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Free Mileage Log Book Template
26 July, 2022 - 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. We designed this simple mileage sheet, which you can also get as a PDF or Excel, for you to easily log your trips and calculate your mileage allowance. While the sheet has the formulas you need to calculate everything for you, there is still quite a lot of manual work involved. To automate your vehicle log book, check out the Driversnote app instead.

Download the mileage log template as a sheet or PDF

The template uses the standard HMRC mileage rate for 2022 which is:

  • 45p for cars and vans for the first 10,000 miles.
  • After 10,000 miles, the rate changes to 25p per mile.

How to use the mileage sheet 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 your mileage log should include according to HMRC

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)

If you are not sure how to do this, you can take a look at our mileage log template at the top of this post. You can also use the template to create a log for your mileage allowance. The vehicle log can serve as proof of your trips for your employer or HMRC.

How to use the HMRC mileage log template to calculate your mileage allowance

After you have filled out the mileage log template and have your vehicle log ready, your reimbursement will be calculated automatically with the applied formula. Note that the template uses the standard HMRC mileage rate for 2022 which is 45p for cars and vans for the first 10,000 miles. After 10,000 miles, the rate changes to 25p per mile.

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 imagine 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 2022. 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£

If you are driving a motorcycle or a bicycle the rates are different so you can’t use this template to calculate your reimbursement. Check out the rates for motorcycles and bicycles.

How to automate your mileage log

With a mile tracker app, you will likely 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. However, most apps can guarantee HMRC compliance only if you log everything correctly and make sure you do not miss any details according to the tax authority requirements. We recommend you try out a vehicle log book app to see if it is the right fit for you.

When you use a mileage tracking app, 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 reimbursement claims or tax deductions. 

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.

How to automate your mileage logbook

Manually filling out your logbook can get tedious - see how to automatically track trips for your mileage reimbursement or deductions.
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