Tachograph Rules Explained (UK)
The tachograph is the legal record of a driver's day, and DVSA reads it fluently. Understanding modes, manual entries and record rules keeps drivers out of trouble and operators off the Traffic Commissioner's radar.
Who needs a tachograph?
Most goods vehicles over 3.5 tonnes on commercial work in scope of EU/GB rules must record with a tachograph — newer vehicles use smart tachographs, and retrofit requirements have been rolling out for international work. Some operations are exempt (certain short-radius utility and specialist uses), but exemptions are narrow — check before relying on one.
The four modes
Drive is recorded automatically when the vehicle moves. Other work covers everything you do for an employer that isn't driving — loading, paperwork, vehicle checks. Availability (POA) is waiting time whose duration is known in advance. Break/rest is exactly that: time you can freely dispose of.
The most common self-inflicted infringement is leaving the switch on 'other work' during a break, or on rest while actually working. The record is the record — mode discipline matters.
Driver cards and manual entries
Your driver card must be in the tachograph whenever you drive in scope, and you can only hold one card. If you do duties away from the vehicle — a morning in the yard, agency work elsewhere — you must add manual entries so the record is complete from the end of your last daily/weekly rest.
At the roadside you must be able to produce records for the current day plus the previous 28 calendar days (card data and any analogue charts or printouts). Operators must download driver cards at least every 28 days and vehicle units at least every 90 days, and keep data for at least 12 months.
Common infringements to avoid
The recurring offenders: missing manual entries, wrong split-break order (30+15 instead of 15+30), exceeding 4.5 hours by minutes because of a late break, insufficient daily rest caused by early starts, and mode-switch errors during loading. Most are planning failures rather than deliberate cheating — build the day around the break and rest clocks, not the other way round.
Frequently asked questions
When do I need to make a manual entry?
Whenever you have done work or been on duty away from the vehicle since your last rest — for example other work in the yard before collecting the vehicle. Add it when you insert your card.
How long must tachograph records be kept?
Operators must keep downloaded data for at least 12 months. Drivers must be able to produce the current day plus the previous 28 days at the roadside.
Does POA count as working time?
No — genuine POA (duration known in advance) does not count towards the 48-hour Working Time average, which is why recording it accurately benefits both driver and operator.
This guide is general information, not legal advice. Rules change — always verify current requirements on gov.uk or with a transport lawyer/consultant.