Trip log and mileage journal – requirements and routines
Keep your trip log compliant with accurate data, repeatable routines and safe storage.
A complete trip log (kjørebok) documents who used the car, where you drove and why. Solid routines protect tax deductions, insurance claims, employer reporting and follow-up on maintenance.
When a mileage journal is expected
| Scenario | Why you record | What authorities check |
|---|---|---|
| Company car / tax deduction | Separate private and business use | Date, purpose, route and kilometres |
| Employer’s vehicle | Required by the Tax Administration | Access log, working hours, tolls and parking |
| Learner driving | Show hours and conditions | Accompanying driver, weather, route and learning goals |
| Insurance claim | Reconstruct incidents | Time, driver, passengers |
For documentation and insurance requirements, see Driving licence, registration and insurance .
Legal requirements and best practice
- Log each trip before you leave or immediately afterwards while details are fresh.
- Use the same unit (kilometres) and note the odometer at start and finish.
- Store the journal for at least five years if it supports tax filings or employer reporting.
- Align the journal with Car ownership economics to document total costs.
Mandatory fields
| Field | What to write | Tip |
|---|---|---|
| Date and time | Start/finish of the trip | Set a recurring reminder |
| Purpose of the trip | Client, course, training, private | Agree terminology with your employer |
| Start and end address | Street names or coordinates | Use your navigation app as reference |
| Odometer reading | From–to and calculated distance | Take a photo for proof |
| Driver and passengers | Initials or role | Critical for incidents or training |
| Tolls, parking, ferry | Cost and receipt reference | Store digital receipts together |
Digital versus paper
| Solution | Advantage | Limitation |
|---|---|---|
| Paper log | Quick to start, low cost | Manual filing and backups |
| Spreadsheet | Easy sorting and sharing | Needs protection against edits |
| GPS logging app | Automatic capture, exportable | Check for noise and privacy issues |
| OBD device | Full automation | Upfront cost, installation required |
Build a reliable routine
- Define which trips count as business, private and training.
- Create a template (paper, app or spreadsheet) with all required fields.
- Record the odometer after every trip – it takes less than half a minute.
- Upload receipts to the same folder or app for effortless auditing.
- Schedule a monthly review with your employer or supervising driver.
- Archive completed months and start a fresh template for the next period.
Connect the log with maintenance
- Use the journal to plan service and Vehicle maintenance .
- Record tyre swaps and Winter storage of the car .
- Track charging and energy use to compare with Eco-driving .
See also
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