Handwritten entries on the tachograph – when they are permitted and how to make them correctly

By / / 3.5-ton Tachograph and New EU Regulations

Handwritten entries on the tachograph are permitted only in exceptional circumstances, when the tachograph or driver card cannot correctly record the activity. These entries do not replace the normal use of the tachograph but serve as supporting evidence in the event of a malfunction, loss, theft, or technical inability to record.

In short, handwritten entries on the tachograph must be made as follows:

  • They are permitted only in exceptional circumstances, such as a malfunctioning tachograph or a lost, stolen, or defective card.
  • They are not accepted for reasons of convenience, haste, carelessness, or because the driver forgot their card.
  • In the case of a digital tachograph, the driver must print out the tachograph report at the end of the day.
  • Unrecorded activities are written by hand on the back of the printout.
  • The form must include the driver's name, the date, the license plate number, the time intervals, and the reason for the lack of automatic recording.
  • The form must be signed by the driver in order to be presented during an inspection.
  • If the tachograph is malfunctioning, all activities must be recorded manually until the problem is repaired at an authorized service center.
  • With an analog tachograph, the readings are recorded directly on the chart.
  • Forms that have been filled out retroactively to correct missing information or activities omitted over several days will not be accepted.
  • A properly completed record must clearly indicate the periods of driving, work, breaks, and rest, along with the reason for each.

Manual entries on the tachograph are permitted only in exceptional circumstances, when the tachograph or driver card cannot record the activity correctly.

1. When handwritten entries are permitted

  • The tachograph is defective (digital or analog)
  • The driver card is lost, stolen, or defective
  • Driving without a license (for up to 15 days) until a new one is issued
  • Vehicle without a tachograph (e.g., malfunction, being towed)
  • With an analog tachograph, when the record sheet has not recorded correctly

Handwritten entries are not permitted for reasons of convenience (e.g., forgotten card, carelessness, rushing).

2. How to make handwritten entries – digital tachograph

For the digital tachograph, the correct procedure is as follows:

  • At the end of the day, a printout is generated from the tachograph
  • The activities carried out are handwritten on the back of the print
  • The reason for the lack of automatic registration is stated

Required information on the printout:

  • Driver's first and last name
  • Card number (if applicable)
  • Date
  • License plate number
  • Time intervals: driving, work, break, rest
  • Reason (e.g., faulty card, faulty tachograph)
  • Driver's signature

3. Defective tachograph – obligations

If the tachograph malfunctions, the driver is required to manually record all activities and go to an authorized service center as soon as possible to have it repaired.

4. Analog tachograph – handwritten entries

With an analog tachograph, the entries are made directly on the chart:

  • Driving lessons
  • Breaks and rest periods
  • Work
  • Reason for non-registration
  • Signature

5. What is not accepted during inspection

  • Sheets filled out from memory without a printout from the tachograph
  • Lack of just cause
  • Missing signature
  • Documents that were subsequently amended to correct the information
  • No activities scheduled for several days

6. Example of a document accepted during an inspection

Faulty tachograph – does not recognize the card

  • Operating hours: 6:00 a.m.–9:30 a.m.
  • Break: 9:30–10:15
  • Guided tour: 10:15 a.m.–2:00 p.m.
  • Work: 2:00–2:30 p.m.
  • Rest period: 2:30 p.m.–6:00 a.m.
  • Signature

Frequently Asked Questions

Scroll to Top