If you use your personal or business vehicle for work-related activities, you may be eligible to deduct mileage expenses on your taxes. However, to claim this deduction, the IRS mileage log becomes essential. This document serves as your proof that the miles you drove were for qualified business purposes, and without it, your deductions may be denied in the event of an audit.
In this article, we’ll walk you through everything you need to know about maintaining an IRS-compliant mileage log, including what to track, how to track it, and tools that can make the process easier.
What Is an IRS Mileage Log?
An IRS mileage log is a record of your vehicle’s usage, specifically for business, medical, charitable, or moving purposes. The IRS requires detailed documentation to verify the legitimacy of your deduction claims. Simply estimating your miles at the end of the year is not sufficient. Instead, a detailed, consistent log must be kept throughout the year.
Who Needs an IRS Mileage Log?
You need an IRS mileage log if:
You're self-employed and use your vehicle for business.
You're an employee using your vehicle for work (though deductions for unreimbursed expenses are limited since 2018).
You use your vehicle for medical appointments, volunteer work, or relocation (if eligible).
Keeping a log not only ensures compliance but also helps you capture every deductible mile—boosting your potential tax savings.
IRS Mileage Log Requirements
To meet IRS standards, your mileage log should include:
Date of the trip
Starting point
Destination
Purpose of the trip (e.g., client meeting, delivery, job site)
Starting and ending odometer readings
Total miles driven for the trip
These entries must be made regularly (ideally daily) and stored in an organized fashion. The IRS frowns upon logs that are reconstructed long after the fact.
Standard Mileage Rates for 2025 (Example)
As of 2025 (always confirm with the IRS for updates), the standard mileage deduction rates are:
70 cents per mile for business
21 cents per mile for medical or moving
14 cents per mile for charitable work
Using the standard mileage rate is the simplest way to claim vehicle expenses, but it requires a solid mileage log.
Manual vs. Digital Logging: Which Is Better?
Manual IRS Mileage Logs
You can use a notebook or printed template to log your trips. This method works best for those who prefer handwritten records or have a low volume of business travel.
Pros:
No learning curve
Fully customizable
No technology required
Cons:
Time-consuming
Prone to error or loss
Needs to be manually tallied at year-end
Digital Mileage Log Apps
Modern apps like MileIQ, Everlance, and Driversnote offer automatic mileage tracking using GPS. They generate IRS-compliant logs and store them securely in the cloud.
Pros:
Automatic trip detection
Categorize trips with a swipe
Export reports at tax time
Reduces human error
Cons:
Subscription costs for premium features
Requires smartphone and GPS
Common Mistakes to Avoid
Estimating instead of logging: Estimations are not acceptable for IRS purposes.
Forgetting to log personal miles: Mixing business and personal miles without separation can lead to disqualified deductions.
Incomplete information: Missing dates or purposes can void the deduction.
Waiting too long to update logs: Reconstructing travel records weeks or months later is unreliable and risky.
How Long Should You Keep Your IRS Mileage Logs?
The IRS recommends retaining all tax-related documentation, including mileage logs, for at least 3 years after the filing date of the return. However, if you file a claim for a loss or credit, keep your records for 7 years.
Storing your logs digitally or uploading scanned copies can help safeguard your records against loss or damage.
How to Make the Most of Your Mileage Deductions
Log miles daily or weekly to avoid mistakes.
Back up digital records monthly.
Always note the business purpose clearly.
Use mileage tracking apps to reduce admin time.
Review logs before filing taxes for accuracy.
Conclusion
An accurate, detailed, and up-to-date IRS mileage log is not just a best practice—it’s a requirement for claiming mileage deductions on your tax return. Whether you choose to track your mileage manually or use a mobile app, consistency and accuracy are key. Not only can it protect you during an audit, but it can also increase your tax savings significantly.
If you haven't started your mileage log yet, there's no better time than now. Adopt a system that works for your lifestyle, and stay ahead of tax season with confidence.
