Correctly annotating a tachograph printout is something both professional drivers and those who settle working time should be thoroughly familiar with. Why does it play such an important role? A tachograph printout is a document that can save a driver from a fine during an ITD inspection. Provided it is annotated correctly. As a result, knowing how to annotate a tachograph printout properly is fundamental to everyday work in the transport industry.
Wondering what the annotation on a tachograph printout should look like? What it should cover and which mistakes to avoid when writing it? You will find the answers in the rest of this article, where we explain, among other things: how to annotate a tachograph printout correctly, what to include in the annotation and where to put it, and what the most common mistakes drivers make in this area are. We will also present a sample annotation to show what such a note can look like in practice, and answer frequently asked questions, such as how to describe a driver exceeding their driving time.
What is a tachograph printout and when should it be made?
What is a digital tachograph printout? The term refers to a paper record of data on driving time, breaks, rest periods and infringements. When do we make a tachograph printout? It is made, among other situations, in the case of:
- driving without a driver card,
- a tachograph or card failure,
- an infringement of working time rules,
- at the request of an ITD inspector or the police.
Simply producing the paper record is not enough. It also requires a correct annotation on the tachograph printout, signed by the driver. A tachograph printout without an annotation is treated as an infringement.
How to annotate a tachograph printout correctly, step by step?
There are many situations in which knowing how to annotate a printout comes in handy: exceeding working time, breaching driving time, a tachograph failure or driving without a card are just some of them. So let us look at the basic points to bear in mind so that the annotation on the tachograph printout can be a valuable tool in the driver's defence during an inspection.
1. What must the annotation on a tachograph printout contain?
The annotation written on a digital tachograph printout should be clear and consistent with the facts. It must contain:
- the date and time,
- an explanation of the reason for the infringement or the situation,
- a reference to Article 12 of Regulation 561/2006 (if applicable),
- the driver's signature.
What might a sample annotation on a digital tachograph printout look like? Take a look at the example below.
"08.07.2025, 17:45. Driving time extended by 25 min due to a traffic jam after an accident on the A2. Article 12/561/2006 applied. Jan Kowalski."
This concise text illustrates what a correct annotation on a tachograph printout explaining an exceeded driving time can look like.
2. Where to write the annotation on a digital tachograph printout?
You now know the template for an annotation on a digital tachograph printout. The question is: where should it go? The annotation should be written on the back of the printout. It can be written in pen, legibly, preferably in block capitals. The annotation explaining the infringement, e.g. an exceeded driving time, will then be an acceptable source of information during any inspection.
3. What if the driver forgot to annotate the printout?
If a tachograph printout has no annotation setting out the reasons and circumstances of, for example, an exceeded working time, the driver may be penalised by the inspecting authority. That is why it is worth getting into the habit of annotating printouts as soon as they are made.
When can Article 12 not be relied on when annotating a tachograph printout?
When it comes to annotating a tachograph printout, the Mobility Package and the changes it introduced to the rules often raise plenty of doubts among drivers. The main one concerns when Article 12 of Regulation 561/2006 cannot be relied on when annotating a tachograph printout. Why is this particular provision so important when we consider annotating a tachograph printout correctly?
Article 12 of Regulation 561/2006 allows the driver to depart from the working time rules in order, among other things, to reach a safe stopping place or base, provided this does not jeopardise road safety and the situation is exceptional. Importantly, a driver relying on this provision must annotate the printout justifying the exceeded driving time no later than on arrival at the destination or a suitable stopping place.
When will an annotation of exceeded driving time based on Article 12 not apply? Article 12 cannot be relied on when:
- the infringements are regular or planned,
- the driver has not justified the departure in writing,
- the excess results from route planning errors.
Annotating a tachograph printout – the most common mistakes
When a driver exceeds their working time or otherwise breaches the rules, knowing how to annotate the printout and which mistakes to avoid proves invaluable. The most common mistakes that can reduce the "effectiveness" of the annotation in the inspector's eyes to zero include:
- no date or signature,
- illegible handwriting,
- a vague explanation such as "delay" – no detailed, credible description of the situation and the reasons for the infringement,
- no reference to the regulations (where required).
How to annotate a tachograph printout? Summary
A correct annotation on a tachograph printout is not a formality, but the driver's protection during an inspection. It is worth knowing the basic rules, avoiding the most common mistakes and acting as soon as the printout is made. It saves time, stress and money.
If you settle drivers' working time, remind them of the need to annotate tachograph printouts. And if you are a driver – always keep a pen to hand and write down what happened. Briefly, factually and truthfully.
Knowing the rules for annotating tachograph printouts correctly is not the only thing that can help protect you from unpleasant sanctions in the event of an inspection. Valuable support in achieving this goal is the comprehensive Navifleet fleet management system and the features it offers, such as remote download of driver cards and tachograph memory and driver working time control. For organisations that want to take fleet management and monitoring of the fleet's condition to a higher level, implementing Navifleet software is a step worth taking.
Interested in tachographs and the settlement of drivers' working time? Expand your knowledge with other articles on our blog:
- A new era of tachographs: replacement, key deadlines and the most important changes
- How to streamline the settlement of drivers' working time? A guide to remote tachograph data download
- Tachographs in vans – what you need to know about the new rules
Agata Świerczek
E-marketing Specialist
As a UX/UI design specialist I combine creativity with precise communication. I design intuitive interfaces and engaging digital content, and I write product copy and blog articles that hold attention and support business goals.
