Free Mileage Log Template for Taxes
A free mileage log template with the exact columns the IRS expects, plus how to fill it out so your business miles hold up at tax time. Copy it into a spreadsheet and start logging.
Mylo Team • July 2, 2026 • 3 min readWhy a mileage log matters
If you drive for work and want to deduct those miles, the log is your evidence. The IRS does not just take your word for the total; it generally expects a record showing where you went, why, and how far, kept at the time of the trips. A clean log turns your driving into a defensible deduction. A missing or guessed one puts it at risk.
This template gives you exactly the fields the IRS looks for. Copy it, log every business trip, and you have a record that holds up.
The free mileage log template
Paste these column headers into a spreadsheet, then add one row per business trip.
| Date | Start location | End location | Business purpose | Odometer start | Odometer end | Business miles |
|---|---|---|---|---|---|---|
| 2026-07-01 | Office | Acme HQ | Client meeting | 40120 | 40138 | 18 |
| 2026-07-02 | Office | Supplier warehouse | Pickup for job | 40138 | 40161 | 23 |
| 2026-07-03 | Home | Job site | On-site work | 40161 | 40190 | 29 |
| Total | 70 |
What each column captures
- Date: when the trip happened.
- Start and end location: where you drove from and to.
- Business purpose: why the trip was for business (the detail the IRS cares about).
- Odometer start/end: readings that back up the miles.
- Business miles: the deductible distance for that trip. Sum this column.
At the start of the tax year, also record your beginning odometer, and at year end your ending odometer, so your total annual mileage is documented alongside the business portion.
How to fill it out
- Record your starting odometer at the beginning of the tax year.
- Log each business trip as it happens, filling every column.
- Keep business and personal separate; commuting is generally personal, so exclude it or track it apart.
- Total your miles monthly so you are not rebuilding a whole year at once.
- Store the log with your tax records, ideally digitally.
Tip: Log the trip the same day, even a quick note on your phone. The IRS strongly favors a log kept at or near the time of travel, and a contemporaneous record is far harder to challenge than a year-end reconstruction.
The mileage rate: check the current figure
The IRS sets a standard mileage rate that you multiply by your business miles to get the deduction. That rate changes over time and has, in some years, changed mid-year. For that reason, do not copy a rate from an old article. Look up the current standard mileage rate on the IRS website for the year you are filing. For related detail, see irs mileage rate 2026 and what can I write off on my taxes.
Standard mileage vs actual expenses
There are generally two methods: the standard mileage rate (miles times the IRS rate) and the actual expense method (tracking gas, maintenance, insurance, and depreciation, then applying the business-use percentage). The mileage log matters either way, because both methods need your business-use portion. Which method saves more depends on your vehicle and driving. Check current IRS guidance or a tax professional before choosing.
The faster way: let Mylo track mileage-relevant expenses
A paper logbook is easy to forget and easy to lose. Mylo helps by capturing your mileage-relevant expenses automatically, so the gas, tolls, and travel charges tied to your business driving are pulled in from your inboxes, connected travel accounts, and card transactions (matched via Plaid, no new card, bank-grade security), read for merchant, date, and total, and categorized for you.
That means the expense side of your vehicle records is captured without manual entry, and everything is itemized, searchable, and ready at tax time, syncing to QuickBooks when approved. You still keep your trip log for the miles themselves, but the receipts stop being a chore. Free for individuals on iOS, Android, and web; teams are $9/user/mo with a 30-day free trial.
Sources: IRS guidance on mileage recordkeeping and the standard mileage rate. Rates and rules change, so check current IRS guidance. This is general information, not tax advice.
Frequently asked questions
What does the IRS require in a mileage log?
The IRS generally expects a record showing, for each business trip, the date, the destination or route, the business purpose, and the miles driven, along with your total annual mileage. The log should be kept at or near the time of the trips, not reconstructed later. Check current IRS guidance for the exact rules.
What is the standard mileage rate?
The IRS sets a standard mileage rate that changes over time, sometimes more than once a year. Rather than rely on an old figure, look up the current rate on the IRS website for the year you are filing. You multiply your logged business miles by that rate. This is general information, not tax advice.
Can I estimate my mileage at the end of the year?
It is risky. The IRS favors a log kept contemporaneously, meaning as the trips happen. A year-end estimate is much weaker evidence and can be challenged. If you have gaps, a mileage-tracking app or calendar records can help reconstruct trips, but a real-time log is safest.
Does commuting count as business mileage?
Generally no. Driving between home and your regular workplace is usually treated as a personal commute and is not deductible. Trips between work sites, to clients, or for business errands typically count. Rules have exceptions, so check current IRS guidance for your situation.
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