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Free Mileage Log Book Template
27 September 2023 - 2 min read

Free Mileage Log Book Template 

Whether you're an employee or a business owner, it's critical to keep good mileage records in the form of a mileage log book. By using the HMRC mileage log template, you can fill out all the information needed for your company's mileage reimbursement or calculate the mileage allowance relief for your tax claim.

Automate your mileage log book with the Driversnote mileage tracker app.

Download the mileage log template as a sheet or PDF

The template uses the standard HMRC mileage rate for 2023/2024 of 45p for cars and vans for the first 10,000 miles.

Note that after the first 10,000 miles, the HMRC approved rate changes to 25p per mile.

We designed this simple mileage sheet for you to easily log your trips and calculate your mileage allowance for the first 10,000 miles. While the sheet has the formulas to calculate everything for you, there is still quite a lot of manual work involved.

Using the mileage template for your mileage records

A mileage log is a year-long record of your business (and private if you use the same vehicle for both) trips required by HMRC or your employer for your mileage allowance payments. Keeping a mileage log is the most convenient way to ensure that your mileage payments are guaranteed. You can use this HMRC mileage log template for the UK to do just that.

With this template, you can log your trips and use the fields to automatically generate the expected mileage payments. The template can serve you as a mileage log if you fill it out cautiously and make sure you don’t skip anything. You still need to make sure that you have logged every single trip and input the data correctly.

Learn more about HMRC mileage rates and mileage claims in our dedicated guide.

What to record in your mileage log

There are a few things you must always remember to note down. According to HMRC, a compliant mileage logbook should contain:

  • The date and purpose of your trip
  • The distance travelled
  • Start and end address of each trip (including postcodes)

Take a look at our comprehensive explanation on what trip information you should record for an HMRC-compliant mileage log book.

a picture of a green toy car on a spreadsheet template for mileage tracking”"

Calculating mileage with the log book template

As you fill out the mileage log template (Excel and Sheets versions), your reimbursement will be calculated automatically with the applied formula.

Keep in mind that if you use the PDF version of the mileage log template, you will have to do the calculations manually.

Here’s an example of how to do just that:

Let’s say you've been keeping track of your mileage for the last month and you've driven 2000 miles for business purposes. Your employer reimburses you at 45p per mile - the HMRC mileage rate for 2023. To find out how much you'll get compensated, simply multiply the number of miles by the rate:

[miles] * [rate], or 2000 x 0.45 = 900£

How to automate your mileage log

With a mile tracker app, you will be able to record trips automatically, so as long as you use the app properly to sort your trips, you shouldn’t have any issues and the manual work will be significantly reduced. Most apps can help you be HMRC-compliant but you have to ensure you log everything correctly and do not miss any details according to the tax authority requirements.

When you use a mileage tracking app like Driversnote, you get a detailed record of all your trips that you can export as a PDF or Excel file and give to your boss or accountant. The report can be used as proof for mileage allowance payments claims or mileage allowance relief from HMRC.

FAQ about the free HMRC mileage log template

It is rather simple to log your trips in the mileage sheet template. Simply add the start address of your trip, add the end address, the number of miles driven and then add the purpose of your trip. The sheet will automatically calculate your reimbursement based on the information you provide. If you use the PDF format, you will have to make the reimbursement calculations yourself.
Yes, you need to log all trips you have with your vehicle in order to prove that you have driven the amount you claim for business purposes. If a trip is not business-related, simply mark it as personal in your log - no reimbursement amount will be added to it.

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