October 06, 2021

Free Mileage Log Template, Excel & PDF template 

If you are claiming vehicle costs for business purposes, you must keep proper records to avoid the Canada Revenue Agency disallowing your claim. On the CRA website, the need for keeping correct records of your motor vehicle expenses is explained. In this guide, we will walk you through some frequently asked questions about keeping a mileage log and provide you with a free template to use. The template includes the formula you need to calculate your deductions based on the CRA mileage rates for 2022 and 2021. 

Download the Free Mileage Log Template for 2022 Here as a PDF or Excel

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 this is publicly visible. For a quicker solution, download the Excel file or use the Driversnote app

With the buttons above, you can download the free Driversnote template as an Excel, Sheet or a printable PDF version for 2022. 

The Excel and Sheets version include a mileage log example for you to see how a logbook should be filled out. Check the tab below for an empty version which you can use to log your own trips. 

If you use the free Excel or Sheets mileage form, there is a formula already set up to calculate your reimbursement based on the CRA mileage rates for 2022. If you use the printable PDF version, you will have to do all calculation manually. Remember that if you are logging any trips for 2021, you may want to use the 2021 CRA mileage rates instead.

Alternatively, you can try the Driversnote app for even quicker mileage logging - recommended by accountants in Canada.

Can I use this mileage log template as a logbook?

A logbook, also known as a mileage log, is a year-long record of your business travel that the CRA or your employer requires for your tax deduction or reimbursement. The CRA mileage log book template provided here uses the standard CRA mileage rates.

You must keep a complete logbook record if you're self-employed and wish to claim costs on an automobile used for business purposes. Throughout the year, you'll need to keep track of each business trip, the destination, the reason for the trip, and the vehicle's distance traveled for business and personal purposes. Keeping a mileage logbook is the easiest way to make sure your mileage deductions will be guaranteed. 

What should a vehicle logbook include?

The CRA outlines clear rules on what your mileage log needs to include. They require a thorough account of your trips and the best way you can provide them with that is by keeping a log book. You must keep track of your overall kilometres driven, including every business-related trip. You should record every kilometre you drive, with a breakdown of whether you're driving for personal or business reasons.

Whether you are self-employed or an employee, you must include the following information in your mileage log:

  • Date
  • Destination
  • Purpose
  • Number of kilometres driven

Keeping a logbook for self-employed 

You can deduct car expenses incurred while conducting business as a self-employed business owner. If you use your car solely for work, you can deduct all of the expenses associated with it. If you use your vehicle for both business and personal trips, you can only deduct expenses for the business travel. Keep in mind that you need to keep a log of both personal and business trips in order to calculate the percentage of business use.

According to the CRA, you can deduct expenses related to the maintenance of your vehicle, only if they are reasonable. Such expenses could include: 

  • Licence & registration costs
  • Fuel & oil
  • Electricity (for zero-emission vehicles)
  • Insurance
  • Maintenance & repairs
  • Leasing costs
  • Interest on money borrowed to buy the motor vehicle

Keep in mind that you must also keep separate logbooks for separate vehicles if you drive more than one vehicle for business.

Learn more about mileage logging and reimbursement for self-employed here

Keeping a logbook as an employee

If you are an employee, you need to keep in mind that apart from the standard requirements mentioned above, you may need to keep track of additional information if your employer requests it. 

If you use your own automobile for work-related activities, you can usually get reimbursement or claim tax deductions for your car expenses. The following are some examples of business travel:

  • Attending meetings or conferences outside of your typical working environment
  • Getting supplies or delivering packages
  • Getting from one place to another (for example, a client's office or worksite) while commuting.
  • In most cases, mileage reimbursement is not available for travel from home to work.

Read more about mileage reimbursement for employees here

How do I use the mileage log to calculate my reimbursement? 

The mileage log template is set to calculate your reimbursement automatically since the formula is already there (note: this sheet uses the CRA standard automobile allowance for the first 5000 km driven). The mileage rate for 2021 is $0.59 for the first 5000 kilometres driven and $0.53 for each kilometre after that. The rate for 2022 is $0.61 for the first 5000km driven and $0.55 for each km after that.

In case you want to know how it works, here is a short explanation of the basic way to calculate your mileage reimbursement after you have logged in all of your trips.

Assume you use your own vehicle for business purposes, and your employer uses the CRA's automobile allowance rates to determine how much you should be compensated.

Example: You've kept track of your mileage for the last month and you've driven 175 kilometres for business. Your employer reimburses you at 61 cents per kilometre - the CRA set mileage rate for 2022. To figure out how much you'll get reimbursed, multiply the number of kilometres by the rate:

[km] * [rate], or 175 km * $0.61 = $106.75.

Alternatively, you can easily use our mileage calculator for Canada to get a general overview of your reimbursement for 2021. 

If you are using the printable PDF version, then you will need to do this automatically as you will not be able to use the already applied formula that the Excel and Sheet have.

Are you a manager looking for a free mileage template for your team? 

Try Driversnote for business if you need a solution for your whole team. Using the Sheet or Excel above may be enough for your team to report their mileage, but our app may save up a lot of time for you and your employees.

  • Receive accurate and consistent mileage reports from your team.
  • Get an overview of your team’s status quickly.
  • Approve or reject mileage reports in seconds.
  • Invite and remove users and assign roles on the go.

Sign up button

For how long should I keep my mileage logs?

The CRA requires you to preserve your records for six years from the day you file your tax return, whether you are an individual taxpayer or self-employed, in case they need to verify your claims.

If you are self-employed, you must keep the "base year" logbook for six years from the end of the most recent tax year that was used as a base year if you adopt the simplified logbook technique. If your base year was recorded in 2018 and you utilized it to establish commercial usage in 2020, you must preserve the base year logbook record until at least 2026.

As an employee, you may be requested to verify your expenses in the future (which may include mileage for a range of different reasons). It's a good idea to keep duplicates of documentation you’ve previously submitted to your employer because this can happen via no mistake of your own.

What format of my logbook will the CRA accept? 

The CRA accepts most document formats such as spreadsheets, PDF files and physical logbooks. If you receive reimbursement from your place of employment, they will inform you of the logbook formats they accept.

You can ​​​​choose the way you’d like to record your kilometres. Many shops sell paper logbooks, which are adequate as long as you remember to fill them out at the beginning and end of each trip.

You can also use a spreadsheet to manually log kilometres from your computer or mobile phone.

An automatic mileage tracker can help you document everything you need to claim your job-related car expenditures from the CRA or your employer.

Automatic logbook VS Excel/PDF

One of the easiest ways to log your mileage is to use an Excel or a PDF template. You can either print it or fill it out on your computer but it may not be so convenient to do on your mobile device. Editing a PDF is not possible from just any application so you need to keep this in mind. If you print it out, remember that you will likely need to transfer it onto a computer later on which may take up a lot of your time.

Pros: Using a template gives you full control, allows you to add things manually and be as detailed as you want. It is a useful method if you just want to get a general idea of how much you are driving around.

Cons: You may be prone to making mistakes since it is hard to always remember every detail of a day’s worth of driving. You need to be extra careful since you will want to report your mileage as accurately as possible to the tax authorities or your employer. Keeping a PDF or Excel logbook involves manual work and may be time-consuming.

Using an automatic mileage tracker 

Driversnote lets you put your mileage log on autopilot. You can let your phone track your trips, and get a CRA compliant car log book ready to hand over anytime. 

Automate your mileage logging

Sign up for free here!

By using the mileage tracking app you get a detailed record of all your trips, which you can export as a PDF or Excel file and pass over to your boss or accountant. The report includes all of the information necessary for the CRA and is ready to be utilized as proof for reimbursement claims or tax deductions, for example. The best part is that you don’t have to do any of the calculations since the app does all the mileage calculation for you. 

Best of all, Driversnote is able to track your trips automatically which is perfect for those of you who may sometimes forget to log your trips. With the app, you will always have your mileage reports with you as they are safely stored online. If you decide to use this template, make sure to always create a back up logbook in case you lose your main one. 

Let us know if you have any questions about mileage reimbursement or keeping a logbook. Happy tracking! 

Not located in Canada? Check out our other mileage guides here:

- Mileage guide for the US (IRS mileage guide)
Mileage guide for Australia (ATO mileage guide)
- Mileage guide for the UK (HMRC mileage guide)
- Mileage guide for Denmark 
- Mileage guide for Sweden

Updated 10.01.2022

This material has been prepared for general informational purposes only, and should not be taken as professional advice from Driversnote. You should consider seeking independent legal, taxation, or financial advice from a professional to check how this information relates to your own circumstances. Relevant laws also change from time to time.