Free printable mileage log for sole traders in Ireland and the UK. Meets Revenue and HMRC record-keeping requirements. Print and keep in your vehicle.
Revenue Ireland requirements
Revenue can audit your vehicle expense claim for up to 6 years from the end of the tax year. Without a contemporaneous mileage log, your entire vehicle expense deduction can be disallowed. Sole traders must be able to prove their business use percentage.
Your log must show: date, start, destination, purpose, and km driven. It must be written at the time of travel - not reconstructed from memory at year end.
HMRC UK requirements
HMRC expects records for 5 years after the Self Assessment deadline for the relevant tax year. UK sole traders using the mileage allowance (55p/mile first 10,000 miles) still need a mileage log to substantiate the claim.
Required fields: date, from, to, purpose, and miles driven. You should total your business miles by tax year for your Self Assessment return.
What "contemporaneous" means
Written at the time of travel - not reconstructed later. A log filled in each day as you make journeys is contemporaneous. A log written from memory in November to cover the whole year is not. Revenue and HMRC both look for signs that records were created after the fact.
Print this page - the table below is formatted for A4. Use browser Print (Ctrl+P / Cmd+P) and select "Print backgrounds" for best results.
Name
Vehicle Registration
Month / Year
Tax Year
Monthly Mileage Log
| Date | Starting location | Destination | Purpose of journey | Total km / miles | Business km / miles | Notes |
|---|---|---|---|---|---|---|
| Month total | ||||||
Ireland - Revenue requirements
Keep records for 6 years. Include date, start, destination, purpose and km. Log must be contemporaneous (written at time of travel). Claim vehicle expenses × business use % on Form 11 via ROS.
UK - HMRC requirements
Keep records for 5 years after Self Assessment deadline. Claim at 55p/mile (first 10,000 miles), 25p above on Self Assessment. Log must show date, from, to, purpose and miles.
What information must a mileage log contain for Revenue in Ireland?
Revenue requires: date of travel, starting location, destination, purpose of the journey, and distance in km. Records must be kept for 6 years and should be written at the time of travel, not reconstructed later.
What information must a mileage log contain for HMRC in the UK?
HMRC requires: date, from and to locations, purpose of the journey, and miles driven. You should also record the total business miles for the year to support your Self Assessment claim. Records must be kept for 5 years after the filing deadline.
Can I use a spreadsheet or app instead of paper?
Yes. Both Revenue and HMRC accept electronic records including spreadsheets, mileage tracking apps, or any digital format that captures the required information. The key requirement is that records are contemporaneous and you can produce them if asked.
How long do I need to keep mileage records?
In Ireland, Revenue can audit your records for 6 years from the end of the relevant tax year. In the UK, HMRC can go back 5 years after the Self Assessment deadline. Keep your mileage log and vehicle expense receipts for the full period.
Mileage Log Tool
Build a digital mileage log and download as a PDF - UK and Ireland
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