How to create a route list for the driver: a step-by-step guide with samples and expert advice

The route list is not just a formality, but legally significant, which confirms the purpose of the trip, the route of the route and the working time of the driver. Without it, it is impossible to correctly draw up travel expenses, confirm the validity of the use of the vehicle or prove the absence of violations during the traffic police inspection. However, many companies and private drivers still make mistakes when filling out this document, which leads to fines, disputes with the tax or employer.

In 2026, the requirements for route lists have been tightened: now they must comply not only with the internal rules of the organization, but also with the norms of the organization. Order of the Ministry of Transport No. 152 (with recent modifications). And then there were electronic route sheets (EML)They are gradually replacing paper counterparts. In this article, we will analyze how to make a route list correctly - from choosing a form to fixing mileage and signatures, and also tell about the nuances that only experienced logisticians and accountants know.

If you are a private driver, the route sheet will help confirm fuel and depreciation costs with a tax deduction. If you are an employer, avoid claims from the inspection authorities. If you are a logistician, optimize routes and reduce costs. Next – step-by-step instructions with examples and life hacks.

1. What are the route lists and which to choose

There is no universal route sheet form – its shape depends on the type of vehicle, the purpose of the trip and even regional features. However, all options can be divided into three main categories:

• 📄 Paper route sheets It is a classic version that is still used in most companies. Suitable for small and medium-sized businesses, but requires manual filling and storage.
• 💻 Electronic route lists (EMLs) digital analogue, which is formed in special services (for example, 1C: Logistics, ATI.SU or GLONASS monitoring). It is convenient for large fleets, as it automatically records the mileage and time.
• 🚛 Specialized forms for specific modes of transport (e.g. taxi-list, freighter or business-ridden). Often contain additional fields for cargo, passengers, or special conditions.

Which option should I choose? If you have up to 10 cars, a paper form will be easier to handle. If the fleet is larger or you work with corporate clients, it is better to switch to the car. EML This will save time and reduce the risk of errors. For example, in Moscow and St. Petersburg Many companies have already abandoned paper sheets in favor of electronic ones due to frequent checks.

⚠️ Attention: From 2023, the traffic police recognizes electronic route sheets as equivalent to paper, but only if they are signed. Qualified Electronic Signature (CEP). Without it, the document may be declared invalid.

For private drivers (for example, working under the contract GPC) suitable simplified form of the route list, where it is enough to specify:

• 📍 Route (points of departure and destination)
• ⏱ Time of departure and return
• 🛣 mileage (initial and final odometer)
• ⛽ Fuel consumption (if reimbursement is required)

2. The sample route list: what should be in the document

Regardless of the form, the route sheet should contain requirementprescribed in Order of the Ministry of Transport No. 152. Their absence may cause a fine of up to 50,000 rubles for legal entities (Article. 12.31.1 RF Code of Administrative Offenses). Here's what should be in the document:

Props	Description	Example of filling
Name of the organization	Full or abbreviated name of the company-owner of the vehicle	"Autotrans" LLC, IE Ivanov I.I.
Date of issue	Number, month and year of the document formation	15.05.2026
Route list number	Unique identifier (through numbering can be used)	ML-2026/05-042
Vehicle data	Brand, model, state number, VIN (if necessary)	Toyota CamryB123AB77, XTA30123456789012
Name and driver's data	Passport data, driving license number	Petrov P.P., VU 77AA 123456, issued 10.01.2020

In addition to mandatory fields, the route list is often added:

• 📌 Purpose of the trip (delivery of goods, business trip, departure to the client)
• 🛣 Route of route (with indication of intermediate points, if any)
• ⏱ Departure and arrival times (Important for monitoring compliance with work and rest)
• ⛽ Fuel consumption (Relevant to companies that compensate for fuel)
• 📝 Signatures of persons responsible (dispatch, mechanic, accountant)

Please note: if the route list is issued to truckThere should be additional fields to indicate:

• 📦 Weight and dimensions of cargo
• 📄 Numbers of the consignment note (TTN)
• 🔒 Loading/unloading period

Example of a completed route sheet for freight

You can download the sample in PDF here (at the end of the article). It contains all mandatory fields, including data on cargo, downtime and signatures of forklifts.

3. Step-by-step instructions: how to make a route list

Let us analyze the process of creating a route sheet on the example of a paper form. If you use an electronic format, the steps will be similar, but some of the data will be pulled automatically from the transport monitoring system.

Prepare a form (download or print)| Check the vehicle and driver data |Clarify the route and purpose of the trip |Confirm the fuel balance and the odometer readings-->

Step 1. Fill in the "cap" of the document

At the top, indicate:

• Name of the organization (according to the statutory documents)
• Date and number of the route list (numbering must be consecutive)
• Validity (usually 1 day, but for long-haul flights can be extended)

Step 2. Enter vehicle information

It is important to state here:

• Make and model of the car (for example) Hyundai Solaris 2022)
• State registration number (for example, A123VE77)
• Odometer indications at the beginning and end of the journey (e.g. 125,456 km/125,678 km///)
• Insurance number of the insurance policy (if required)

Step 3. Please provide information about the driver

The block shall contain:

• Full name of the driver
• Number and series of driving licence
• Date of medical examination (if applicable)

⚠️ Attention: If the driver works on a shift schedule, the itinerary list should be marked with the time of the beginning and end of the shift. It's important to comply. requirements of the Labour Code (a) Working and rest arrangements (art. 329 TC RF).

Step 4. Describe the route and purpose of the trip

This section often causes errors. Here's how to fill it out correctly:

• Indicate. address Departure and destination (not "warehouse", but "g". Moscow, st. Lenin, d. 10").
• If the route includes several points, list them in order of the following.
• For cargo transportation, add data on the cargo: weight, dimensions, name.
• If the purpose of the trip is business tripPlease specify the number and date of the order for the employee.

Step 5. Record time and mileage

This is one of the most important sections, as it is based on the following:

• Fuel consumption
• Depreciation of the car
• Driver's working hours

Specify:

• Departure time from the garage/parking (Parking)08:00)
• Time of arrival at destination (10:30)
• Time of return (Time of return)17:45)
• Odometer indications at the beginning and end of the journey (50 123 km / 50 345 km)

Step 6. Sign the document.

The itinerary list must be signed:

• Driver (confirmation of receipt of the vehicle and familiarization with the route)
• Controller or mechanic (confirmation of the serviceability of the car)
• Accountant (if reimbursement of expenses is required)

4. Electronic route list: how to arrange and where to store

From 2020, electronic route sheets (EMLs) will have the same legal force as paper ones, but only if three conditions are met:

1. The document is formed in certified (e.g., ATI.SU, GLONASS, 1C: Logistics).
2. Signed Qualified Electronic Signature (CEP).
3. It contains all the required details (as in the paper version).

Benefits of EML:

• ⚡ Automatic filling Parts of the data (mileage, time, route) through GPS monitoring.
• 📱 Access from mobile device The driver can confirm the route directly from the application.
• 🗄 Automatic archiving - You don't have to keep stacks of paper.
• 🔍 Transparency for inspections - Traffic police inspector can check the EML through the system EGAIS DT.

How to switch to electronic route lists:

1. Choose. service (e.g., ATI.SU or Wialon).
2. Download data about the fleet and drivers.
3. Set up integration with GPS trackers (if any).
4. Teach your employees how to work with the system.

⚠️ Attention: If your company is using tachographData from them can be automatically transferred to the EML. This eliminates the need to duplicate information manually.

Where to store electronic route lists? In accordance with Federal Law No. 402-FZDocuments must be kept at least 5 years. Most services offer cloud storage with backup, which is more reliable than paper archives.

5. Common mistakes when filling out the route list

Even experienced logisticians and accountants sometimes make mistakes that can cost the company fines or tax problems. Here. 5 Common Mistakes That Are Most Common:

• 📝 Lack of Mechanic's Signature Without it, it is impossible to confirm that the car was in good condition at the time of departure.
• 🛣 Improper route - specifying only cities without addresses (for example, "Moscow - St. Petersburg" instead of specific points).
• ⏱ Time mismatch If the route list indicates departure at 8:00, and the GPS tracker the car started at 8:30, this will cause questions.
• ⛽ Fuel miscalculation If the consumption is 10 liters per 100 km, and according to the standards for this model it is 8 liters, the tax may not accept the costs.
• 📅 Using a single sheet for several days This is only allowed for long-haul flights (marked "multi-day").

How do you avoid mistakes?

• Use it. pattern with already prescribed mandatory fields.
• Check the data. twice before the driver and after returning.
• Check the odometer readings with GPS (if there is monitoring).
• Update. fuel-rate According to the last orders of the Ministry of Transport.

6. Route list for private drivers and IP

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