Tachograph Records: A UK Operator's Complete Guide (2026)

Quick answer: UK HGV operators must download driver cards at least every 28 days, vehicle unit data at least every 56 days, and retain tachograph records for at least 12 months. Drivers' hours records under the Working Time Directive must be kept for 2 years. Non-compliance triggers DVSA graduated fixed penalties, operator licence action by the Traffic Commissioner, and — in serious cases — prosecution.

Tachograph records are the single most-inspected paperwork in UK road transport. DVSA audits every operator at least once every five years; most are audited more often. A missed download, a driver card gap, an unexplained mileage discrepancy — each of those turns up in the audit report, and each of them is avoidable with a competent office routine.

Who must keep tachograph records

The requirement applies under retained EU Regulations 561/2006 (drivers' hours) and 165/2014 (tachographs). It covers:

• Goods vehicles over 3.5 tonnes gross vehicle weight
• Passenger vehicles carrying 9 or more passengers including the driver
• Combinations where the trailer takes the combination over 3.5 tonnes

There are exemptions for certain vehicles (emergency services, military, breakdown recovery within 100km, vehicles used for non-commercial purposes). The full exemption list is in Article 3 of Regulation 561/2006.

Digital, analogue, and smart tachographs

All new vehicles registered from June 2019 carry a Gen 2 smart tachograph; from August 2023, Gen 2 version 2, which records GNSS position automatically every three hours and transmits data to DVSA for remote roadside checks. Analogue tachographs using paper charts still exist on pre-2006 vehicles but are rare. Digital cards and smart VUs are the norm.

The 28-day driver card download rule

Data from each driver card must be downloaded to the operator's system at least every 28 days. The card stores approximately 28 days of activity before overwriting — miss the window and data is lost, which is itself a breach. Most operators download weekly as a matter of routine.

The 56-day vehicle unit download rule

Data from each vehicle unit must be downloaded at least every 56 days. The VU stores about 365 days of data, so the interval is the statutory requirement, not a capacity limit. Smart VUs can be downloaded remotely via Bluetooth or DSRC; older digital VUs require a physical card reader.

The 12-month retention rule

Downloaded data must be retained for at least 12 months, available in a form that can be produced for DVSA on demand. Working Time Directive records (48-hour average week, night work) must be retained for 2 years. Data retention beyond those minimums should be balanced against GDPR data-minimisation obligations for driver personal data.

What DVSA inspects

At roadside and at operator audit, DVSA checks whether downloads were made on time, whether gaps in driver card data are explained by manual entries, whether infringements were identified, reported to the driver, and counter-signed, whether the operator has a written infringement policy, and whether Driver CPC records are current.

Infringements, fines, and operator licence action

DVSA uses a graduated fixed penalty system. Minor infringements attract £50–£300 per offence; serious infringements (false records, manipulation) can lead to prosecution in Magistrates' Court. Beyond fines, the Traffic Commissioner can take operator licence action — warnings, curtailments, or revocation. A revoked operator licence ends the business.

FORS, Logistics UK, and RHA standards

The regulatory minimum is not where competent operators set their standard. FORS (Fleet Operator Recognition Scheme) Silver and Gold require daily compliance dashboards. Logistics UK and RHA member operators use audit-ready templates. Most major contract customers (supermarkets, councils, construction clients) now require FORS or equivalent as a contract term.

Common mistakes

1. Missing a 28-day driver card download when a driver is on leave or sickness
2. Not reconciling missing mileage with a manual entry on the next shift
3. Letting a driver card expire mid-journey — they must stop until a replacement is issued
4. Relying on the VU alone and not backing up data to a back-office system
5. Keeping driver personal data beyond GDPR-justified retention

Frequently asked questions

Do I need a tachograph in a 3.5t van?

No, unless the van plus trailer exceeds 3.5 tonnes combined gross weight. Sprinter-class vans at 3.5t or below are exempt, but a combination towing a 1.5t trailer brings the whole rig into scope.

Can I use cloud tachograph software?

Yes. DVSA accepts data stored on TruTac, Stoneridge Optac, Tachomaster, TachoSys, Fleetboard, and similar platforms. The operator remains responsible for the completeness and accuracy of data presented at audit.

What happens if a driver forgets their card?

The driver must make a manual printout at the start of the day, write their name and licence number on it, and retain it for submission. Repeated forgetting is itself a reportable infringement pattern.

How do I handle tachograph data for a leaver?

Retain the data for the 12-month statutory period; then delete under GDPR data-minimisation. Keeping it longer "just in case" is not a lawful basis.

Sources and further reading

• gov.uk: Tachographs — rules and exemptions
• gov.uk: Drivers' hours rules
• Retained EU Regulation 561/2006 — drivers' hours
• Retained EU Regulation 165/2014 — tachographs (Gen 2 smart)

Last reviewed 2026-04-22 by Jamie Dawson, Editor. Corrections: corrections@logbook.co.uk