How to Keep a Mileage Log That Holds Up

A mileage deduction is only as good as your records. If the IRS asks, you need to show the drive happened and why. A simple log does that.

What to record for each trip

IRS Publication 463 covers the records for car expenses. In practice, a good log shows:

The date
Where you went
The business purpose, such as “client meeting” or “deliver supplies”
The miles driven for the trip

Also record your odometer reading at the start of the year and the end of the year, and total miles for the year. That lets you show business use as a share of all driving.

How often to write it down

Record trips the same day if you can. A log built from memory months later is harder to trust than one filled in as you go. Publication 463 says you can use a log, diary, notebook, or other written record.

Pick a method you will use

Paper notebook in the car. Cheap and reliable.
Spreadsheet. Easy to total and share with your preparer.
Phone app. Some track trips automatically. You may still need to label each trip’s purpose.

The best method is the one you will keep up with every week.

Use the right rate

For 2026 the business standard mileage rate is 72.5 cents per mile from January 1 through June 30 and 76 cents per mile from July 1. See who can deduct mileage. Parking and tolls can be added to the standard mileage deduction.

Common mistakes

Counting a commute from home to a regular workplace as business mileage
Rounding every trip to the same number
Missing the purpose of the trip
Starting the log in March and guessing for January and February
Leaving out personal use when comparing with total miles

At tax time

Total your business miles for each rate period, multiply by the rate, and give the totals and the log to your preparer.

Need help? Book a call with FlowTex.

Sources

This article is general information, not tax advice. Talk to a qualified professional about your situation.