Delivery van trip log

Do you have a company delivery van? Then different rules apply to trip logging than for a passenger car. In some cases, you are required to keep a record of every trip, but there are also situations where you can avoid this. In this article, you will read when delivery van trip logging is mandatory, what exceptions apply, and how to handle it smartly.

When is a trip log mandatory for a delivery van?

Just as with a passenger car, the same applies to a delivery van: if you also use the vehicle privately, you must pay a taxable benefit or keep a complete logbook of your journeys. The Tax and Customs Administration considers a delivery van to be business-related if you drive it privately for no more than 500 kilometers per year. Can you prove this? Then you do not pay any taxable benefit.

To prove that, you need a comprehensive trip log . In it, you record for each trip:

Date and time
Departure and arrival address
Start and end readings on the odometer
Purpose of the trip: business or private
License plate and vehicle details

Two exceptions: no trip log required

For delivery vans, there are two official ways to avoid trip logging:

1. Declaration of exclusively business use of delivery van

Do you never use the delivery van for private purposes? Then, together with your employer, you can submit a Declaration of Exclusively Business Use of a Delivery Van to the Tax and Customs Administration. With this, you declare that the vehicle is used exclusively for business purposes. You are then not required to keep a mileage log.

Please note: the employer is obliged to verify that the car is indeed not being used for private purposes. If the car is used for private purposes, this must be reported immediately to the Tax and Customs Administration. The consequences of a violation are severe.

2. Prohibition of private use by the employer

An employer may also record a written prohibition on the private use of the delivery van. This prohibition must be demonstrably enforced. Without enforcement, the Tax and Customs Administration will not accept the prohibition as evidence.

Simplified trip logging for delivery vans

Do you drive many short trips a day as an entrepreneur or self-employed professional, like a plumber, electrician, or delivery driver? Then, under certain conditions, you may use a simplified trip log . Instead of registering each trip separately, you record the starting and ending odometer readings for each day, along with the addresses visited.

The Tax and Customs Administration must approve this procedure in advance via a sample agreement. Please contact the Tax and Customs Administration or your tax advisor for this.

What if your delivery van is also used privately?

Do you drive more than 500 kilometers privately per year with the delivery van? Then you have two options:

You pay taxable benefit on the list price of the delivery van.
Or you maintain a comprehensive mileage log that demonstrates that private use remains limited.

In 2026, the taxable benefit amounts to 22% of the list price . For a delivery van with a list price of €30.000, this means an additional €6.600 per year on your taxable income. Read more about avoiding the taxable benefit.

Automatic trip logging for the delivery van

Manual tracking is time-consuming and prone to errors, especially if you make many trips daily. With a TrackJack GPS tracker, you automatically record every trip, even in the delivery van. The system captures all the data required by the Tax Authorities, without you having to think about it yourself.

TrackJack works with the Trip Registration Systems Quality Mark , which means that the Tax and Customs Administration accepts the registration without question. Read more about how the Tax and Customs Administration checks trip registrations.

Frequently asked questions delivery van mileage log

Do I always have to keep a mileage log for my delivery van?

Not always. With a Declaration of Exclusively Business Use or a demonstrable prohibition on private use, you can avoid mileage logging. If you also use the delivery van privately, registration is mandatory.

What is the difference between a delivery van and a passenger car for the Tax and Customs Administration?

For delivery vans, there are additional options to avoid mileage logging via the Declaration of Exclusively Business Use. This option does not exist for passenger cars. Read more about delivery vans and tax addition.

Am I allowed to use a delivery van with a grey license plate for private purposes as well?

Yes, but then the same tax addition rules apply. If you do not want to pay tax addition, you must demonstrate that you drive less than 500 kilometers privately per year, or submit the Declaration of Exclusively Business Use. Read more about the grey license plate.

How long do I have to keep the mileage log?

The Tax and Customs Administration requires you to retain your mileage log for 7 years . Read more about the retention period for your records.

Automate delivery van trip registration?
With TrackJack, you automatically record every trip, even in your delivery van. Tax-compliant, certified, and stored for 7 years.

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