What should a CRA mileage log template include?

A CRA-compliant mileage log must include the date of each trip, the destination, the purpose (business, medical, etc.), and the kilometres driven. You also need odometer readings at the start and end of the tax year, and a record of personal vs business driving to calculate your business-use percentage.

Does the CRA accept a digital mileage log?

Yes. The CRA accepts mileage logs in paper, spreadsheets, CSV, PDF, and Excel (XLSX) format. Digital records from mileage tracking apps are also accepted, as long as they contain the required trip details.

Can I use an Excel or CSV mileage log for the IRS?

Yes. The IRS requires a contemporaneous record of each business trip with the date, destination, business purpose, and miles driven. A spreadsheet or CSV file that contains these fields is acceptable. Use our free template above to create a compliant log and export it as CSV.

How long do I need to keep my mileage log?

In Canada, the CRA requires you to keep vehicle logbook records for six years after filing. In the US, the IRS generally requires you to keep records for three years from the date you filed the return, or two years from the date you paid the tax, whichever is later.

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Free CRAIRS Mileage Log Template

IRSCRA compliant trip log — calculate your deduction and export as CSV

Deduction Calculator Mileage Log Recover Lost Mileage

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#	Date	From	To	Purpose	Distance	Deduction
TOTALS					0 km	$0.00

CRA Record-Keeping Requirements: The CRA requires a vehicle logbook that records: the date of each trip, the destination, the purpose of the trip, and the number of kilometers driven. Keep your logbook for at least 6 years.

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What Is a Mileage Log and Why Do You Need One?

If you drive for business, the IRSCRA requires you to keep a detailed record of your trips to claim a mileage deduction. This record is called a mileage log — a document listing each trip's date, starting point, destination, business purpose, and distance driven.

There are two methods for deducting vehicle expenses: the standard mileage method (a fixed per-mile or per-km rate) and the actual expense method (tracking gas, insurance, repairs, depreciation). The standard mileage method is simpler and what most self-employed people use. Either way, you need a log of your trips.

The most important thing about your mileage log is that it must be contemporaneous — meaning recorded at or near the time of each trip. The IRSCRA has successfully disallowed deductions when taxpayers reconstructed logs from memory at year-end. A log created throughout the year is far stronger in an audit than one cobbled together at tax time.

Use our mileage deduction calculator to see how much you could save, or let OdoAlibi track your trips automatically so you never have to fill out a spreadsheet again.

IRS Mileage Log Requirements

If you're self-employed in the US — filing Schedule C as a freelancer, gig worker, or sole proprietor — you can deduct business miles at the IRS standard rate of 72.5¢ per mile for 2026. The IRS requires your log to include the date, destination, business purpose, and miles driven for each trip. Records must be "contemporaneous" — recorded at or near the time of travel. Estimated or after-the-fact logs may be rejected during an audit.

CRA Mileage Log Requirements

Canadian self-employed individuals filing T2125 (sole proprietors, partnerships) can deduct business kilometers at the CRA rate of 73¢/km for the first 5,000 km and 67¢/km after that (2026 rates). The CRA requires a vehicle logbook covering a "representative period" — typically the full tax year — recording the date, destination, purpose, and distance of each business trip. Keep your logbook for at least 6 years.

IRSCRA Mileage Rates by Year

Year	IRS Rate (per mile)	CRA Rate (per km)
2026	72.5¢	73¢ / 67¢ after 5,000 km
2025	70¢	72¢ / 66¢ after 5,000 km
2024	67¢	70¢ / 64¢ after 5,000 km
2023	65.5¢	68¢ / 62¢ after 5,000 km
2022	58.5¢ / 62.5¢ (Jul–Dec)	61¢ / 55¢ after 5,000 km
2021	56¢	59¢ / 53¢ after 5,000 km
2020	57.5¢	59¢ / 53¢ after 5,000 km