Vehicle Logbook – English XLSX/DOCX/PDF + Swedish reference + guide

Vehicle Logbook – English-first template package under Swedish tax rules for companies, employees and individuals who need a structured way to document business and private vehicle use. The package includes an automated English Excel workbook, English Word/PDF versions, a Swedish reference set and detailed user guides in both languages.

What is included?

English Vehicle Logbook – Excel	Automated workbook with trip calculations, business/private split and annual summary.
English Vehicle Logbook – Word + PDF	Printable manual versions for paper or digital completion.
English user guide – Word + PDF	Step-by-step guidance on Swedish tax documentation and mileage rules.
Swedish reference set – XLSX/DOCX/PDF	Matching Swedish reference versions.
Swedish reference guide – Word + PDF	Swedish-language guidance corresponding to the English package.

Information the workbook records

• date and driver,
• business or private classification,
• business purpose / errand,
• customer, company, place or contact visited,
• start and end address,
• odometer at start and end,
• automatically calculated trip distance,
• business and private kilometres,
• road, bridge and ferry costs,
• parking,
• fuel or charging quantity and cost,
• private-use occasion number,
• notes and supporting context.

Automated Excel calculations

The Excel workbook contains dedicated START, LOGBOOK and SUMMARY sheets. It automatically calculates trip distance from odometer readings, separates business and private kilometres and summarises the annual totals.

The annual summary also compares the logged trips with the vehicle's opening and closing odometer readings so that unexplained differences can be identified and investigated.

Business travel and private travel

Trips genuinely made in the course of work are recorded as business trips. Travel between home and the regular place of work is normally treated as private travel. The workbook therefore keeps business and private kilometres separate rather than treating every work-related day as business mileage.

Limited private use of an employer-provided car

Where the question is whether private use remains within the Swedish limited-use threshold, both conditions must be met: no more than 10 private-use occasions and no more than 100 Swedish mil (1,000 km) of private driving during the calendar year. The workbook includes separate fields and summary indicators for both measures.

Extensive business driving

The summary also contains an indicator for 3,000 Swedish mil (30,000 km) of business driving during the income year, since extensive business use of a benefit car can affect the taxable car-benefit value when the legal conditions are met.

2026 mileage rates built into the workbook

The workbook currently uses the Swedish Tax Agency's 2026 rates:

• Own car: SEK 25 per Swedish mil.
• Benefit car that is not fully electric: SEK 12 per Swedish mil.
• Fully electric benefit car: SEK 9.50 per Swedish mil.

The Excel model converts kilometres to Swedish mil and applies the selected vehicle category. These figures are clearly presented as editable year-specific inputs because the rates may change in later years.

Parking, road charges and similar costs

Parking and road, bridge or ferry charges are kept in separate columns. They should not simply be added to the mileage rate because separate tax and reimbursement rules may apply. Congestion tax and employer-paid fuel can also require separate treatment depending on the circumstances.

One English-first package, with Swedish reference

The English workbook and documents are the primary versions in this product. The Swedish versions are included as references for Swedish finance teams, advisers, employees and authorities. This is an English-language template for Swedish tax documentation, not a UK, US or other foreign-law mileage logbook.

Prefer a Swedish-first package? See the Swedish Körjournal product →

Detailed user guides included

The guides explain when a vehicle logbook is useful, which data should be recorded, the distinction between business and private trips, limited private use, extensive business driving, mileage rates, Excel workflow, year-end reconciliation and common documentation mistakes.

File formats and delivery

Formats: XLSX, DOCX, PDF and ZIP.
Languages: English and Swedish.
Number of files: 10.
Delivery: digital download. No physical product is shipped.

Frequently asked questions

Is a logbook legally required in every case?

No. A logbook is primarily important as evidence and documentation. In many car-benefit and business-travel situations it is the clearest way to substantiate how the vehicle has actually been used.

Are trips between home and the regular workplace business trips?

Normally no. They are generally treated as private travel for car-benefit and mileage documentation purposes.

What are the 10-occasion and 100-mil limits?

They are the two cumulative thresholds relevant to limited private use of an employer-provided car. Both must be satisfied.

Does the Excel file calculate mileage automatically?

Yes. It calculates each trip from the start and end odometer readings and provides business/private totals and an annual reconciliation.

Can the mileage rates change?

Yes. The rates in the workbook are the Swedish values for income year 2026 and should be checked for later years.

This package is a documentation and calculation aid for Swedish tax use and does not replace individual tax, payroll or accounting advice.