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What to record for each business trip
A mileage total by itself may not substantiate a vehicle expense. IRS Publication 463 lists these relevant details for car expenses:
- Date of vehicle use
- Business destination
- Business purpose
- Mileage for each business use
- Total miles driven during the year
Keep other vehicle records relevant to your situation, such as the date business use began and the car’s cost and improvements. The IRS describes logs, diaries, account books, trip sheets, expense statements, and computer-prepared records as possible formats; the format alone does not guarantee that a record is sufficient. See IRS Publication 463 (2025), Travel, Gift, and Car Expenses.
A low-friction mileage-tracking routine
- Capture the trip promptly. After a trip or driving block, record the date, miles, destination, and business reason. A trip’s start and end odometer readings can help document the mileage.
- Mark business and personal driving distinctly. A vehicle used for both needs records that make the business-use share clear. Do not assume every drive related to work, especially commuting, qualifies as business use.
- Resolve unclear entries regularly. Review uncategorized or ambiguous trips while details are still fresh instead of leaving the entire task for tax preparation.
- Keep an annual mileage total. Record total vehicle miles for the year so business miles can be considered alongside all vehicle use.
- Retain the supporting records. Preserve the log or export along with receipts and other documents relevant to the expense. IRS guidance says retention depends on the transaction; keep records for as long as needed to substantiate income or deductions. See IRS Recordkeeping.
This is a practical workflow based on the information IRS guidance identifies, not a prescribed app, schedule, or IRS-mandated process.
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Paper logbook or digital record?
Both can work as recordkeeping formats if the resulting record clearly preserves the necessary details. Choose based on whether you can capture trips promptly and keep records accessible for review.
| Consideration | Paper logbook | Digital mileage record |
|---|---|---|
| Capturing a trip | Write an entry manually; useful if you reliably carry and update the log. | May make entries or review more convenient, depending on the tool and how you use it. |
| Trip details | Provide space for date, miles, destination, and business purpose. | Check that the record retains date, mileage, destination, and business purpose rather than just totals. |
| Business versus personal use | Label each trip clearly. | Review classifications and correct unclear entries. |
| Review and retention | Review the book and store it with tax records. | Confirm you can review and retain historical records, including an export or other accessible copy. |
A notebook or logbook is an option, not a tax shortcut: you still need to record the relevant trip facts. The IRS says taxpayers may choose a recordkeeping system suited to their business that clearly shows income and expenses, and recognizes computer-prepared records. It does not endorse a specific mileage app or vendor. See Publication 463 and IRS Recordkeeping.
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How mileage records relate to deductions
For federal business car expenses, the IRS describes two general methods: the standard mileage rate and actual expenses. Which method you may use, and what records support the claim, depend on eligibility and method-specific rules. For a vehicle used personally as well as for business, only the business-use share is deductible. Tracking documents use; it does not establish that a trip or expense qualifies. Business-related parking fees and tolls may be deductible separately under IRS guidance. See IRS Topic no. 510, Business Use of Car.
Method choice can affect future flexibility. For an owned vehicle, Publication 583 says the standard mileage method must be chosen in the first year the vehicle is available for business use if you want to use that method; later-year choices are subject to the applicable rules. For a leased car, choosing the standard mileage rate commits you to it for the full lease period, including renewals. See IRS Publication 583, Starting a Business and Keeping Records. A mileage log helps support records but cannot determine which method is allowed or best for your circumstances.
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2026 IRS mileage rates
The IRS set different business rates for two periods in 2026. Use the rate for the date the miles were driven, rather than treating the year as having one business rate.
| Use | Rate | Period |
|---|---|---|
| Business | 72.5 cents per mile | January 1 through June 30, 2026 |
| Business | 76 cents per mile | July 1 through December 31, 2026 |
| Charitable service | 14 cents per mile | 2026 |
The IRS revised the business rate effective July 1, 2026, citing recent fuel price increases. Rates can change, so check the IRS Standard Mileage Rates page for the period relevant to your records and return. These are federal IRS rates; state reimbursement rules and employer policies may differ. The IRS announcements are available in Internal Revenue Bulletin 2026-29.
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