10 Common Tachograph Mistakes Lorry Drivers Make

A tachograph is a quiet witness. It does not argue, forget, or take your word for it. When it shows a missing break, a wrong mode, or a manual entry that does not add up, the conversation shifts from “I’m sure I did” to “Can you prove it?” Most tachograph fines do not come from drivers trying to cheat. They come from rushed mornings, assumptions, and small habits repeated until they become an infringement letter. Here are ten common mistakes, and the fixes that keep your records clean.

1. Not checking the mode switch

The mode switch is the simplest control in the cab and the easiest to get wrong. You finish loading, jump in, and drive off with the tachograph still on other work. Or you take a break but leave it on other work because you were answering a phone call. Either way, the record no longer matches the day.

Before you move, glance at the mode. After you stop, change it. If you are not sure whether an activity counts as other work or break, ask yourself: are you free to dispose of your time? If yes, it can be break. If you are still responsible for the vehicle, paperwork, or load, it is other work.

Mistake 1: driving with the wrong mode selected.
Mistake 2: leaving the mode on other work during a genuine break.

2. Rushed manual entries

Manual entries cause more stress than they should. They are also where small errors become expensive. If you put your card in after doing vehicle checks, fuelling, or paperwork, you need to record that time. Guessing is not a record.

What a clean manual entry looks like

1. Check the time on the tachograph and note whether it is showing local time or UTC.
2. Write down what you did before inserting the card, with start and end times.
3. Enter each period using the correct mode: other work, availability, break or rest.
4. Check the total adds up to the time between your last card withdrawal and now.
5. Save the entry, then check the display to confirm it has been accepted.

Mistake 3: recording a rest period when you were actually working.
Mistake 4: mixing up local time and UTC when entering times.

3. Break, rest and POA confusion

Breaks and rest are not the same as waiting. POA, or period of availability, is a narrow tool. It applies when you are not working but waiting for a known period, such as a booked slot or a scheduled ferry. It is not a place to hide loading, paperwork, or an unexpected delay. If the waiting time is unknown, other work is usually the safer record.

Breaks are equally misunderstood. A break is time when you can do what you want. If you are tipping a trailer, helping with curtains, or chasing paperwork, that is other work. If you are sitting in the cab with no duties and can walk away, that can be break.

Mistake 5: using POA for unknown delays.
Mistake 6: logging breaks while still working.

4. Printouts, records and missing signatures

Sometimes the card fails, the unit malfunctions, or you need to make a manual entry on a printout. The printout is not scrap paper. It is part of your record. Sign it, add your name, card number, and the reason for the printout. If you are making manual entries on it, make them clear and keep it with your other records.

Drivers also get caught by not carrying the required records or by leaving printouts loose in the cab. A crumpled printout at the bottom of a bag is hard to produce when asked. Keep them together, in order, and protected.

Mistake 7: unsigned or incomplete printouts.
Mistake 8: not carrying the records you are required to produce.

5. Card handling and end-of-shift habits

Your driver card is personal. Lending it, using the wrong card, or driving without it creates serious problems. So does leaving it in the vehicle when you finish. The card can keep recording, and those records may not reflect what you actually did.

At the end of the shift, do a two-minute check: card out, mode set correctly before withdrawal, printouts signed if needed, and any manual entries completed for the day. If you notice an error later, do not ignore it. Make a manual entry or note as soon as you can, and tell your transport manager.

Mistake 9: leaving the card in the unit or using the wrong card.
Mistake 10: ignoring errors instead of correcting them properly.

6. Ignoring infringements and downloads

Infringement reports are not just paperwork for the office. They show patterns. One missed break may be a bad day. The same missed break every Tuesday is a habit. Read the report, understand the cause, and change the routine. If you do not understand the infringement, ask. A short conversation now is better than a fine later.

Operators have responsibilities to download and review data. Drivers have a part to play by keeping records accurate and responding when something is flagged. If you are unsure how the rules apply to your work, speak to your transport manager or a qualified compliance adviser.

A simple routine that prevents most fines

Tachograph compliance is not about memorising every rule. It is about building a routine that leaves no gaps.

Before you drive: check the mode, check the time, make any manual entry.
During the day: switch modes when the activity changes. If you are working, record other work. If you are free to rest, record break or rest.
At the end: check the day, withdraw your card, store printouts, and note anything unusual.

If you make a mistake, correct it as soon as you can and keep a clear record of why. The tachograph will always tell the story. Your job is to make sure

Photo: Caleb Clark / Pexels