What you need to know
A proper CRA mileage log template must capture date, destination, business purpose, and kilometres driven for every business trip — plus odometer readings at the start and end of the tax year. This free generator builds an audit-proof PDF logbook using the 2026 CRA rates ($0.73/km first 5,000 km, $0.67/km after). Use it for T2125 self-employment income or T777 employment expenses. No signup, no spreadsheet, no app to install.
Quick tips for cra mileage log template (2026)
- Required columns: Date | Start | End | Purpose | Kilometres | Type
- 2026 rate auto-calculated: $0.73/km × first 5,000 + $0.67/km × rest
- Add odometer readings (Jan 1 and Dec 31) at the top of the page
- Logs must be contemporaneous — record trips the same day or week
- Acceptable formats: PDF, spreadsheet, CSV, or paper logbook
- Reconstructed logs are usually rejected during a CRA audit
- Keep the logbook + supporting docs (fuel, insurance) for 6 years
- Add notes for trips over 100 km or unusual destinations
What the CRA Requires in a Mileage Log
The Canada Revenue Agency requires a logbook that records, for each business trip, the date, the destination, the purpose of the trip, and the number of kilometres driven. You must also record your vehicle's odometer reading at the beginning and end of the fiscal period (typically January 1 and December 31).
These four data points plus the annual odometer readings let the CRA calculate your business-use percentage — the portion of your total driving that was for business. This percentage determines how much of your vehicle expenses you can deduct, whether you use the full logbook method or claim the per-kilometre allowance.
For 2026, the CRA reasonable per-kilometre rate is 73¢ for the first 5,000 business kilometres and 67¢ thereafter (77¢/71¢ in Yukon, Northwest Territories, and Nunavut). This generator applies the correct rate automatically as you add trips.
Full Logbook vs Simplified Logbook Method
The CRA accepts two approaches. The full logbook method requires you to record every business trip for the entire year. This is the gold standard and the safest option, especially in your first year of claiming vehicle expenses.
The simplified logbook method lets established businesses keep a full logbook for one complete base year, then maintain a representative three-month sample in later years. The CRA uses the sample, compared against the base year, to estimate your annual business-use percentage. To use this method you must have a base year on file and your usage pattern must stay reasonably consistent.
For most self-employed Canadians and gig drivers, the full logbook method is simplest to defend. Recording trips as they happen — which takes a couple of minutes a day with this tool — removes any guesswork and gives you a complete, audit-ready record.
T2125 vs T777 — Which Form Do You Use?
If you are self-employed (a sole proprietor, gig worker, or independent contractor), you report vehicle expenses on Form T2125, Statement of Business or Professional Activities, which is filed with your T1 personal return. You deduct your business-use percentage of total vehicle costs, or apply the per-kilometre method.
If you are an employee who is required to use your own vehicle for work, you claim motor vehicle expenses on Form T777, Statement of Employment Expenses. To do this, your employer must complete and sign Form T2200, Declaration of Conditions of Employment, confirming you were required to pay your own vehicle costs. Keep the signed T2200 in your records — you do not file it, but the CRA can request it.
In both cases, the mileage logbook is the foundation of your claim. Without it, the CRA can deny the deduction entirely.
How this generator helps
Most mileage trackers force you to download an app, create an account, or pay a subscription. This generator does none of that. Enter your trips above, click "Generate IRS-Ready PDF," and download a properly formatted log in seconds. Your data stays in your browser between sessions, so you can come back and add more trips throughout the year.
What goes in the PDF
The generated PDF includes everything the IRS requires: date, start location, end location, purpose, miles driven, and trip type. It also includes your odometer readings (if entered), a calculated tax deduction summary, and a clean header showing your name and vehicle. Print it, email it to your CPA, or upload it to TurboTax — it is ready for tax filing as-is.