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Mileage / Odometer Log Template
Keep clear, organized mileage records for business, personal, or mixed use with odometer readings and trip details.
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Mileage / Odometer Log Template
[Business / Individual Name]
[Department / Position]
[Street Address]
[City, State/Province, ZIP/Postal Code, Country]
Phone: [Phone Number]
Email: [Email Address]
1. Log Overview
Log Title: Mileage / Odometer Log
Log Period Start Date: [MM/DD/YYYY]
Log Period End Date: [MM/DD/YYYY]
Primary Use of Vehicle: [Business / Personal / Mixed]
2. Vehicle and Driver Information
Vehicle Type: [Sedan / SUV / Truck / Van / Other]
Make: [Make]
Model: [Model]
Year: [Year]
Color: [Color]
Vehicle Identification Number (VIN): [VIN]
License Plate Number and Jurisdiction: [Plate Number and State/Province/Country]
Primary Driver Name: [Driver Full Name]
Driver License Number: [License Number]
Issuing State/Province/Country: [Jurisdiction]
3. Odometer Summary for Log Period
Starting Odometer Reading (at beginning of period): [Odometer Reading]
Ending Odometer Reading (at end of period): [Odometer Reading]
Total Distance Driven During Period (miles or kilometers): [Total Distance]
Of this total:
Business Distance: [Business Miles / Kilometers]
Personal / Commuting Distance: [Personal Miles / Kilometers]
4. Trip Log Entries
(Repeat this block for each trip taken during the log period.)
Trip No.: [Trip Number]
Date: [MM/DD/YYYY]
Trip Type: [Business / Personal / Commuting]
Starting Location: [City / Address / Point of Departure]
Destination: [City / Address / Point of Arrival]
Starting Odometer: [Odometer Reading]
Ending Odometer: [Odometer Reading]
Distance for This Trip (miles or kilometers): [Distance]
Purpose / Description of Trip:
[Short description, e.g., client meeting, delivery, site visit, supply run, commuting, personal errand]
Additional Notes (optional):
[Notes]
5. Daily / Weekly Summary (Optional)
(Use this section if you want to summarize mileage by day or week.)
Summary Period: [Date or Week Range]
Total Trips This Period: [Number of Trips]
Total Business Distance: [Miles / Kilometers]
Total Personal / Commuting Distance: [Miles / Kilometers]
Comments:
[Summary comments or notes]
6. Approval and Reimbursement (If Applicable)
Requested by (Driver / Employee): [Name]
Position / Department: [Position]
Date Submitted: [MM/DD/YYYY]
Approved Business Distance for Reimbursement: [Miles / Kilometers]
Reimbursement Rate: [Currency and Amount] per [mile / kilometer]
Total Reimbursement Amount: [Currency and Amount]
Approver Name: [Manager / Supervisor Name]
Title: [Title]
Signature: _______________________________
Date: [MM/DD/YYYY]
7. Certification
I certify that the mileage and trip information recorded in this log is accurate and that the trips marked as business were driven for legitimate business purposes.
Driver / Employee Name: [Name]
Signature: _______________________________
Date: [MM/DD/YYYY]
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Learn more about
Mileage / Odometer Log Template
Click below for detailed info on the template.
For quick answers, scroll below to see the FAQ.
Click below for detailed info on the template.
For quick answers, scroll below to see the FAQ.
MILEAGE / ODOMETER LOG TEMPLATE FAQ
What is a mileage / odometer log?
A mileage / odometer log is a written record of vehicle trips that shows dates, start and end odometer readings, total distance driven, and the purpose of each trip. It helps prove business mileage, calculate reimbursements, and separate personal from business use.
When should I use a mileage / odometer log?
Use a mileage log whenever a vehicle is used for business, work-related, or reimbursable travel. Employers, self-employed people, and company drivers often keep a daily or weekly log to support expense claims, tax deductions, or fleet reporting.
What should a mileage / odometer log include?
A useful log includes the vehicle and driver details, the starting and ending odometer readings for the period, and individual trip entries with date, start and end odometer, total miles or kilometers, trip type (business or personal), origin, destination, and a short description of the purpose.
Can I track both business and personal trips on the same log?
Yes. Many people track both, as long as each trip clearly shows whether it is business, commuting, or personal. This makes it easier to calculate business-only mileage or to apply your company’s reimbursement rules.
Can I use this mileage log for tax or reimbursement purposes?
Yes, this template is designed to support tax and reimbursement documentation. However, tax authorities and employers may have specific rules on what they accept, so you should follow any instructions they provide and keep your log accurate, consistent, and up to date.
Can AI Lawyer help me customize this Mileage / Odometer Log template?
Yes. AI Lawyer can help you adapt this Mileage / Odometer Log template by modifying fields, adding period totals, or tailoring trip categories and notes so the log fits your business, fleet, or tax requirements while staying clear and easy to fill out.
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