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Apply[Business / Individual Name]
[Department / Position]
[Street Address]
[City, State/Province, ZIP/Postal Code, Country]
Phone: [Phone Number]
Email: [Email Address]
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]
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]
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]
Business Distance: [Business Miles / Kilometers]
Personal / Commuting Distance: [Personal Miles / Kilometers]
(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]
(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]
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]
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]
Each template already follows legal structure and best practices.
The agreement is automatically filled and adapted to your inputs.
Check the generated document, make edits if needed, and download a ready-to-use agreement.
Click below for detailed info on the template.
For quick answers, scroll below to see the FAQ.
Frequently asked
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.
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.
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.
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.
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.
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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