Leslie Massey
A car log book in Australia is a detailed record of a vehicle's maintenance, ownership, and technical specifications. It is used to track kilometres driven for business and personal use, as well as associated expenses. This information is necessary for tax purposes and reimbursement claims. In addition, a log book can be used to register an automobile with Motorsport Australia and is required for historic or classic vehicles in NSW to be used outside of club-organised events. Maintaining an accurate and up-to-date car log book is essential for compliance with local regulations and optimising a vehicle's maintenance and resale value.
| Characteristics | Values |
|---|---|
| Purpose | Record-keeping, compliance with local regulations, tax deductions, resale value, proof of ownership |
| Contents | Description, specifications, maintenance records, repairs, expenses, kilometres driven, ownership details |
| Validity Period | 5 years for tax claims |
| Requirements | Records of business and personal driving for a minimum of 12 weeks, all receipts and invoices of car expenses |
| Compliance | Required for tax deductions and business-related vehicle use |
| Replacement Process | Contact the relevant state authority, provide proof of identity and vehicle details, obtain and fill out the replacement logbook application form |
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What You'll Learn
Log books for historic and classic vehicles
In Australia, a car log book, also known as a vehicle log book, is used to record business-related kilometres and associated expenses for work-related car use. This is used to substantiate reimbursement or tax deduction claims. The Australian Taxation Office (ATO) outlines specific requirements for the log book, depending on the reimbursement or deduction method used.
If you own a historic or classic vehicle, you can obtain a log book to use your vehicle outside of club-organised events. This is known as the Historic and Classic Vehicle Log Book and is available to recognised club members with NSW conditional registration. The log book allows for up to 60 days of general use per year, which includes maintenance and personal use. Each day of general use must be recorded in the log book, and it must be carried in the vehicle at all times when the vehicle is in use.
The process to opt in for the log book is as follows:
- Ensure you are a member of a club listed on the Transport for NSW list of recognised historic clubs for historic registration, or belong to a club affiliated with one of the four approved organisations for classic registration.
- Visit a Service NSW service centre and provide the necessary details.
- There is no additional cost for opting in, and members can opt in at any time.
It is important to note that only one log book is issued per vehicle, and separate log books are required for trailers or caravans registered under the Historic Scheme. The log book is valid for five years, and you can start a new one at any time.
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Regulatory compliance
Taxation Compliance
The Australian Taxation Office (ATO) requires detailed records of business-related car use for employees, the self-employed, and companies. This includes keeping track of both business and personal driving to calculate the percentage of business use. The ATO allows for two methods of reimbursement or tax deduction: the cents-per-kilometre method and the logbook method.
Cents-per-kilometre Method
For the 2025/2026 tax year, the rate is 88 cents per kilometre. You will need to show evidence of owning the car, as the standard rate accounts for ownership costs such as depreciation, registration, insurance, fuel, and maintenance. While you don't need to provide written evidence, you must demonstrate that you drove the claimed kilometres and how you calculated your claim.
Logbook Method
The ATO logbook method requires recording all business-related kilometres. This ensures that you are reimbursed for all relevant expenses without limitation. You must keep all receipts and invoices for car expenses throughout the year and can use the same logbook for the next five years of your tax claims.
Proof of Ownership
The car logbook serves as official documentation of vehicle ownership, containing details such as the owner's name, address, and registration information. This is particularly important in the event of a lost logbook, as it helps prevent potential misuse.
Compliance with Motorsport Australia
A log book is also evidence of registration of an automobile with Motorsport Australia. It contains a description and specifications of the vehicle. This type of log book is separate from the ATO logbook and is relevant for those participating in motorsports events.
By maintaining a detailed and up-to-date car logbook, you can ensure compliance with taxation regulations and optimise your vehicle's resale value.
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Proof of ownership
In Australia, a car log book is a record of the kilometres travelled for both business and personal use. It is used to claim reimbursements for business-related car expenses or tax deductions. The log book must be kept for a minimum of 12 weeks and can be used for the next 5 years of tax claims. It is important to note that the log book is not proof of ownership.
To prove ownership of a vehicle in Australia, one must provide specific documents as proof of registration entitlement. These documents must be original and completed in pen or ink, with no alterations. If registering the vehicle under a name different from the one listed in the proof of entitlement document, a letter of authorisation from the person named in the document is required. This letter must include the name and address of the person who will be the registered operator.
For vehicles registered in two names, the signature of the primary (first-listed) registered operator is necessary. An original Notice of Disposal signed by the last registered operator may also be required. In the case of a homemade or new trailer, an original proof of registration entitlement form completed at a service centre during registration is essential.
If the vehicle has been bequeathed, an original document proving this transfer of ownership is mandatory. Similarly, when purchasing a vehicle from a deceased estate, proof of purchase is required. For vehicles with Victorian registration, the free VicRoads Registration Check service can be used to verify a vehicle's details and registration status. On a national level, the Personal Properties Security Register (PPSR) service provides information about security interests, vehicle details, registration status, and stolen or written-off status.
In Queensland, a seller can complete a statutory declaration of ownership, with templates available on the Qld government website. Alternatively, a Bill of Sale can be provided by the previous owner, with free online templates available.
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Reimbursement for business use
If you use your car for business purposes, you may be able to claim reimbursements for your car expenses from your employer or on your tax return.
Reimbursement from your employer
If you use your personal vehicle for work, your employer may reimburse you for your car expenses. They can decide how to reimburse you, but they must follow rules set by the Australian Taxation Office (ATO). If you receive a car allowance from your employer, it is considered a benefit and is usually taxed as income. You can use this allowance to purchase a vehicle or cover expenses related to your current vehicle. When you receive a taxable car allowance, you can still deduct your business-related driving expenses on your tax return.
Tax deduction
If you are not reimbursed for your car expenses, you can claim them from the ATO on your annual tax return. You can use either the cents-per-kilometre method or the logbook method to deduct your eligible work-related car expenses.
Cents-per-kilometre method
The ATO has set a standard rate per kilometre that is meant to cover both the fixed and variable costs of owning and driving a vehicle for business-related travel. For the 2025/2026 tax year, the rate is 88 cents per kilometre. You will need to show evidence that you own the car, and you must be able to show how many kilometres you drove and how you calculated your claim.
Logbook method
To use the logbook method, you must keep a record of your business and personal driving for a minimum of 12 weeks. You can use the same logbook for the next five years of your tax claims. Based on the percentage of kilometres driven for business, you can claim that same percentage of your total car expenses. You must keep all receipts and invoices for your car expenses throughout the year.
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Record-keeping for maintenance
A car log book is a detailed record of a vehicle's maintenance, ownership, and technical specifications. It is a vital record-keeping tool for vehicle owners, mechanics, and potential buyers.
- Keeping a detailed log of all maintenance and repairs helps ensure the vehicle is well-maintained, potentially extending its lifespan.
- It helps manage service schedules and track repairs, aiding in warranty claims.
- A well-maintained log book can significantly enhance the resale value of your car as it provides potential buyers with a comprehensive history of the vehicle.
- In Australia, certain tax deductions and business-related vehicle use require a log book to substantiate claims.
- For those who use their cars for business purposes, maintaining a log book is essential for compliance with taxation regulations. The Australian Taxation Office (ATO) requires detailed records of business-related car use to support claims for tax deductions and reimbursements.
- If you drive your car for both business and personal use, you need to show the portion of use that is for business. You work this out as a percentage of kilometres driven for both. That means keeping a log of all trips and then calculating the share used for business.
- You must keep track of your business and personal driving for a minimum of 12 weeks. The kilometres logged can be extrapolated to cover the rest of the year, assuming your driving remains similar.
- You can use the same log book for the next 5 years of your tax claims, and you can start a new car log book at any time.
- If you are using the cents-per-kilometre method for your tax return, you will also need to show evidence that you own the car, as the standard rate accounts for ownership costs, including depreciation, registration, insurance, fuel, and maintenance.
- You will need to keep all receipts and invoices for car expenses throughout the year. Based on the percentage of business kilometres driven, you can claim that percentage from all car expenses.
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Frequently asked questions
A car log book, also known as a vehicle log book, is a detailed record of a vehicle’s maintenance, ownership, and technical specifications. It helps manage service schedules, track repairs, and support tax and resale value.
A car log book contains a description and specification of the automobile to which it refers. This includes details such as the owner's name, address, and registration. If you are using your car for business purposes, you must also keep a log of all trips and then calculate the share used for business.
In Australia, certain tax deductions and business-related vehicle use require a log book to substantiate claims. A car log book can also help to extend the lifespan of your vehicle by ensuring it is well-maintained.
If you need a new log book for your car, you can apply through your country’s vehicle registration authority. If you lose your car log book, you should notify the road transport authority in your state or territory, obtain a valid form of ID, prepare your vehicle details, and download or request a replacement log book application form.
