Free vehicle mileage log template
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A vehicle mileage log is a structured form used to record odometer readings, trip distances and the purpose of each journey for fleet vehicles. This page explains what to include, how to complete the log for FBT compliance, and offers a free PDF-ready template you can download and use straight away. No sign-up required.
Last updated: 2026-04-17 · MapTrack
Commercial Director
How to use: Record vehicle details and reporting period, log each trip with odometer readings, total business and private kilometres, then sign off and save as PDF (Print, then Save as PDF).
- ✓ PDF-ready. Open and print to PDF
- ✓ Covers odometer, distance, purpose and business vs private use
- ✓ Free to use with or without MapTrack
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See the first part of the mileage log below. Enter your email above to download the full vehicle mileage log (PDF-ready).
What is a vehicle mileage log?
A vehicle mileage log is a record used to track the distance travelled by a fleet vehicle over a reporting period. It captures odometer readings at the start and end of each trip, the distance in kilometres, the purpose or destination, and whether the journey was for business or private use. Mileage logs are required for FBT compliance in Australia and are used by fleet managers to monitor vehicle utilisation, fuel efficiency and driver accountability.
Benefits of maintaining a vehicle mileage log
- FBT compliance: substantiate business use percentages for Fringe Benefits Tax returns as required by the ATO.
- Cost tracking: monitor per-kilometre running costs, fuel consumption and vehicle utilisation across your fleet.
- Driver accountability: clear records of who drove which vehicle, when and for what purpose.
- Maintenance scheduling: odometer-based service intervals are easier to manage with accurate distance records.
- Insurance and claims: documented trip records support insurance claims and incident investigations.
- Budget forecasting: historical mileage data helps predict future fuel, maintenance and replacement costs.
Benefits of digitising forms in MapTrack
When you move your log / registers from paper to MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Monitor odometer and service-interval triggers across your entire fleet.
- Capture fuel receipts and trip logs alongside vehicle inspection data.
- Compare vehicle downtime and repair costs to inform replacement decisions.
Book a demo to see digital inspections and forms in MapTrack.
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What to include in a vehicle mileage log
Our free vehicle mileage log includes:
- Vehicle details: registration, make/model, fleet number, assigned driver, reporting period.
- Trip log: date, driver name, start odometer, end odometer, distance in km, purpose/destination.
- Trip classification: business or private use for each journey.
- Period summary: total distance, business kilometres, private kilometres, fuel purchased.
- Sign-off: driver and fleet manager signatures.
How to complete the vehicle mileage log
- Record vehicle details and the reporting period start date.
- Note the start odometer reading before each trip.
- At the end of each trip, record the end odometer and calculate the distance.
- Record the destination or purpose and mark whether business or private.
- At the end of the period, complete the summary totals.
- Sign off and submit to the fleet manager for review.
In MapTrack, mileage logs are completed on mobile and linked directly to the vehicle record. Odometer readings are validated automatically, and FBT reports can be generated for any period. Book a demo to see how.
Get the free template
Enter your email above to download the vehicle mileage log.
Back to download formMileage logging frequency
Mileage should be recorded for every trip at the time of travel. For FBT purposes, the ATO accepts a representative 12-week logbook period that applies for up to five years, provided vehicle use patterns do not change materially. Many fleet operators choose to maintain continuous logs for more accurate cost analysis. In MapTrack, you can set odometer-based reminders and generate FBT reports automatically for any date range.
Frequently asked questions
- Why do I need a vehicle mileage log?
- A vehicle mileage log is essential for FBT (Fringe Benefits Tax) compliance in Australia. The ATO requires employers to substantiate the business use percentage of fleet vehicles. A detailed log recording each trip, odometer readings and business vs private use provides the evidence needed for FBT returns, fleet cost analysis and accurate expense reimbursement.
- What details should a mileage log include?
- A compliant mileage log should record the date of each trip, the driver name, start and end odometer readings, the distance travelled in kilometres, the purpose or destination of the trip, and whether the trip was business or private. A period summary section should total business and private kilometres for the reporting period.
- How often should mileage logs be completed?
- Mileage logs should be completed for every trip, recorded at the time of travel. For FBT purposes, the ATO accepts a representative 12-week logbook period that can be applied for up to five years, provided circumstances do not change materially. However, many fleet operators maintain continuous logs for more accurate cost tracking and compliance.
- Is the template free to use without MapTrack?
- Yes. Download and use the vehicle mileage log for free. Open the file and use your browser's Print, then Save as PDF. No MapTrack account required. If you later want digital mileage logging linked to each vehicle with odometer tracking, FBT reports and automated alerts, we would be happy to show you MapTrack.
Need digital mileage logging with FBT reporting?
Register every vehicle in MapTrack. Log trips on mobile, track odometer readings automatically, split business and private use, and generate FBT-ready reports for any period.
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