Why Do We Use Tachographs Instead of Log Books? What Drivers and Operators Need to Know

If you drive an LGV, PSV or other commercial vehicle, you will probably use a tachograph every working day.

But why do we use tachographs, and why did tachographs take over from traditional log books? What information do th

ey record? Are written records now completely banned?

The short answer is no. Tachographs are required for vehicles and journeys covered by the relevant assimilated or AETR drivers’ hours rules. Written records can still apply under GB domestic rules, certain exemptions, tachograph faults and periods when you are away from the vehicle.

This guide explains the practical difference.

“You must use a tachograph if the vehicle you’re driving comes under assimilated rules or AETR rules.”
GOV.UK: Tachographs: rules for drivers and operators

Watch the Open Road Training video

Your browser does not support the video player. Watch the Open Road Training tachograph video.

The video follows a commercial driver’s journey across the UK, using maps and journey times to show how a working day can be planned and recorded.

It is a useful reminder that drivers’ hours compliance is not just about the time spent with your hands on the wheel. Your breaks, rest, other work and availability also matter.

1. What did traditional log books do?

1.1 Written records in the past

Traditional log books were paper records completed by the driver. They were used to record information such as:

• When the driver started work
• Driving time
• Other work
• Breaks and rest
• The end of the working day
• Weekly totals

They were simple in principle. In practice, they depended heavily on accurate handwriting, careful calculations and the driver remembering to record every activity correctly.

That is a lot to ask when you have already loaded the vehicle, checked the load security, dealt with traffic and searched for a parking space that is not occupied by three abandoned pallets.

1.2 Why was a different system needed?

Paper records created several problems:

• Entries could be missed or completed late.
• Different drivers used different recording styles.
• Records were difficult to check quickly.
• Manual calculations could be wrong.
• Enforcement officers had less immediate evidence to compare.
• Operators had to examine large quantities of paperwork by hand.

Tachographs were introduced to create a more consistent and verifiable record of a driver’s activities.

They did not remove the driver’s responsibility. They simply gave drivers and operators a more reliable tool.

2. What does a tachograph record?

A tachograph records much more than driving time.

Depending on the equipment and the way it is used, it records:

• Driving time
• Vehicle speed
• Distance travelled
• Breaks
• Daily and weekly rest
• Other work
• Periods of availability
• Manual entries
• Start and end countries
• Border crossings on relevant Smart Tachograph systems
• Certain vehicle movements and locations

A digital tachograph stores information in two main places:

1. The vehicle unit fitted in the cab
2. The driver card inserted by the driver

A Smart Tachograph can record additional information. Smart Tachograph 2 systems can automatically record border crossings and certain location data. They also support enhanced enforcement checks and remote interrogation capabilities.

The equipment only works properly when you use it correctly. Selecting the wrong mode can still create an inaccurate record. Technology is helpful, but it has not yet learned how to read your mind.

3. Why use tachographs instead of traditional log books?

3.1 They record information automatically

The main advantage is automation.

When the vehicle moves, the tachograph records driving. It also records speed and distance. You do not need to write down every mile or remember the exact time the vehicle started moving.

You must still select the correct mode when you are:

• Loading or unloading
• Carrying out vehicle checks
• Completing paperwork
• Waiting while remaining available
• Taking a break
• Taking daily or weekly rest

The tachograph reduces the amount of writing required. It does not remove the need for accurate mode selection.

3.2 They create a standardised record

A tachograph gives drivers, operators and enforcement bodies a common format.

This makes it easier to identify:

• How long you drove
• Whether you took the required breaks
• How much rest you had
• Whether other work was recorded
• Whether the vehicle was moving during a claimed rest period
• Whether the driver card was used correctly

A standard record is easier to compare and investigate than several pages of handwritten notes.

3.3 They improve verification

A written record tells you what has been entered.

A tachograph record can also show information that helps verify the entry. For example, it may show the vehicle’s movement, speed and distance during a period recorded as rest.

This does not mean every error is deliberate. Drivers can select the wrong mode accidentally or forget a manual entry. However, a digital record makes inconsistencies easier to identify and correct.

3.4 They support fatigue management

Drivers’ hours rules exist to help manage fatigue and protect road users.

Tachographs help you and your employer monitor:

• Daily driving limits
• Weekly driving totals
• Fortnightly driving totals
• Break requirements
• Daily rest
• Weekly rest
• Other work that may affect fatigue

The record is not just there to catch people out. It should help you plan a legal and safe working day before the problem appears.

3.5 Operators can analyse the data

Operators can download and review digital tachograph information. This allows them to identify:

• Repeated infringements
• Late breaks
• Excessive driving
• Missing manual entries
• Incorrect mode selection
• Card use issues
• Patterns affecting particular routes or shifts

Under the official operator guidance, driver card data must normally be downloaded at least every 28 days. Vehicle-unit data must normally be downloaded at least every 90 days.

Operators must then analyse the information and take reasonable steps to prevent breaches.

4. Traditional written records compared with tachographs

The key point is that tachographs did not make written records illegal in every situation. They became the required primary recording method for many commercial journeys.

5. Are log books completely banned?

No.

Written or manual records remain relevant in several circumstances.

5.1 GB domestic rules

Some vehicles and journeys operate under the GB domestic drivers’ hours rules rather than the assimilated rules.

For example, certain goods vehicle operations that are exempt from the assimilated rules may require written records on a weekly record sheet. The details depend on the vehicle, its use, the operator licence position and the amount of driving carried out.

Read the GOV.UK guidance on GB domestic rules before deciding which record applies.

5.2 Exemptions

Some vehicles and activities are exempt from the assimilated or AETR rules. In those cases, a tachograph may not be legally required.

You should not assume that an exemption applies simply because a journey is short or the vehicle is lightly loaded. Check the exact conditions.

5.3 Activities away from the vehicle

If you carry out work away from the vehicle, you may need to record it manually.

On a digital or Smart Tachograph, this is normally done using the manual input function. If the equipment cannot be used, you may need a printout or another permitted manual record.

5.4 Tachograph faults or breakdowns

If the tachograph or driver card fails, you must follow the correct fault procedure.

This may include:

• Making printouts
• Adding manual entries
• Recording other work, availability and rest
• Signing the records
• Reporting the fault to the operator
• Arranging repair as soon as possible

Do not simply carry on and hope the missing data sorts itself out. It rarely does.

The exact requirements depend on the circumstances. Use the official GOV.UK tachograph rules and seek competent advice when necessary.

6. Driver checklist: using a digital tachograph correctly

Before and during your shift, check that you:

• Insert your own driver card into the correct slot.
• Never use another driver’s card.
• Confirm the start country and end country.
• Complete manual entries for work carried out away from the vehicle.
• Select the correct mode for other work, availability, breaks and rest.
• Record border crossings where required.
• Check that the tachograph appears to be working correctly.
• Keep sufficient print roll in the vehicle.
• Make printouts and manual entries if the card or tachograph fails.
• Report faults to your employer promptly.
• Keep the required records available for inspection.

Remember that a driver card is personal. You must not lend it to another driver or allow another person to use it.

7. Operator responsibilities

Operators also have important responsibilities. These include:

• Ensuring the tachograph is correctly installed, calibrated and sealed.
• Using an approved tachograph calibration centre.
• Downloading driver card data at least every 28 days.
• Downloading vehicle-unit data at least every 90 days.
• Analysing records for infringements.
• Training drivers in tachograph use and drivers’ hours.
• Scheduling work so the rules can be followed.
• Supplying print roll where required.
• Keeping records available for enforcement inspection.
• Taking reasonable steps to prevent repeated breaches.
• Arranging repairs when equipment is faulty.

The tachograph is not a substitute for proper management. It is one of the main tools that helps you manage compliance.

8. What is Smart Tachograph 2?

Smart Tachograph 2 is the second generation of smart digital tachograph technology.

It can provide additional information, including:

• Automatic border-crossing records
• Location records at relevant points
• Improved security features
• Enhanced enforcement capabilities

Most newly registered in-scope vehicles must use the appropriate tachograph type for their registration date. Separate Smart Tachograph 2 requirements also apply to relevant international operations.

However, not every vehicle has the same deadline or replacement requirement. The answer depends on factors such as:

• Vehicle type
• Vehicle weight
• First registration date
• Whether the vehicle operates internationally
• Whether the work is for hire or reward
• Whether an exemption applies

Check the latest GOV.UK tachograph guidance before fitting or replacing equipment.

9. How Open Road Training can help

Tachograph rules can appear straightforward until you are dealing with mixed vehicle types, manual entries, international journeys, driver cards, Smart Tachograph 2 requirements and an auditor asking why Tuesday’s “rest” happened while the vehicle was travelling at 56 mph.

Open Road Training Ltd provides:

• Tachograph Training
• Driver CPC courses
• Transport compliance training
• Transport Manager training
• Practical support for drivers, operators and transport teams

Our training is designed to help you understand the rules and apply them correctly in real working situations.

View upcoming course dates

You can also contact us:

Open Road Training Ltd
29 Hope Street
Motherwell
ML1 1BS

Telephone: 01698 598 665
Email: info@open-road.org

10. Key points to remember

Tachographs are used instead of traditional log books for many commercial journeys because they provide a more automatic, standardised and verifiable record.

They help record:

• Driving
• Speed
• Distance
• Other work
• Availability
• Breaks
• Rest
• Manual entries and relevant location information

But written records have not disappeared completely.

They can still apply under GB domestic rules, exemptions, tachograph faults and periods away from the vehicle. The correct recording method depends on the vehicle, journey and legal regime.

If you are unsure, do not guess. Check the current official guidance, speak to your operator and make sure you receive suitable Tachograph Training. Getting the record right is much easier than explaining an incomplete one at the roadside.