Tachograph – what it is, how it works, what it is for and who must have one
A tachograph is an essential device in road transport that records the driver's working time and other important data. Learn what a digital tachograph is, how it works, what it is…
Agata Świerczek24/03/2026 · 19 min read
This article covers Polish regulations and market practice. The principles apply elsewhere, but check the rules in your country.
The digital tachograph has become a permanent fixture of the modern transport industry. Its purpose, as with the older analogue tachographs, is to record various parameters related to the driver's working time and to the way a vehicle covers a given route. Over the years these devices have evolved into ever more refined and functional recorders, the best example being the second-generation smart digital tachograph.
One thing, however, does not change. A practical understanding of how to operate a digital or analogue tachograph remains a core skill for many professional drivers.
Tachograph – what it is, how it works, what it is for and who must have one? What is a tachograph?
That is why in today's article we take a closer look at various aspects of the tachograph: how the device works, its types and the obligations associated with it. If you are wondering how to make sense of the tachograph, read on!
See how precise telematics with remote download of DDD files from the tachograph works.
A tachograph is a specialist device fitted in lorries, buses and other vehicles designed to carry passengers or goods. The basic purpose of a tachograph is to record the driver's working time, the vehicle's speed and the route travelled. This makes it possible to check whether the driver complies with the rules on driving and rest time. Competent operation of a digital tachograph with a driver card or its analogue equivalent is the key to avoiding penalties from the authorities carrying out inspections.
Analogue, digital and smart tachographs – the basic types of tachograph
The tachograph, which makes it possible to control the driver's working time, is a device that comes in several different forms. In practice there are three basic types of tachograph.
Analogue tachograph – an older model that records data on paper record sheets. It is now used less and less. For this reason many people wonder until when tachographs with discs (record sheets) will be permitted. For vehicles performing international road transport, analogue tachographs can no longer be used – they had to be replaced with second-generation smart tachographs by 28 February 2025 at the latest.
Digital tachograph – an electronic device that records data on the driver card and in the tachograph memory. Electronic tachographs are standard equipment in modern transport.
Second-generation smart tachograph – the latest model, equipped with, among other things, GPS functions and remote data reading.
To stay up to date on which recording device you need to have in the vehicle, it is worth following changes in the regulations governing tachographs.
How does a digital tachograph work?
Wondering how the tachograph in a lorry works? The digital tachograph is integrated with the vehicle and collects information on:
the driver's driving time and breaks,
vehicle speed,
distance travelled,
data from the driver card.
Understanding how to operate a VDO, Stoneridge or other brand of tachograph is therefore the basis for effectively recording vehicle and driver activity data and operating in line with the rules.
The driver card – the key to important data and to using the digital tachograph
Driving with a digital tachograph involves using a special document known as the driver card. What should you know about it? Every driver who uses a digital tachograph has an individual driver card. It is on this card that all activities during work are recorded. The card makes accurate data reading possible, which is essential for both the employer and the enforcement authorities.
Mandatory, regular tachograph data downloads – a legal requirement
Downloading tachograph data is mandatory and must be done regularly, in line with the legal requirements. The data is used to settle drivers' working time and to monitor compliance with the rules on driving and rest time.
What is a tachograph for?
If we had to give a short description of the digital tachograph, we would say that it is a safety and control tool in road transport. Its main objectives are:
ensuring road safety by controlling drivers' working time,
preventing driver fatigue and vehicle overloading,
enabling correct settlement of working time and pay,
facilitating roadside checks and audits by the Road Transport Inspectorate.
For this reason, knowing the rules for using a tachograph is a fundamental part of a professional driver's know-how.
Files archived for 18 months with no download limit – certainty of compliance.
Who must have a tachograph? Under the rules, the obligation to have a tachograph applies to:
lorries with a gross weight above 3.5 tonnes,
buses carrying more than 9 people (including the driver),
vehicles involved in international transport, in accordance with EU regulations and the AETR agreement.
In practice this means that most transport companies and professional drivers must use digital tachographs and ensure data is downloaded correctly.
Tachograph – what it is, how it works, what it is for and who must have one? Summary
The digital tachograph is a key piece of equipment in the transport industry that helps lorries and buses to be driven safely and legally. The digital tachograph and the driver card make precise measurement of working time possible, which improves road safety and simplifies settlements. Every driver and transport company should know the obligations associated with the tachograph and download data regularly.
Traditional downloading of data from driver cards and digital tachograph memory is a demanding process that requires the vehicle to be physically present at base. This area can, however, be significantly streamlined by opting for remote download of driver cards and tachograph memory. To do this, it is worth implementing the comprehensive Navifleet fleet management system, which makes not only the data downloads mentioned above easier, but also driver working time control, fuel control and driving style analysis. Companies that choose to take advantage of what Navifleet offers have the chance to optimise fleet management and ensure their fleet operates in full compliance with the rules.
Want to expand your knowledge of digital tachographs and the settlement of drivers' working time? We encourage you to read other articles available on our blog, such as:
Yes, every professional driver of a vehicle fitted with a digital tachograph should have their own driver card, which is used to record their activity.
How often must tachograph data be downloaded?
Driver card data must be downloaded at least every 28 days, and tachograph memory data every 90 days.
What is the penalty for not having a tachograph or for keeping data incorrectly?
Infringements of the rules can result in financial penalties, the vehicle being detained or even criminal sanctions.
Should every lorry be fitted with a tachograph?
No, not if its GVW does not exceed 3.5 tonnes or if the vehicle is exempt from this obligation under the relevant regulations.
Does a special-purpose vehicle need a tachograph?
Special-purpose vehicles and the tachograph – this issue raises many doubts among drivers who, knowing what a digital tachograph is and what it is for, are not sure whether a special-purpose vehicle, such as a crane, must be driven with a working time recording device switched on. It turns out there is a relatively simple way to determine when driving without a tachograph is allowed for special-purpose vehicles. When:
the vehicle has a GVW above 3.5 tonnes and is fitted not only with, say, a lift, but also a body or load space that allows goods to be carried, it is considered adapted for carrying out transport and therefore a tachograph must be used (unless the driver is exempt from this obligation under the relevant provisions of Regulation (EC) No 561/2006),
the vehicle is not adapted for carrying goods, but only for performing specific work, its driver is not subject to the obligation to use a tachograph.
A tachograph for a van up to 3.5 tonnes – from when will it be mandatory?
From 1 July 2026 it will be mandatory to have a tachograph in a van with a GVW of 2.5 to 3.5 tonnes used for international or cabotage transport for hire or reward. This requirement does not apply to, among others:
vans with a GVW of 2.5 to 3.5 tonnes used only in domestic transport,
vans with a GVW of 2.5 to 3.5 tonnes used for own-account transport (including international).
What do the individual symbols displayed by the tachograph mean?
For the rules of operating a tachograph to be clear, you need to be familiar with the meaning of the pictograms the device displays. Understanding these symbols is key to knowing, for example, how to read a printout from a VDO, Stoneridge or other tachograph, and how to use the device. Tachograph symbols cover various matters, such as:
driver activities – these include rest (a bed), other work (hammers), a crossed square (availability) and a steering wheel (driving time),
operating modes, e.g. operational, control, calibration,
persons, e.g. inspector, driver,
devices or functions, e.g. slot 1, driver card,
other information, e.g. the pictogram for a manual driver entry,
specific conditions, e.g. ferry or train crossing,
qualifiers, e.g. daily, weekly.
Note that the symbols on a tachograph are not necessarily limited to the basic pictograms. The set may be richer depending on the model of the device – to delve into the settings of a digital tachograph, consult its manual.
What does operating a digital tachograph look like step by step?
To record the driver's working time correctly with a tachograph, it must be operated properly. How do you operate a digital tachograph correctly? Operating a digital tachograph with a driver card, e.g. a VDO or Stoneridge, can be illustrated with the following instructions.
1. To switch on the tachograph, turn the key to the "ignition on" position.2. Insert the card into the appropriate tachograph slot.3. Wait for the card to log in to the tachograph. On the device display you may see in turn: a welcome message, local time and UTC time, and the name of the driver card holder.4. Once the card data has been loaded, the date and time of the last removal of the card from the tachograph will be displayed.5. Next, you will be offered the option of making a manual entry – accept it or decline and confirm your decision.6. Before starting work it is sometimes necessary to select the country in which you are starting the journey and to set the correct activity.7. At the end of the working day, remove the card from the tachograph and take it with you.
The digital tachograph and changing vehicles – what to remember?
As far as the accuracy of the information recorded by the digital tachograph is concerned, a driver changing vehicles is not a big problem. Remember, however, to properly record the period between removing the driver card from the first vehicle and logging it in to the second vehicle. This can be done with an appropriate manual entry or a correct annotation on the tachograph printout.
Which tachograph slot should the driver card be inserted into?
The card of the driver who will be driving the vehicle should go into the first slot of the digital tachograph (Slot 1, usually on the left).
Do you have to end the day on the tachograph?
Yes, it is recommended not to delay at the end of work and to end the day on the tachograph. This raises another question: can you end and start the tacho after a rest period if you forgot to end the previous day? In such exceptional situations this is the right solution – wait until the whole rest period has passed, end the day on the tachograph, then start a new one, and only then set off.
Does a manual entry have to be made in the tachograph every day?
It depends. A manual entry must be made in situations where the tachograph did not automatically record data on the driver's activity for certain periods. Manual entries are not necessary when the driver was not driving or when all the information on their activities was correctly recorded automatically by the digital tachograph.
What does a question mark on the tachograph display mean?
Understanding the symbols used by the tachograph is a basic skill for a professional driver. One of the symbols on a digital tachograph is the question mark, which means no manual entry (unknown activity).
Can the card stay in the tachograph all the time?
There is no explicit ban on leaving the card in the digital tachograph. Remember, however, that it is the driver who must ensure that, for example, nobody else drives the vehicle using their card. That is why the safer option is to take the driver card with you when leaving the vehicle to start a daily or weekly rest.
How many work cycles can a driver do in a week?
Work is permitted for a maximum of 6 daily cycles, which include driving time, other work and rest. At the end of the 6th working day (at the latest) a regular weekly rest must begin.
How much does tachograph certification cost?
The cost of tachograph certification depends on several factors, including the type of device, but on average it is an expense of a few hundred PLN.
How to check until when the tachograph certification is valid?
If the tachograph has been certified, it is marked with a seal and a special plaque showing the expiry date of the certification. This dated plaque is often placed, for example, on the tachograph or by the driver's door of the vehicle.
How many hours may the total driving time in two consecutive weeks not exceed?
Many people wonder how many hours you can drive on the tachograph in two consecutive weeks. Under the rules, the driver's fortnightly driving time (in total), counted over two adjacent weeks, may not exceed 90 hours.
When can you drive in OUT mode on the tachograph?
Using OUT mode (out of scope) is possible for, among others, private journeys, trips to a workshop or driving on non-public roads. The recommendations arising from the applicable rules must be followed. Driving in OUT mode in a situation that does not permit it can result in a penalty of up to PLN 2,000 for the driver and up to PLN 5,000 for the haulier.
What is the 1-minute rule in the tachograph?
The 1-minute rule in the digital tachograph means that the device records in its memory the continuous activity that lasted longest during a single clock minute. What does this mean? If in a given minute rest lasted 45 seconds and driving 15 seconds, the device will record that minute in its memory and on the driver card as entirely devoted to rest.
Agata ŚwierczekE-marketing SpecialistAs 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.
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.
