You do not need fancy software to keep an IRS-compliant mileage log — a simple, correctly formatted sheet works. Below is a free mileage log template you can download, plus an explanation of every column the IRS expects under Publication 463. Fill it in the day you drive and you will have records that hold up in an audit.
⇩ Download CSV template (opens in Excel, Numbers, or Google Sheets)
What the template looks like
| Date | Destination | Business Purpose | Start Odometer | End Odometer | Business Miles |
|---|---|---|---|---|---|
| 01/05/2026 | Client office | Client meeting | 40,230 | 40,248 | 18 |
| 01/06/2026 | Supply warehouse | Pick up inventory | 40,248 | 40,262 | 14 |
Each column, and why the IRS wants it
- Date — when the trip happened. Records should be kept at or near the time of the drive (the “contemporaneous” rule).
- Destination — where you drove. Enough detail to show it was a real, work-related place.
- Business Purpose — why the trip was for work (client meeting, delivery, site visit). This is the field people most often leave blank — and its absence gets deductions denied.
- Start / End Odometer — supports your mileage and helps establish total annual miles and your business-use percentage.
- Business Miles — the deductible miles for that trip (End − Start, business portion only).
For the full rules behind these fields, see our guide to IRS mileage log requirements.
How to use the template
- Download the CSV and open it in Excel, Numbers, or Google Sheets (File → Import for Sheets).
- Record your odometer on January 1 and December 31 to capture total annual miles.
- Add one row per business trip, the day it happens.
- At tax time, sum the Business Miles column and multiply by the 2026 rate. Try our mileage deduction calculator to see the total.
Paper, spreadsheet, or app?
All three are IRS-acceptable if the records are accurate and timely. A spreadsheet like this is free and simple, but it relies on you remembering to log every trip. If you would rather not, an app records each drive automatically. Compare your options in the best mileage tracker apps for 2026.
Frequently asked questions
What does an IRS-approved mileage log look like?
It records the date, destination, business purpose, and miles for each trip, plus odometer readings to establish total annual mileage. The template above includes every required field.
Is a spreadsheet mileage log IRS-compliant?
Yes, as long as it is accurate and kept contemporaneously (at or near the time of each trip) and includes the required details for every business drive.
What should a sample mileage log include?
Date, destination, business purpose, start and end odometer, and business miles per trip. Answering “why” each trip was for work is essential.
How often should I update my mileage log?
Ideally the day of each trip. A log filled in from memory at tax time is the weakest kind and easiest for the IRS to challenge.
Do I need odometer readings in my log?
You need enough to establish total annual mileage and your business-use percentage — typically odometer readings at the start and end of the year, plus per-trip miles.
Or skip the spreadsheet — Mileafy logs this automatically and exports an IRS-ready report at tax time.