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Free IRS Mileage Log Template - PDF, Excel and Sheets versions
January 09, 2023 - 2 min read

IRS Printable Mileage Log Template 2023 - Free Excel & PDF

Are you driving a car as a part of your employment, are you self-employed and using your car for business purposes, or an employer who wants to make mileage logging easier for your employees? Then this IRS mileage log template is for you.

Printable mileage log template for 2023

You can download the printable mileage log template which uses the standard IRS mileage rate for 2023 - 65.5 cents per mile for business-related driving.

Remember to use the 2022 IRS mileage rate if you log trips for last year. See an overview of previous mileage rates.

Important note: If you choose to use the Google Sheets version, you need to copy the sheet onto your own sheet. You will not be able to directly edit this one as it is publicly available. For a quicker solution, download the Excel file or use the Driversnote app.

Logging your mileage can sometimes be a long and tedious process, but there are some things you can do to make it a bit easier for yourself, or your team, your employees. One way to start is by using a template since it ensures that you have all the necessary information when you report your miles to the IRS.


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How to use the mileage log template

A mileage log book is a monthly or yearly record of your business-related travel that the IRS or your employer demand for tax deductions or reimbursement purposes.

The minimum information requirements regardless of your situation are each business trip's miles, the year's total mileage, the time (a date will suffice), place (your destination), and purpose of each trip. You can log all of this information in our printable PDF, Excel and Sheets mileage log templates.

You must keep a log not only of your business trips but personal as well (if you use the same vehicle for both). You may eventually need to be able to prove the portion of use that is for business so it is important to be able to provide the information necessary to calculate this.

The IRS mileage rates for 2023 are:

  • 65.5 cents per mile driven for business use.
  • 22 cents per mile driven for medical, or moving purposes. for qualified active-duty members of the Armed Forces
  • 14 cents per mile driven in service of charitable organizations.

You could get audited due to no fault of your own and the IRS will ask for your mileage logs so always make sure to keep them somewhere safe and make copies.

What to include in your IRS mileage log template

When it comes to documenting business miles, this is what the IRS considers appropriate records.

It is necessary that you keep the mileage log records up to date. This implies that the mileage log template must be filled in at or near the time of departure. Anything that is updated once a week is generally considered sufficient.

According to the IRS, you must include the following in your mileage log template:

  • The mileage driven for each business-related trip
  • The date of each trip
  • The destination and purpose of your trip
  • The total mileage you’ve driven for the year

You don’t have to worry about the format of your mileage log as long as all the required information is included. Anything from a paper, diary and account book to digital spreadsheets, CSV files, PDF files, and Xlxs (Microsofts Excel) is accepted by the IRS. However, we recommend considering an app like Driversnote to save time and make sure all your records are compliant.

Keep your mileage logs available in case of audits

First, you need to update your records regularly and make sure that they are accurate and up-to-date. The IRS requires you to preserve your mileage form for three years from the day you submit your income tax return with your deduction.

Save time by using an automated mileage log app

Mileage tracking apps such as Driversnote record your driving in real-time, saving you the time and effort of manually entering data for each trip. Simply launch the app and begin tracking; the app will then record your journey as you drive. You'll have a recorded trip with the start and end times, start and endpoints, and the ability to specify the purpose of your trip.

Using an app will take the burden of organizing and keeping mileage logs off your shoulders; the app will keep track of the data for you, and your complete mileage form will be just a few clicks away at all times.

FAQ about the mileage log template

The main difference is that you can use the Sheets version of the mileage log template to add the needed information, and the sheet will do the calculations of reimbursement and total mileage for you. If you use the printable mileage log, you will need to do these calculations manually.
The IRS requires you to log the destination of each trip, the number of miles driven and the reason for the trip (business, personal, medical, charity or moving). Check out the free printable mileage log above for an overview of what you need or try the Driversnote app to make mileage logging easier.
If you want to copy this spreadsheet to your own, you need to follow these steps: Open the Driversnote mileage log template, On the top, go to "File", Click "Make a Copy". You should now have the printable mileage log template copied to your own account ready to be used.

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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