Free Printable Mileage Log Template
A simple vehicle logbook in the format CRA asks for: date, start location, destination, business purpose, odometer and kilometres for every trip. Print it, or fill it in on your computer.
Printable Log Sheet
Letter size, landscape. Spaces for your name, vehicle, year and odometer readings, 25 trip rows and a total for each page. Print as many pages as you need and keep them in the glovebox.
Download the PDFSpreadsheet for Excel or Google Sheets
The same columns as a spreadsheet file. Opens in Excel, Numbers or LibreOffice; in Google Sheets use File > Import. Save it as a normal workbook so you can add a total and keep typing all year.
Download the CSVWant to know what your kilometres are worth? Try the CRA mileage rate calculator.
How to Fill It In
- At the start of the year, write your name, the vehicle (year, make, model and plate) and the odometer reading.
- For each business trip, write the date, where you started, where you went and why: for example "Inspection, 1420 Lakeshore Rd, claim 26-0412" or "Estimate for J. Singh".
- Record the kilometres. Either write the odometer at the start and end of the trip and subtract, or note the distance from your route or map. The Km column is what counts.
- Several stops in one outing? Use one row per leg, or one row for the whole loop with every stop listed under Destination.
- Total each page and carry it forward. At the end of the year, write the closing odometer reading so you can work out total kilometres driven.
| Date | Start | Destination | Business purpose | Km |
|---|---|---|---|---|
| Mar 3 | Home office | 412 Bernard Ave, Kelowna | Site inspection, file 2026-118 | 14 |
| Mar 3 | 412 Bernard Ave | Home office | Return from inspection | 14 |
An example of two filled-in rows.
What the CRA Asks For
According to the CRA's motor vehicle records page, a logbook should show, for each business trip:
- the date
- the destination
- the purpose of the trip
- the kilometres driven
You also record the odometer reading at the start and end of the year, and when you buy, sell or trade a vehicle. Your business-use percentage is your business kilometres divided by your total kilometres for the year. Self-employed people generally use it to work out the share of their actual vehicle costs they can deduct; employees use the log to support a per-kilometre allowance. Check with your accountant for your own return.
The Simplified Logbook (3-Month Sample)
You don't have to log every trip forever. After you keep a full logbook for one complete year (your base year), you can keep a logbook for a three-month sample period in a later year. The sample is used to estimate that year's business use, as long as the result is within 10% of the base year. If your driving changes more than that, start a new 12-month base year.
Keep the full base-year logbook. You need it to support every later year that relies on a sample.
Tips for a Logbook That Holds Up
- Write it the same day. A log filled in at year end from memory is much harder to rely on.
- Be specific about purpose. "Client visit, file 2026-118" beats "work".
- Leave out the commute. Driving between home and your regular workplace is generally personal.
- Keep receipts too. If you deduct actual costs, keep fuel, repair, insurance and lease or loan records with the log.
- Back it up. Photograph paper pages every month or keep the spreadsheet in cloud storage.
Or Let RouteWren Fill It In for You
If you plan your day in RouteWren, the mileage log builds itself: each day's kilometres from your base, every stop and back. Add odometer readings if you like, pick your own rate or CRA rates, and export a day, week, month or year as CSV or PDF.
Plans from $12/month CAD. 14-day free trial, no card needed.
Frequently Asked Questions
What does the CRA want to see in a mileage log?
For each business trip: the date, the destination, the purpose of the trip and the kilometres driven. Also record your odometer reading at the start and end of the year, and whenever you buy, sell or trade a vehicle.
Do I have to log every trip all year?
For one full year, yes: that is your base year. After that, the CRA lets you keep a logbook for a three-month sample period and use it to estimate the year's business use, as long as the result stays within 10% of the base year. If it moves by more than 10%, keep a new full-year logbook.
Can I use a spreadsheet or an app instead of paper?
Yes. The CRA asks for the information, not a particular form. A paper log, a spreadsheet or an app all work as long as each trip has its date, destination, purpose and kilometres, and you keep the records.
How long should I keep my mileage log?
Generally six years from the end of the tax year it supports. If you use a base-year logbook to support later years under the simplified logbook rule, keep it until six years after the last year it supports. Your accountant can confirm what applies to you.
Is the template really free?
Yes. Download the PDF or the spreadsheet with no sign-up and print or copy it as often as you like.
Based on the CRA's motor vehicle records guidance, checked October 25, 2026. General information, not tax advice. RouteWren is not affiliated with the Canada Revenue Agency.