Let’s Break This Down Together…
Struggling to figure out how to keep mileage records that HMRC will actually accept? Many people aren’t sure exactly what to write down or how detailed it needs to be.
In this guide, we’ll cover exactly what HMRC expects in your mileage log, the key details to record for every trip, and the best tools to make it easy. We’ll also highlight the most common mistakes to avoid so your claims sail through without questions.
By the end, you’ll know exactly how to keep bulletproof records that help you claim every penny you’re entitled to. without the stress. Let’s dive in
How to Keep Mileage Records That Satisfy HMRC
HMRC wants to see that you’re tracking actual business journeys, not making estimates. Here’s what they’re looking for.
Your records must be “contemporaneous” – that’s tax-speak for “written down at the time” rather than cobbled together months later.
For each journey, note the date, starting point, destination, exact mileage, and most importantly, the business purpose. Make sure to include all relevant information for each journey, as thorough information is essential for accurate mileage logging and tax claims. Vague descriptions won’t satisfy inspectors.
Keep everything for at least six years. Records must be kept for this period because HMRC can look back that far if they decide to check your claims.
If you claim for related costs, ensure these are expenses actually incurred during business travel and that you have supporting documentation.
Digital or paper doesn’t matter to HMRC – they just care that your system is consistent and accurate.
What Details to Record for Each Business Trip
For each journey, make sure you capture the full date of travel (day, month, year). This creates the foundation of your record.
Your starting point and destination with postcodes provide geographical proof. This helps verify the journey was necessary.
The exact mileage (using your odometer readings or a GPS app) gives precision that HMRC appreciates.
The specific business reason must be detailed and should clearly show the trip was business-related, i.e. necessary and directly connected to your work or business operations. “Client meeting with ABC Ltd to discuss project XYZ” works better than “business meeting.”
If you visit multiple places, record each leg of the business-related journey separately. This shows thoroughness in your record-keeping.
Don’t forget to note any related expense, such as parking fees or toll charges actually incurred – and keep those receipts!.
