How to Fill Out a Trip Logbook?

Table of Contents
1. What Should Every Trip Logbook Include?
2. How to Prevent Inaccurate Entries?

The trip logbook is an important document used to track and monitor the movement of a company vehicle. Its accurate completion protects both the driver and the employer by ensuring transparency and a clear record of each journey. It is especially important when operating construction machinery, recording expenses for business-related travel, or using a company-registered passenger vehicle.

What Should Every Trip Logbook Include?

Every detail in a trip logbook matters — even a minor inaccuracy can cause problems during audits or financial reporting. Here's what must be included:

• Date and time of departure - Must be specific and not rounded. The recorded time should reflect the actual moment of departure. Inaccurate entries may compromise the document's validity.
• Driver’s name and vehicle registration number – Ensures traceability and accountability for each trip. The information must match related documentation.
• Starting and ending address, including any intermediate stops – The route should be clearly and fully documented, especially for complex itineraries. This supports proof of mileage and activities performed.
• Purpose of travel – Delivery, inspection, repair, or business meeting. Each trip must have a clearly stated purpose. This simplifies reporting and avoids issues during audits.
• Odometer readings at departure and arrival – Used to calculate total distance traveled. These figures must be exact and unaltered, serving as the basis for fuel cost calculations and depreciation.
• Fuel consumption – Recorded based on actual usage. This may be filled in after refueling or from onboard computer data. The entry should reflect real driving conditions.
• Driver and supervisor signatures – Required to validate the document.

Without them, the logbook may not be accepted during official inspections. The signatures confirm the accuracy and acceptance of the recorded data. 

Each line in the trip logbook must comply with the official format, using a pre-approved template or printed form.

How to Prevent Inaccurate Entries

Accurate completion of the trip logbook demonstrates financial discipline and professionalism. To avoid incorrect information, always use the latest version of the logbook template and follow the clearly outlined instructions.
Review each entry immediately after completing the trip, while the details are still fresh. Use a pen and write in capital letters to ensure clarity and precision. If in doubt, consult the responsible person before signing.