Rules for Using the Tachograph: Driver and Company Responsibilities

By / / 3.5-ton Tachograph and New EU Regulations

The proper use of the tachograph is a legal obligation shared between the driver and the transport operator. Adhering to procedures—from inserting the card to archiving the data—protects both the driver and the company in the event of an inspection. A clear understanding of responsibilities reduces the risk of fines and ensures compliance with Regulation (EU) No. 165/2014 and related legislation.

In short, the rules for using the tachograph are as follows:

  • The driver card must be inserted at the start of the workday and removed at the end of the workday, exclusively by the cardholder.
  • The driver must correctly select the activity: driving, other activities, availability, or rest.
  • Manual entries are required for periods that are not automatically recorded (vacation, sick leave, vehicle change).
  • During an inspection, records from the current day and the preceding 56 calendar days may be requested.
  • The transport operator must ensure that tachographs are installed, calibrated, and inspected at authorized workshops.
  • The company must develop clear internal policies and provide regular training to drivers.
  • The download, archiving, and protection of data are the responsibility of the operator.
  • Route planning must ensure that driving, break, and rest times are actually observed.

Rules for Using the Tachograph (Driver and Company Responsibilities)

This chapter outlines the rules for using the tachograph, clearly distinguishing between the driver’s responsibilities and those of the transport operator. Compliance with these rules is essential both for legal compliance and for protecting drivers and the company in the event of inspections.

6.1. Essential Driver Responsibilities

6.1.1. Driver card

The driver card must:

  • be inserted into the tachograph at the start of the daily work shift;
  • be removed from the tachograph at the end of the workday;
  • It must be used exclusively by the cardholder; the card may not be used by anyone else.

6.1.2. Selecting the correct activity

The driver is required to select and continuously verify that activities are recorded correctly. Typical modes include:

  • “Driving” – automatically recorded by the tachograph when the vehicle is in motion;
  • “Other work” – used for tasks such as loading and unloading, filling out paperwork, technical inspections, warehouse work, or other duties;
  • “Availability” – used to describe periods of inactivity, such as waiting at the loading dock;
  • “Rest / Break / Time Off” – used for daily or weekly breaks and rest periods.

6.1.3. Manual entries of activities

Manual entries are required when there are time periods that were not automatically recorded by the tachograph, such as:

  • at the start of the day, for activities previously performed without a card in the machine, within legal limits;
  • periods of vacation, sick leave, or other absences that must be justified;
  • circumstances involving a change of vehicle.

Failure to enter this data correctly can result in "gaps" in the records, which are considered non-conformities during an audit.

6.1.4. Printouts and evidence during the inspection

At the request of the enforcement authorities, the driver must be able to provide printouts or other evidence from the tachograph in situations such as:

  • driver's card malfunction;
  • tachograph malfunction;
  • extensive inspections or concerns regarding compliance with the rules.

6.2. The data period requested for the audit

Under the consolidated version of Regulation (EU) No. 165/2014, as amended, enforcement authorities may request, during roadside checks or at the company’s premises, the records for the current day and for the preceding 56 calendar days.

These may include digital records, manual entries, and printouts, as appropriate.

6.3. Obligations of the carrier (the company)

6.3.1. Fitting and installation of the tachograph

The operator is required to ensure that vehicles are equipped with an approved tachograph that has been installed and calibrated at an authorized service center. Periodic calibrations and inspections must be performed in accordance with the applicable technical requirements.

6.3.2. Internal Policies and Procedures

The company must develop and implement clear internal policies regarding the use of the tachograph, which must include:

  • regular driver training;
  • procedures for starting and ending a shift;
  • rules regarding the proper classification of loading/unloading activities as “other work”;
  • procedures for exceptional situations, such as a malfunctioning tachograph or the loss of a driver card.

6.3.3. Data Download and Archiving

The operator is responsible for:

  • regularly downloading data from the tachograph unit and driver cards;
  • retaining data for the minimum legally required periods;
  • personal data protection;
  • ensuring that data is available in the event of audits or inspections.

6.3.4. Activity Planning

Route and work schedules must be planned in such a way that compliance with driving, break, and rest periods is practically feasible. Otherwise, tachograph records may directly demonstrate the operator’s failure to comply with legal obligations.

Frequently Asked Questions

Scroll to Top