Vehicle mileage log template
Free vehicle mileage log template to download (Excel and PDF)
Download a ready-to-use vehicle mileage log in Excel or PDF - structured to meet the requirements of art. 86a of the Polish VAT Act. Or automate the whole thing with Autokilometry.
Download the vehicle mileage log template
Two formats to choose from. Both include every field required for full VAT deduction.
Excel template (.xlsx)
Editable spreadsheet with ready-made columns. Fill it in on your computer and total the kilometres without manual maths.
Download ExcelPDF template (printable)
Print-ready A4 form. Ideal if you prefer to keep the log on paper in the car.
Download PDFWhat must a vehicle mileage register contain?
Under art. 86a sec. 7 of the Polish VAT Act, a register kept for full VAT deduction must contain the following:
- Vehicle registration number
- Odometer reading at the start and end of the settlement period
- Sequential number of each entry
- Date and purpose of the trip
- Route description (from - to)
- Number of kilometres driven
- Name of the person driving the vehicle
Our template includes all of the fields above, so it meets the formal requirements of the register.
How to fill in the template in 4 steps
Fill in the header
Enter the vehicle registration number and the odometer reading at the start of the settlement period.
Log every trip
After each trip add an entry: the date, purpose, route description (from - to) and the number of kilometres driven.
Total the period
At the end of the month enter the closing odometer reading and total the kilometres driven.
Archive the records
Keep the register together with the VAT-26 notification and the vehicle usage policy for 5 years.
Excel is a fine start. An app is less work.
A spreadsheet needs discipline and manual entry. Autokilometry does it for you.
Excel template
- You type in every trip by hand
- Easy to mistype the distance or date
- You must remember every trip
- Risk of gaps in the register during an audit
Autokilometry app
- Trips are recorded automatically via GPS
- Odometer updated automatically
- Automatic gap detection in the register
- PDF and Excel report in one click
Frequently asked questions about the template
Yes. The template contains every field required by art. 86a sec. 7 of the Polish VAT Act: registration number, odometer reading, entry number, date and purpose of the trip, route description, kilometres driven and driver details.
Yes, the template also works for reimbursing the cost of using a private vehicle for business. Note that per-kilometre rates for private vehicles are set by a separate regulation.
Ideally after every trip. The register is settled in periods (usually monthly), and the odometer reading is recorded at the start and end of each period.
Yes, provided it is complete and contains all required fields. The burden of proof lies with the taxpayer, so consistency and no gaps matter. An app that records trips automatically reduces that risk.
Documentation related to VAT deduction must be kept for 5 years, counting from the end of the calendar year in which the tax payment deadline fell.
This page and the template provided are for information only and do not constitute legal or tax advice. For tax matters, consult an accountant or tax adviser.
Source of requirements: biznes.gov.pl - VAT deduction on vehicles (VAT-26)
Less Excel, more driving
Autokilometry keeps your vehicle mileage register automatically. Try it free for 7 days.