Mileage log
For employees who drive a personal vehicle for work and self-employed people tracking business miles. Every trip records date, destination and purpose with odometer readings, so the log stands up when the reimbursement or deduction is reviewed.
- Fields
- 112
- Pages
- 2
- Paper
- Letter
Fill it online without an account. The blank PDF is free to download and works in any PDF reader. Downloading a filled copy from the editor needs a free account — 3 downloads a month, no watermark. See plans
Reviewed
Before you start
What you need to fill it in
- The vehicle's make, model and license plate
- Odometer readings at the start and end of each business trip
- Each trip's date, destination and business purpose
- The reimbursement rate per mile your employer uses
- Toll and parking receipts
What's inside
112 fields, ready to fill
- 71Typed answersnames, addresses, descriptions
- 20Dateschecked as real dates
- 19Calculatedfill themselves from other fields
- 2Signaturessignature and initials
5 required — the editor counts down how many are left while you fill.
Instructions
How to fill out the Mileage log
- 1
Identify the vehicle
Enter the driver, vehicle and plate, and the period covered.
- 2
Log every trip
Enter the date, from and to, the business purpose, and the starting and ending odometer. Miles calculate per trip.
- 3
Enter your rate
Type the per-mile rate your employer reimburses. Reimbursement equals total miles times the rate.
- 4
Add tolls and parking
Enter the total of business tolls and parking, which are usually reimbursed separately from the mileage rate.
- 5
Sign and submit
Sign the log and attach it to your expense report.
Fill it online
What filling it looks like
- Edit & fill, Invite to sign and Create form are three modes of the same editor
- Amounts are formula fields: they calculate as you type
- The field navigator counts what's left and jumps to the next field
Shown with our invoice template. Sample content; names are fictional.
Written for: General (US)
This is a general-purpose template. Check that its terms and fields match your situation and any rules that apply where you use it before you rely on it.
Written by PDFBetter and last reviewed October 15, 2026. Spotted a problem? Tell us.
Mileage log: questions people ask
What rate should I use?
Use your employer's rate. Many use the IRS standard mileage rate, which the IRS announces each year; check irs.gov for the current rate.
Does commuting count as business mileage?
Generally no. Driving between home and your regular workplace is commuting. Trips between work locations or to clients usually count. This is not tax advice.
Why record odometer readings instead of map distance?
Odometer readings taken at the time are the kind of contemporaneous record the IRS expects. Map distances are fine as a cross-check.
Can I log a round trip on one line?
Yes. Enter the odometer at departure and when you get back, and describe both legs in the destination.
Ready when you are
Fill the Mileage log now — no account to start.