UK Template · 2026/27 HMRC Rates
HMRC Mileage Log Template UK — Free 2026/27
Every UK business mileage claim needs a log that HMRC can accept. Below is the exact format with all required fields — use it as a paper log, copy it into a spreadsheet, or use MileageClaim to build the log automatically for every journey you make.
What HMRC requires in a mileage log
HMRC does not mandate a specific format but states that your records must show, for each business journey:
Date
The date the journey took place
Start location
Starting point — postcode or address
End location
Destination — postcode or address
Business purpose
Why the trip was made (e.g. 'Client meeting — Smith & Co')
Miles driven
Total distance for the journey
Vehicle type
Car, van, motorcycle, or bicycle
HMRC mileage log — printable template
Copy this table into a spreadsheet or print it. Add a row for every business journey. Use the running total column to track your position against the 10,000-mile threshold (where the rate drops from 55p to 25p).
| Date | From (postcode) | To (postcode) | Business purpose | Miles | Running total | Rate | Claim value |
|---|---|---|---|---|---|---|---|
| 03 Jun 2026 | MK41 0AG | EC1A 1BB | Client meeting — Acme Ltd, London | 58.4 | 58.4 | 55p | £32.12 |
| 01 Jun 2026 | MK41 0AG | CB1 2JF | Supplier visit — Smith Supplies, Cambridge | 44.7 | 44.7 | 55p | £24.59 |
| 28 May 2026 | MK41 0AG | B1 1AA | Business meeting — Birmingham office | 62.1 | 62.1 | 55p | £34.16 |
| Total | |||||||
Car and van rate: 55p/mile for first 10,000 business miles from 6 April 2026, then 25p/mile. Motorcycles: 24p/mile. Bicycles: 20p/mile.
HMRC mileage rates to use in your log 2026/27
| Vehicle type | First 10,000 miles | Above 10,000 miles |
|---|---|---|
| Car or van (from 6 April 2026) | 55p | 25p |
| Car or van (before 6 April 2026) | 45p | 25p |
| Motorcycle | 24p | 24p (no threshold) |
| Bicycle | 20p | 20p (no threshold) |
| Passenger supplement (per passenger) | +5p | +5p |
Common mileage log mistakes that trigger HMRC enquiries
✕ Vague business purpose entries
"Business trip" or "work" is not sufficient. HMRC expects specific detail — "Client meeting — Acme Ltd, Birmingham" or "Supplier visit — Jones Supplies, Leeds". Vague entries suggest personal travel is being claimed.
✕ Claiming commuting miles
Travel between your home and a fixed, permanent place of work is a personal commute — not a business journey. If you work from home and have no separate permanent office, most external trips do qualify. But if you have both a home office and an external office, the journey between them is your commute.
✕ Round-number mileage figures
Claiming "50 miles" for every journey in a log looks estimated. HMRC expects actual distances. Using postcodes for every journey (as MileageClaim does) produces precise, verifiable figures.
✕ Logging journeys in batches at month-end
HMRC can tell when a log was created from metadata on digital files. A month of entries created in one session is a strong indicator of post-hoc reconstruction — the most common reason a mileage claim is disallowed.
✕ Not recording the vehicle used
If you use more than one vehicle during the year, each entry should note which vehicle was used. The 10,000-mile threshold runs per vehicle (with one exception for mid-year car changes — see the HMRC mileage rates guide).
Skip the manual log — MileageClaim does it automatically
Enter start and end postcodes for each journey. MileageClaim calculates the exact distance, applies the correct HMRC rate, and adds every required field to your log automatically.
Your log is always complete, contemporaneous, and ready to export as a PDF the moment your accountant needs it.
Start tracking free →Mileage log FAQs
What must a mileage log include to satisfy HMRC?
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HMRC requires each mileage log entry to show: the date of the journey, the start and end location (postcodes or full addresses), the total miles driven, and the business purpose of the journey. You do not need fuel receipts when using the HMRC flat mileage rate. HMRC does not specify a particular format — a paper log, spreadsheet, or mileage app all work, provided all required fields are present.
Can I use a spreadsheet as a mileage log?
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Yes. HMRC accepts any record-keeping format provided the required information is captured for each journey. A spreadsheet works, but it relies on you logging every journey manually at the time it happens — it's easy to forget individual trips, and there's no automatic distance calculation. A mileage tracking app like MileageClaim calculates distances automatically from UK postcodes and builds the log as you go.
How long must I keep my mileage log?
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Sole traders must keep mileage records for at least 5 years after the 31 January Self Assessment filing deadline for the relevant tax year. Limited company directors must keep records for at least 6 years from the end of the accounting period. Employees claiming Mileage Allowance Relief should keep records for the period they can backdate a claim — currently 4 years.
Can I recreate a mileage log from memory or estimates?
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HMRC does not accept estimated or reconstructed mileage logs. Records must be contemporaneous — recorded at the time of each journey. If HMRC opens an enquiry and you cannot produce accurate records, your claim may be disallowed and you could face penalties. The safest approach is to log every journey as it happens, using an app or physical log.
Do I need to log passenger miles separately?
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If you carry fellow employees as passengers on business journeys, you can claim an additional 5p per passenger per mile on top of the standard AMAP rate. You should note the passenger's name and the fact they were carried in your mileage log — HMRC may ask for this if they review your records.
Related guides
HMRC Mileage Rates 2026/27 →
55p/mile for cars from 6 April 2026 — full rate table, history, and worked examples.
Sole Trader Mileage Claims →
How to claim mileage on Self Assessment and which journeys qualify.
Director Mileage Claims →
How limited company directors reimburse mileage tax-free from their company.
HMRC Mileage FAQ →
26 plain-English answers to the most common mileage questions.