A UK mileage log is a record of journeys made for work in a personal vehicle, including the date, route, business purpose and miles travelled. Use the printable template below to capture those details consistently; the right record helps support a mileage claim or business expense calculation.
What a UK mileage log is for
A mileage log, sometimes called a mileage diary or journey log, separates work travel from private travel. It can help an employee show an employer which journeys they made in their own vehicle, or help a self-employed person calculate allowable business mileage using HMRC’s simplified expenses method. It is also a practical way to check that a claim is based on journeys actually made rather than an estimate.
There is no single official mileage-log form that everyone in the UK must use. A spreadsheet, paper book or printable table can work if it records enough detail to explain each journey and the miles claimed. Employers may also have their own expense forms or approval process, so check those requirements before submitting a claim.
A mileage log is not the same as a fuel receipt. A receipt shows a purchase; a journey record explains where and why you travelled. Keep supporting documents where relevant, but do not assume fuel receipts alone prove business mileage.
Printable UK mileage log template
| Date | Driver | Vehicle / registration | Start location | Destination and return route | Business purpose | Odometer start | Odometer end | Business miles | Notes |
|---|---|---|---|---|---|---|---|---|---|
Fictional sample: Jamie Sample | 14 May 2026 | Blue hatchback, AB12 CDE | Home | Client meeting in Northbridge, return to home | Project meeting | 18,420 | 18,458 | 38 | Parking recorded separately. The person, registration and journey are invented for illustration.
What details should the log include?
Record each journey close to the time it happens. That makes it easier to remember the actual destination and reason for travel, and to spot omissions before a claim is submitted. A useful entry normally includes:
- Date and driver: identify when the journey took place and who drove.
- Vehicle: note the vehicle used; including its registration can help distinguish vehicles if you use more than one.
- Start, destination and route: name the places rather than writing only “work trip”. For a return journey, make clear whether the miles cover both directions.
- Business purpose: give a brief, specific reason, such as visiting a client, attending a work meeting or travelling between work sites.
- Mileage: record business miles. Odometer readings at the start and finish provide a useful cross-check, although a clear journey distance is the key figure for calculating mileage.
- Supporting notes: note a detour, multiple stops, parking or toll costs, or anything else that explains the entry. Keep receipts for separate expenses where required.
If a journey has several business stops, list each leg separately or describe the stops clearly and show the total business miles. This makes the route easier to review than one unexplained total. If a trip includes private mileage, separate that part rather than claiming the whole distance as business travel.
Business journeys versus ordinary commuting
A journey is not automatically business mileage just because it happens on a working day or uses a personal car. Ordinary travel between home and a permanent workplace is generally commuting, not business travel for mileage-claim purposes. A log should not label that routine journey as a client visit or business trip.
Journeys made as part of the work itself may be different: for example, travelling between work locations or visiting a client. Travel to a temporary workplace can also be treated differently from ordinary commuting, but the facts and applicable rules matter. If your working arrangements involve multiple sites, home working or a temporary assignment, do not decide solely from the distance or the name of the destination. Ask your employer or a qualified tax professional if you need advice about a particular situation.
For a mixed-purpose trip, record the business part and explain the circumstances. A clear note is more useful than trying to make a private journey look like a business one after the event.
How UK mileage rates work
For employees using their own car or van for qualifying business journeys, HMRC’s Approved Mileage Allowance Payments (AMAP) rates are commonly used to work out tax-free mileage payments. The standard rates are 45p per mile for the first 10,000 business miles in a tax year and 25p for each business mile above that threshold. The 10,000-mile threshold is per employee, per tax year, across qualifying car or van business mileage, rather than a fresh allowance for each journey.
The standard rates for other vehicles are different: 24p per mile for a motorcycle and 20p per mile for a bicycle. Rates and rules can change, so check current HMRC guidance for the tax year concerned. These are not a universal reimbursement promise: an employer decides what it pays, and a tax-free limit is not necessarily the amount an employer must reimburse.
For example, if an employee records 120 qualifying business miles in a car and remains within the first 10,000 miles for the year, the calculation at 45p per mile is £54. This is an illustration of the rate calculation, not a statement about what a particular employer will pay. Where an employer pays less than the applicable approved amount, an employee may be able to claim tax relief on the shortfall, subject to the rules and their circumstances.
Self-employed people may use simplified expenses mileage rates for eligible vehicles instead of working out the business share of actual vehicle costs. The same standard car-and-van and motorcycle rates are used for this method. Once mileage rates are used for a vehicle, do not also claim its running costs, such as fuel and servicing, as separate vehicle expenses for the same mileage. Business parking and tolls are separate costs and may be recorded separately where allowable.
Employee claims and self-employed records
The purpose of the log depends partly on your work status. An employee will usually submit mileage to their employer under its expenses policy. The employer may ask for a cost centre, manager approval, journey reference or a particular format in addition to the basic mileage details. Follow the employer’s process and retain a copy of what you submit.
A self-employed person using mileage-based simplified expenses needs records that support the business miles included in their accounts or tax return. Someone using actual vehicle costs instead will need records and calculations to support the business proportion of those costs. Do not claim the same vehicle costs twice by combining methods for the same period or mileage. The right method can depend on the vehicle and circumstances, so seek qualified tax advice if you are unsure which treatment applies.
In either case, keep the log consistent with other records. For instance, a calendar entry, appointment details or work order may help explain why a journey took place, while a receipt can support a separate parking charge. These documents do not replace the mileage entry; they help make the overall record understandable.
Choosing a paper, spreadsheet or app-based log
The best format is one you can update reliably and retrieve when needed. A paper template is easy to print and complete in the vehicle, but totals may need to be added by hand and pages can be misplaced. A spreadsheet can calculate totals and make it simple to filter by date or vehicle, but formulas should be checked and the file backed up. A digital tracking tool may reduce manual entry, though you should review its records for accuracy and make sure you can export or retain them.
Whichever format you choose, consider these practical checks:
- Can you enter a journey promptly, including the business reason?
- Can you distinguish business mileage from commuting and private trips?
- Can you see totals by tax year and, if needed, by vehicle?
- Can you correct mistakes while preserving a clear record of what changed?
- Can you keep a copy in a form you can access if a device or account is unavailable?
An automated distance estimate can be a helpful cross-check, but it may not match the route actually taken. Record the real journey and explain a significant detour rather than silently substituting a map estimate.
Common mileage-log mistakes
Many problems come from vague or incomplete records rather than complicated calculations. “Meeting” does not identify where you went or why the trip was necessary. “30 miles” may be hard to verify if the log does not say whether that is one way or a return journey. Write enough for another person to understand the entry without having to guess.
- Recording entries much later: memory can blur dates, destinations and distances. Make the entry on the day where practical.
- Counting commuting: do not include routine home-to-permanent-workplace mileage as business travel simply because you drove your own car.
- Claiming private distance: separate private legs from work travel, especially where you combine a business appointment with a personal stop.
- Using a total without a route: include the places visited and whether the return leg is included.
- Mixing methods or costs: avoid claiming mileage rates and the same vehicle’s running costs for the same business use.
- Forgetting separate charges: record parking and tolls independently, with receipts where available; they are not extra miles.
Correct an error transparently rather than leaving conflicting figures in different records. In a spreadsheet, keep a note of the correction; on paper, make the amended entry readable and dated. A clean audit trail is more credible than an unexplained overwritten total.
Keeping and checking your mileage records
Keep the log with the records that explain the claim or calculation, and retain it for the period relevant to your circumstances. HMRC record-keeping periods can depend on the type of taxpayer and the date a return is filed; employees should also follow their employer’s retention instructions. Check current HMRC guidance rather than assuming one retention period applies to everyone.
At regular intervals, compare the log with your calendar, work appointments and odometer readings if you have them. Check that dates fall in the correct tax year, that totals add up, and that the vehicle and mileage method are consistent. A monthly review is often easier than trying to reconstruct a full year at once. If your circumstances need tax or legal advice, ask a qualified professional.
Frequently Asked Questions
Is there an official HMRC mileage log template?
No single official form is required for every mileage record. A paper log, spreadsheet or other record can be suitable if it captures the details needed to support the journeys and miles claimed. An employer may require its own form.
What should I write as the business purpose?
Use a short, specific explanation, such as “site inspection at Westfield office” or “meeting with customer about installation”. A generic note such as “work” is less helpful because it does not explain the journey.
Can I claim mileage from home to work?
Ordinary commuting between home and a permanent workplace is generally not allowable business mileage. Travel between work sites or to a temporary workplace may be treated differently depending on the circumstances, so check the applicable rules.
Do I need odometer readings for every journey?
They are useful supporting details and can help check distances, but the log should at minimum make the journey and business miles clear. Follow any employer requirements and retain enough information to support your records.
Can I claim fuel receipts as well as mileage?
If you use a mileage-rate method for your own car or van, the rate is intended to cover vehicle running costs, so do not claim fuel again for those same business miles. Separate business parking or toll costs may be recorded separately where allowable.