Employees claiming tax relief on their own vehicle: keep records of the dates and mileage of your work journeys. When you claim, GOV.UK says you must send copies of your mileage logs showing the reason for every journey and the start and end postcodes (GOV.UK: vehicles you use for work).
- Paper or digital is fine: GOV.UK says there are no rules on how you must keep records, but HMRC can charge a penalty if they’re not accurate, complete and readable (GOV.UK).
How to use it
- Start a new log on 6 April, the first day of the tax year.
- Fill in each journey on the day. Rebuilding trips from memory later is where mistakes creep in.
- Leave out ordinary commuting; see business mileage vs commuting.
- At the end of the tax year, total the business miles and work out the claim. For 2026–27, GOV.UK lists 55p a mile for the first 10,000 business miles in a car or van, then 25p (GOV.UK). The mileage claim calculator does the split.
- Keep the finished log. The self-employed must keep records for at least 5 years after the 31 January deadline: see how far back HMRC can ask for mileage records.
Not sure whether to stick with a spreadsheet? Read mileage tracker vs spreadsheet. If you’d rather log trips on your phone, Quidometer records each trip you start and exports a CSV with the same kind of columns.
Questions
Is a mileage log template good enough for HMRC?
GOV.UK says there are no rules on how you must keep records, so a template on paper or in a spreadsheet is fine. What matters is that every journey is recorded accurately and completely.
What should a mileage log include?
The date, where you started and finished with postcodes, the business reason, the business miles and the vehicle. Employees claiming tax relief must send logs showing the reason and the start and end postcodes for every journey.
Does the CSV work in Excel and Google Sheets?
Yes. It’s a plain CSV file. The running total column uses a simple formula that adds each row’s business miles to the total above.