Tachographs in vans – what you need to know about the new rules
From 1 July 2026, vans over 2.5 t in international transport must have tachographs. See who is affected by the changes and how to prepare.
Agata Świerczek19/01/2026 · 20 min read
This article covers Polish regulations and market practice. The principles apply elsewhere, but check the rules in your country.
From 1 July 2026, the obligation to fit tachographs will also cover light commercial vehicles with a gross vehicle weight (GVW) above 2.5 tonnes used in international transport for hire or reward. This applies both to the carriage of goods and of passengers (vans adapted to carry more than 9 people) and stems from EU legislation – the Mobility Package. In Poland, domestic transport in vans with a GVW of up to 3.5 tonnes, whether goods or passengers are carried, does not require a tachograph. Check below when one has to be installed, what the exceptions are and what a driver needs to know to avoid penalties.
Tachographs in vans – what you need to know about the new rules
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A tachograph is a device that records data on the driver's working time, vehicle speed and other driving parameters. Its main purpose is to enforce the rules on driver working and rest time and to ensure road safety. The current model is the G2V2 – a second-generation smart tachograph that lets enforcement authorities check data remotely, without stopping the vehicle.
A tachograph in a van – do you need one?
Tachographs only have to be fitted when the van is used to carry goods or passengers for hire or reward. If someone is driving privately – for example a campervan – the obligation does not apply. Because the rules cover different situations, it is worth breaking them down into three main cases:
1. GVW above 2.5 tonnes – but not always...
Under the Mobility Package, from 1 July 2026 tachographs will be mandatory for vans (category N1 vehicles, e.g. delivery vans) if:
the GVW (gross vehicle weight) exceeds 2.5 tonnes,
the vehicle is used in international or cabotage operations (i.e. carries goods within a country other than the one in which it is registered),
it is used for hire or reward.
2. Van and trailer – a combination subject to the tachograph obligation
If the van itself has a GVW of, say, 2.2 tonnes but tows a trailer and the combined GVW exceeds 2.5 tonnes, the combination is also subject to the tachograph obligation.
3. Electric and alternatively fuelled vehicles
Electric vehicles and those running on alternative fuels (e.g. gas, hydrogen) are usually heavier than conventional models – mainly because of the weight of the batteries or fuel tanks. For such a vehicle's payload to be comparable with conventionally fuelled vehicles, its gross vehicle weight has to be higher than the standard 3.5 tonnes. That is why the legislator allowed their GVW to be 4.25 t – without the need for a different driving licence category.
What requirements must the driver of a van with a tachograph meet?
Drivers of vehicles fitted with a tachograph must meet the following requirements:
1. Driver card
The driver must hold a driver card:
issued by PWPW (the Polish Security Printing Works), costing around PLN 150–200, valid for a maximum of 5 years but no longer than the driving licence,
mandatory for recording working time.
Driving without a driver card carries a penalty of up to PLN 2,000 for the driver and up to PLN 10,000 for the haulier.
2. Tachograph training
The driver must be trained by the haulier and know how the tachograph works:
selecting modes (driving, work, rest),
reading data and responding to errors.
Lack of knowledge can result in penalties – e.g. PLN 500–2,000 for incorrect use.
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From 1 July 2026, drivers of vans with a GVW of 2.5–3.5 t in international and cabotage transport will be subject to the same driving and rest time rules as lorry drivers:
maximum driving time: 9 h a day (up to 10 h twice a week),
break: 45 minutes after 4.5 h of driving (may be split into 15 + 30 minutes),
daily rest: min. 11 h (may be split into 3 + 9 h; may be reduced to 9 h at most 3 times a week),
weekly rest: min. 45 h (may be reduced to 24 h once every two weeks, but must be compensated within 3 weeks).
Infringements of the working time rules for van drivers (concerning, among other things, maximum driving time and the required breaks and rest periods) can result in fines of PLN 500 to 2,000, depending on the type and scale of the infringement. For example:
exceeding the daily driving time – a fine of PLN 500–2,000,
failing to take the required break – a fine of around PLN 1,000,
reducing the daily rest without justification – a fine of up to PLN 2,000.
Penalties can be imposed on both the driver and the transport company.
What the driver of a van over 2.5 t in international transport must have
If the vehicle requires a tachograph (i.e. from 2026 in international and cabotage transport), the driver must:
hold a driving licence of the appropriate category (e.g. B or B+E for a trailer),
have a driver card for operating the tachograph (a driver card is an individual digital tachograph card that records working, driving and rest time. Applications are submitted to the Polish Security Printing Works (PWPW). It costs around PLN 150–200),
carry a certified copy of the Community licence (a document confirming that the company is entitled to perform international transport),
have tachograph data for the last 56 days.
Documents for inspections
To sum up the matter of documents, drivers and hauliers must be prepared for roadside checks, which may cover the following documents:
driving licence – the driver should hold a category B licence (possibly with code 96 for combinations up to 4.25 t, which are treated as "special vehicles", e.g. with a trailer),
driver card – mandatory if a tachograph is required,
certified copy of the Community licence – applies to hauliers performing international transport with vehicles of 2.5 to 3.5 t GVW,
certificate of good conduct (this certificate is required of the haulier, but only for the persons responsible for transport management, e.g. those who hold the road haulage licence. It is not necessary for the driver unless they run a business as a haulier),
tachograph data – for the last 56 days, which may be checked by the ITD.
How to prepare your vehicles for the changes?
Preparing for the new rules requires a few steps you need to take to ensure compliance:
Check the GVW of your vans and the nature of your operations.
Make sure whether you need a tachograph.
Install a G2V2 tachograph.
Obtain driver cards.
Plan a system for downloading and archiving data.
Train your drivers.
Summary
The new rules introduce significant changes for owners and drivers of vans used in international transport for hire or reward. From 1 July 2026, the obligation to fit tachographs will cover vehicles with a GVW above 2.5 tonnes. This also applies to combinations with a trailer if their combined weight exceeds this threshold. The key distinction is whether the vehicle is used for hire or reward and whether it travels outside the country. To avoid penalties and problems during inspections, hauliers must check which vehicles fall under the new rules, install a G2V2 tachograph, obtain driver cards and train staff, and implement a system for archiving tachograph data. It is worth preparing for the changes now – that way your company will avoid stress, unnecessary expense and downtime.
Files archived for 18 months with no download limit – certainty of compliance.
The changes introduced by the Mobility Package mean that the question of whether a van can go without a tachograph is coming back with renewed force. It turns out that from 1 July 2026 this option will be significantly restricted. By then, tachographs must be fitted in vans whose gross vehicle weight (GVW) exceeds 2.5 tonnes and which are used for international or cabotage transport for hire or reward.
A reasonable question at this point is: when is a tachograph not required in a van up to 3.5 tonnes? The Mobility Package does not impose such an obligation on, among others, vehicles:
used for hire or reward exclusively in domestic transport,
used for private purposes (a tachograph in a private van is not mandatory under these rules).
So, to determine whether a van driver needs a tachograph, you need to establish for what purpose and on which routes the vehicle will be used.
When is a tachograph mandatory in a van with a trailer?
Given the rules introduced by the Mobility Package, from 1 July 2026 a tachograph in a van with a trailer is essential equipment if:
the combined GVW (van plus trailer) exceeds 2.5 tonnes,
the van + trailer combination is used to carry goods in international road transport or cabotage.
As you can see, the conditions above make no mention of domestic transport. It is worth looking, however, at how mandatory tachographs in vans with trailers are regulated within Poland. In most cases, van and trailer combinations travelling in Poland whose combined GVW exceeds 3.5 tonnes must be fitted with a tachograph. There are, however, certain specific situations in which there is no such obligation – for example:
vehicles and vehicle combinations with a GVW not exceeding 7.5 tonnes used to carry materials, equipment or machinery for the driver's use in the course of their work,
vehicles and vehicle combinations with a GVW not exceeding 7.5 tonnes used to deliver goods produced by craft methods, provided that the delivery takes place within a 100 km radius of the company's base, driving such vehicles is not the driver's main activity and the transport is not carried out for hire or reward,
vehicles and vehicle combinations with a GVW not exceeding 7.5 tonnes used for the non-commercial carriage of goods.
To sum up: does a van with a car trailer need a tachograph? It depends on the combined GVW of the combination and the nature of the transport, the territory in which it takes place and the type of route (including the distance from base).
Tachographs in vans up to 3.5 t: from when will they be mandatory?
When do tachographs come in for vans up to 3.5 t? Many companies that want to make the right investments before the statutory deadline are facing this question. It turns out that mandatory tachographs in vans up to 3.5 tonnes will become a reality in international road transport from 1 July 2026.
Bear in mind that there are cases in which you do not need a tachograph in your van with a GVW of 2.5 to 3.5 tonnes. Which vehicles are exempt from the tachograph? Under the rules, a tachograph is not mandatory in, among others, a private van that is not used for work for hire or reward. This means that there is no need, for example, to fit a tacho in campervans used for tourism.
There is also no need to worry about when tachographs come in for vans when, for example:
the vans with a GVW of 2.5 to 3.5 tonnes are used exclusively in domestic transport,
the vans with a GVW of 2.5 to 3.5 tonnes are used for own-account transport (including international).
As you can see, the information on when tachographs in vans up to 3.5 tonnes become mandatory should be of interest above all to companies engaged in international transport for hire or reward.
As a result of the changes introduced by the Mobility Package, have tachographs become mandatory in vans up to 3.5 t performing domestic transport?
When considering what happens next with vans, note that the change introduced from 1 July 2026 does not apply to domestic transport. In that case, a van without a tachograph will remain permitted. The questions of when a tachograph in a van becomes mandatory and how to meet that obligation should concern above all those using vehicles with a GVW of 2.5 to 3.5 t for international and cabotage transport.
What are the working time rules for a driver of a van up to 3.5 tonnes affected by the Mobility Package changes?
Along with the news about when tachographs in vans with a GVW of 2.5 to 3.5 tonnes in international and cabotage transport become mandatory came the information that drivers of such vans will become subject to strict rules on driving and rest time. That is indeed the case – they will be subject to the same rules as lorry drivers. This means complying with rules such as:
the maximum driving time is 9 hours a day, which may be extended to 10 hours at most twice a week,
the weekly driving time may not exceed 56 hours,
the total driving time in any two consecutive weeks may not exceed 90 hours,
a mandatory 45-minute break after 4.5 hours of driving – the break may be split into two parts of 15 and 30 minutes,
a mandatory daily rest of at least 11 hours, which may be split into two periods of 3 and 9 hours (the daily rest may be reduced to 9 hours at most three times a week),
a mandatory weekly rest of at least 45 hours – although it may be reduced to 24 hours once every two weeks, this must be compensated within three weeks.
Failure to comply with the working time rules for a driver of a van with a GVW of 2.5 to 3.5 tonnes in international and cabotage transport will result in fines, the amount of which depends on the nature of the infringement.
How to prepare for the need to use tachographs in vans?
Having learnt the facts about tachographs in vans up to 3.5 t: from when their use will be mandatory, which tachographs meet the latest requirements and who is obliged to have a recording device in the vehicle, the haulier should adapt appropriately to the upcoming changes. What steps are worth taking?
Given the basic fact about tachos in vans: when they become mandatory (1 July 2026), it is worth taking preparatory action in the company in advance, including:
identifying the vehicles in which second-generation smart tachographs (G2V2) must be fitted, then purchasing the recording devices, installing and calibrating them,
applying to PWPW for a company card and driver cards for the drivers who will be responsible for driving the vehicles covered by the new tachograph obligation,
training drivers in using the tachograph and driver cards,
training drivers and those responsible for route planning in the applicable rules governing working time, driving time and rest periods,
designing a well-thought-out process for timely downloading and correct archiving of data from driver cards and tachograph memory – a proven way to optimise it is remote download of driver cards and tachograph memory, one of the features of the comprehensive Navifleet fleet management system,
planning the processes for recording and settling drivers' working time in the same way as is currently done for drivers of vehicles with a GVW above 3.5 t.
As you can see, learning about the new development of tachographs in vans up to 3.5 t: from when they must be used, in which vehicles and with what consequences, is only the first of many tasks awaiting hauliers. Introducing tachographs in vans properly requires longer preparation, so it is not worth leaving it "to the last minute".
Which tachographs for vans should a haulier choose to meet the legal requirements?
The rules introduced by the Mobility Package have given hauliers and drivers plenty to think about. Transport industry representatives are considering many issues related to tachographs in vans: from when they will be mandatory, whether a van with a car trailer needs a tachograph, or which type of device the rules require.
The answer to the last question is simple. In vans of 2.5 to 3.5 tonnes used for international carriage of goods or passengers for hire or reward, only the latest generation of smart devices (the latest G2V2 tachographs) may be used.
Being aware of the basic fact about tachos in vans: from when they become mandatory (from 1 July 2026), it is worth planning the purchase and installation of recording devices in your vehicles in advance.
How much does a smart tachograph for a van up to 3.5 tonnes GVW cost?
Ever since a tachograph in a van stopped being a distant prospect and became a near-term necessity, many hauliers have started asking how much buying one will cost. How much does fitting a tachograph in a van cost? Currently, the price of a G2V2 smart tachograph is in the range from just over PLN 3,000 to around PLN 5,500. This covers installation of the device in a single vehicle. Bear in mind, however, that the cost of a tachograph for a van may change over time.
Knowing the key fact about tachographs in vans – from when the obligation to have such a device applies (from 1 July 2026) – you can prepare in advance for investing in the necessary equipment. This will avoid a situation in which the company's finances are heavily burdened by a sudden, large expense.
Can tachographs in vans be read remotely?
Yes, the mandatory tachographs in vans of 2.5 to 3.5 tonnes used for hire or reward in international or cabotage transport – second-generation G2V2 smart tachographs – can be downloaded remotely. To make remote download of driver cards and tachograph memory possible, a telematics system such as Navifleet is used, together with the appropriate equipment installed in the vehicles – a GPS tracker and a TMR (Tacho Memory Reader) module. By opting for remote download of driver card and tachograph memory data, one of the features offered by Navifleet, you can secure a range of benefits, including time savings and certainty that the mandatory deadlines are met.
Where can I find out more about the new tachos in vans and other vehicles?
You already know from when tachographs in vans in Poland, or more precisely in vehicles with a GVW of 2.5 to 3.5 tonnes, will be mandatory (as a reminder: from 1 July 2026) and which cases the requirement will apply to, but want to learn more about these devices and their capabilities? Then we encourage you to read the other articles on our blog, where we write more about this subject. Our articles also cover many other issues that may interest those wishing to improve fleet management in their company or to use GPS tracking in it.
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.
