The new second version of the smart tachograph has been installed as standard in new commercial vehicles weighing 3.5 tons or more since August 2023. And also most vehicles in the existing European fleet have already been retrofitted with devices like the VDO DTCO 4.1 and higher. From July 1, 2026, the tachograph obligation will also apply to a completely new vehicle class: vans and light commercial vehicles. If their maximum permissible weight, including trailers or semi-trailers, exceed 2.5 tons and they are used in cross-border freight transport or cabotage, they will have to record their driving data with tachographs in future.[1] This presents both fleet operators and drivers with completely new tasks and challenges. Find out what these are – and what potential limitations, but also advantages, arise from this new regulation.

 

These obligations will apply to fleets and drivers in future

The tachograph mandate that will apply to vans and light commercial vehicles from 2026 will place a number of fundamental obligations on logistics companies. The tachograph ensures compliance with these legal requirements by recording the driving and rest times of drivers. This not only contributes to safety on the roads, but also to fair payroll accounting for working hours. The central obligations for fleet operators include

  • proper installation and regular inspection of the tachographs in the vehicles,
  • setting a company lock in the smart tachograph with the company card to protect the data stored in the device against unauthorized downloading,
  • planning tours in accordance with the requirements of Regulation (EC) No. 561/2006,
  • accurate recording of driving times, rest periods and working times,
  • regular downloading of tachograph and driver card data to a designated archiving tool,
  • archiving of this data for at least 12 months,
  • raising awareness and training drivers on the proper use of tachographs and
  • compliance with national and international regulations on postings, cabotage and working times.

 

Drivers also have new obligations to fulfill, namely

  • to obtain a valid driver card in advance if they do not already have one,
  • to carry a driver card on which the of tachograph data can be stored,
  • daily recording their driving and rest times, including working hours and breaks,
  • the subsequent manual recording of activities that were not recorded by the tachograph and stored on the driver card,
  • support with the regular download of tachograph and driver card data to a designated archiving tool,
  • the obligation to cooperate with authorities in checking tachograph data,
  • compliance with the statutory driving and rest periods and all other compliance regulations of the EU Mobility Package I with regard to posting and cabotage,
  • regular checks of the tachograph with regard to proper functioning and
  • participation in training courses and other measures to better understand the use of the tachograph.

These measures are crucial in order to comply with the legal regulations.

 

New rules for light commercial vehicles – what else needs to be considered?

In addition to these very specific obligations in connection with the use of the tachograph, more specific questions also arise: What if a vehicle in this class (2.5 to 3.5 tons) is used both nationally and internationally? Do the national journeys also have to be documented with the tachograph? The answer to this question is simple at the moment: No. In this case, the respective national driver regulations apply and we are not currently aware of any European country that forces vans or light commercial vehicles in national transport operations to record their journeys with the tachograph. It is advisable to also familiarize yourself with the relevant national laws, though.

However, if the tachograph is already on board because cross-border transport operations by road are performed, it is still possible to use the device – without it leading to negative consequences during inspections. The tachograph can be set to the "out-of-scope" or "recording equipment not required" status. In this state, the tachograph continues to record the complete data set. However, infringements, such as driving without a valid driver card or exceeding the driving time, are not recorded and the tachograph suppresses the corresponding warning signals. Note: Please be sure to observe the relevant national regulations!

For health and safety reasons, it is highly recommended to consult the regulations of the EU Mobility Package I in national transport logistics as well, which benefits the safety of drivers, among other things.

Some drivers also fear that the tachograph data can be used to subsequently check and punish any speeding violations. A speed limiter is mandatory for vehicles transporting goods with a maximum permissible weight of more than 3.5 tons. For the vehicles concerned, the limit value (V-max) for the corresponding speed is 90 km/h maximum. The workshop personnel set it when installing and subsequently calibrating the tachograph, taking into account the vehicle model and tires, among other things.

For light commercial vehicles and vans with a gross vehicle weight of 2.5 to 3.5 tons, this special speed limit regulation expressly does not apply – workshops should therefore set the V-max to 220 km/h so that the tachograph does not record any speeding. But be careful: digital tachographs such as the VDO DTCO 4.1a or higher still have a speed memory that continuously records the last 24 hours of pure driving time in a grid of seconds. This data can be analyzed after accidents, for example. Naturally, this regulation does not release drivers from complying with the respective national road traffic regulations and local speed limits.

 

Overcoming challenges through early planning

Of course, these numerous new obligations come with a number of challenges for fleet operators and drivers, especially if they are not yet familiar with this technology. From the cost of purchasing and installing tachographs to training drivers, the shift to a new system requires time and resources, which can lead to temporary restrictions in operations.

To ensure a smooth process and quick integration, it is important to plan the retrofitting of tachographs in light commercial vehicles and vans at an early stage. Companies should check in advance which technical adaptations are required in their vehicles and start training their drivers in good time. They should also contact the fleet workshop in time to ensure that the retrofitting does not fail due to full workshop calendars.

By planning ahead, companies can minimize potential bottlenecks and productivity losses. In addition, installing the tachographs early offers the opportunity to prepare for the new requirements and train staff at an appropriate pace.

 

Potential benefits of obligatory tachographs for fleets and drivers

Despite initial challenges, the introduction of mandatory tachographs for light commercial vehicles and vans in cross-border transport logistics offers significant benefits. The accurate recording of driving and rest times not only contributes to compliance with legal regulations, but also to general road safety. The data from the tachograph also enables more efficient planning of routes and operating times.

Improved planning enables fleets to achieve optimum vehicle utilization and reduce empty runs. The trustworthy data from the tachograph can also be used in the administration of tolling charges or for payroll accounting. Furthermore, this data forms a good basis for a trusting and transparent relationship with drivers and customers.

Fleets can further optimize their operations by using fleet management software such as VDO Fleet. The cloud-based platform supports the automated analysis of driver card and mass storage data, provides scorecards for analyzing violations, and enables easy archiving of all relevant information. In combination with the VDO Link – the new plug-and-play telematics solution for the front interface of the tachograph – this data can even be retrieved remotely in real time. This saves time, reduces administrative effort, and improves responsiveness in day-to-day business. The VDO Link is a flexible and cost-effective solution, especially for small and medium-sized companies with mixed or temporary fleets.

We recommend that all logistics companies prepare for the upcoming retrofitting now. This guarantees a successful transition and the positive effects of the tachograph obligation can be used for fleets and drivers.

 

[1] Certain exemptions apply — for example, when vehicles are used for own-account business purposes and driving is not the driver’s primary activity.