Analogue Tachographs

Tachograph rules

The rules about the tachograph that must be used by drivers to record EU or AETR drivers’ hours in a passenger carrying vehicle.

Overview

An approved tachograph must be used to record the activity of drivers subject to the EU or AETR drivers’ hours’ rules. It records:

• driving time
• breaks and rest periods
• other work and periods of availability
• the vehicle’s speed
• the distance the vehicle has travelled

The resulting record is to be used to monitor compliance with rules and drivers’ hours.

There are three types of tachograph:

• analogue
• digital (fitted in vehicles registered from 1 May 2006)
• smart (fitted in vehicles registered from 15 June 2019)

The rules on using the tachograph are contained in Regulation (EU) 165/2014 and will depend on which of these types if fitted. These rules must be observed by both drivers and operators of vehicles that fall within the scope of Regulation (EC) 561/2006 or the AETR rules.

**Not in scope? ** The driver of a vehicle that is exempt from or out of scope of the EU and the AETR rules, see Exemptions and derogations within this section is not required to use the tachograph, even if it is fitted.

Analogue Tachographs

Analogue tachograph recordings are made by a stylus cutting traces into a wax-coated chart. Three separate styluses mark recordings of:

• speed
• distance travelled
• the driver’s activity (known as the ‘mode’)

The inner part of the chart is used by the driver to write their name, the location of the start and end of the journey, the date and odometer readings.

The reverse of a tachograph chart normally contains an area for recording manual entries and details of other vehicles driven during the period covered.

Charts and records

Drivers are responsible for operating the tachograph correctly in order to record their activities accurately and fully. Specifically, drivers must:

• verify, before using the tachograph, that it is correctly calibrated via the attached plaques and ensure that the time displayed is set to the official time of the country in which the vehicle is registered
• ensure that the correct type of chart is being used for the specific model of tachograph in use
• carry enough charts for the whole journey, including spare charts in case any become damaged or dirty
• enter centrefield details at the first use of the chart, when changing vehicles and when completing the use of the chart (see ‘Centrefield entries’ section)
• correctly operate the mode switch in order to record their activities accurately see Common rules
• use a second chart if a chart is damaged while in use and attach this one to the first chart on completion. There are other occasions when use of a second chart in a 24-hour period is unavoidable, namely when a driver changes to a vehicle with an incompatible tachograph to the chart in use or they change vehicle so many times that all the details cannot be accommodated on one chart
• make manual entries on the chart in respect of their activities away from the vehicle (see ‘Manual entries’ section), where the rules have been departed from for an unforeseen event, or to correct a recording
• make manual entries when the tachograph malfunctions and report any such malfunctions to the operator
• not use a chart to cover a period longer than 24 hours
• not remove the chart from the tachograph before the end of their duty period unless authorised to do so. The rules do not specify who can authorise removal of the chart, but cases where charts can be removed include:
• a change of vehicle
• swapping charts or cards on multi-manned journeys
• to make manual entries in the event of an emergency, tachograph malfunction etc
• return used charts to the operator within 42 days. This requirement must be complied with even when a driver changes employer
• be able to produce at the roadside:
• charts and any legally required manual records for the current day and the previous 28 calendar days
• the driver’s card if they hold one see Digital & Smart Tachographs in this section
• permit a DVSA Examiner or police officer to examine the tachograph and inspect charts

Time tips 

Make sure the time is correct for am or pm – both times are displayed identically on an analogue tachograph’s 12-hour clock face. Analogue tachographs must continue to display the correct time – which for the UK includes adjustments for British Summer Time.

Activity record 

Most analogue tachographs in use are ‘automatic’. This means that they will automatically record activity as driving when the vehicle is moving however; it defaults to the selected mode switch setting when the vehicle stops so drivers need to ensure it is set to the appropriate mode for the activity being carried out when the vehicle is stationary.

Driver cards 

Drivers who have been issued with a driver card are committing an offence if they are unable to produce this during a roadside inspection, even if they only drive analogue tachograph-equipped vehicles.

Centrefield entries

A driver is required to enter the following information on the centrefield of a tachograph chart that they are using to record their activities:

• surname and first name (the law does not stipulate which order the names are put in – but employers may have a policy on this)
• the date and place (nearest town or city is required) where the use of the chart begins and ends. The year may be written in full or abbreviated – so both ‘2020’ and ‘20’ are acceptable. If the start and finish places are the same, both must be written on the chart – ditto marks are not acceptable
• the registration number(s) of vehicle(s) driven (which should be entered before departing on a new vehicle)
• the time at which any change of vehicle takes place
• the odometer readings:
• at the start of the first journey
• at the end of the last journey
• at the time of any change of vehicle, recording the readings from both vehicles

Note that the ‘total km’ field does not have to be completed.

It is not acceptable for written entries to extend outside the centrefield area if they might interfere with chart recordings. If, for example, the driver’s name or a place name is so long it must be abbreviated in order to avoid any possible interference with the recordings, the full name should be noted on the reverse of the chart.

Tachograph charts are required to provide space on their reverse side for the driver to manually record the additional information that is required in connection with changes of vehicles (under the EU rules see example under ‘Manual entries’ below).

Manual entries

Drivers must produce a record of their whole daily working period. So when drivers are unable to operate the tachograph, have not been allocated a vehicle, or are working away from the vehicle and have had to remove their tachograph chart, they must manually record their activities on the chart.

Manual entries may also be needed at other times – for example, if the tachograph develops a fault or in the event of an emergency see Emergencies & Unforeseen Events in this section. Employers may also ask drivers to indicate on a chart where their duty (or rest) begins and ends, so that they can ensure a full record has been submitted.

Most analogue charts have a specified place to make manual entries (usually on the reverse) however, manual entries can be made anywhere on the chart provided that they are clear and do not obliterate other recordings.

The following are examples of manual records.

This is an example of manual entries made on the rear of a tachograph chart by a driver who started their day at 06.00 with an hour’s work doing other duties away from their vehicle.

They also finished their day with an hour of other work away from their vehicle and has indicated both the end and the start of a daily rest period. Their activities while with the vehicle are recorded by the tachograph on the other side of the chart once it has been inserted.

This is an example of manual entries made by a driver who changed vehicles at 12.00 in London and continued their duties before finishing in Bristol. All the details of their activities and their name are entered on the other side of the chart.

This is an example of manual entries made by a driver who discovered a tachograph fault at 12.00. They have used the pre-printed area to indicate their activities for the remainder of their duty until 18.30. They have also noted the reason for them keeping a manual record. All other details are entered on the other side of the chart.

Source – DVSA