Do I Need a Tachograph? A Guide for Small Business Operators

stuart47304
Jul 8
4 min read

For many small business owners operating vans or lorries, the topic of tachographs can feel confusing, technical, and sometimes a little overwhelming. But if you operate vehicles over a certain weight for commercial purposes, it’s critical to understand whether you need a tachograph—and the consequences if you don’t comply.

In this guide, we’ll demystify tachograph rules and help small business operators understand whether they need one, what type of rules apply, and what to do if they qualify for exemptions.

What Is a Tachograph?

A tachograph is a device fitted to certain commercial vehicles to record driving time, rest periods, breaks, and vehicle speed. It’s primarily used to enforce compliance with driver hours rules that help reduce fatigue and keep roads safe.

There are two main types of tachographs in use:

Analogue tachographs – Older, paper-based charts that record information via stylus on a rotating disc.
Digital tachographs – Introduced in 2006, these record data electronically onto a driver card and internal memory.

Most vehicles that fall under tachograph rules must now be fitted with digital tachographs.

Why Do Tachograph Rules Exist?

Driver fatigue is one of the leading causes of road accidents. To address this, the EU and GB governments introduced laws requiring the use of tachographs to monitor working hours and ensure drivers receive adequate rest.

The tachograph ensures operators and drivers:

Don’t exceed legal driving limits
Take regular breaks and daily rest periods
Avoid excessive working hours

The purpose is safety first—but it’s also a legal requirement that can result in penalties if breached.

Do I Need a Tachograph?

Whether or not you need a tachograph depends on three main factors:

The weight of your vehicle
What you’re using it for
Where you’re driving

Let’s break this down.

1. Vehicle Weight – The 3.5t and 7.5t Rule

If you drive a commercial vehicle or combination of vehicles (such as van + trailer) with a maximum permissible weight over 3.5 tonnes, then you may be required to use a tachograph.

The rule typically applies to:

Goods vehicles over 3.5t (e.g., a 5t van)
Vans towing trailers that push the MAM (Maximum Authorised Mass) over 3.5t
Larger vehicles up to 7.5t or more

🚫 If your vehicle is under 3.5t MAM and not towing, tachograph rules do not apply.

2. Purpose of Use – Commercial vs Non-Commercial

Tachograph rules only apply to vehicles used “for hire or reward” or “in the course of business.”

This includes:

Deliveries of goods (paid or unpaid)
Work-related transport
Any commercial use

They do not apply if the vehicle is used solely for private, non-commercial purposes. For example, a private motorhome or horsebox used for leisure wouldn’t need a tachograph—unless hired out or used in connection with business.

3. Area of Operation – EU vs Domestic Rules

If you operate internationally (cross-border) into EU countries, EU tachograph rules always apply.
If you operate entirely within Great Britain, then GB Domestic Rules or EU Rules may apply depending on vehicle type and use.

GB Domestic Rules are more relaxed but still enforceable.

We'll explain the differences in our upcoming post: “EU vs GB Domestic Driving Rules:

What Applies to Your Operation?”

Common Scenarios for Small Business Operators

✅ Scenario 1: Light Van Under 3.5t

Use: Delivering small goods locally
Vehicle: 3.0t van
Tachograph required? ❌ No

✅ Scenario 2: 7.5t Lorry Used for Business

Use: Delivering goods to customers
Vehicle: 7.5t box lorry
Tachograph required? ✅ Yes

✅ Scenario 3: Van Towing Trailer (MAM 4.0t)

Use: Gardening equipment delivery
Vehicle combo: 3.5t van + 0.5t trailer
Tachograph required? ✅ Yes

✅ Scenario 4: Private Horsebox for Leisure

Use: Weekend riding events
Vehicle: 7.5t horsebox
Tachograph required? ❌ No

What Happens If I Don’t Comply?

Failure to comply with tachograph laws can result in:

Fines (up to £5,000 per offence)
Points on your driving licence
Vehicle prohibition
Operator Licence revocation
DVSA or Police investigations

Even if you don’t use a tachograph, being able to prove exemption is essential.

Tachograph Exemptions: Could You Be Excused?

Some vehicles and uses are legally exempt from tachograph requirements—even if over 3.5t.

Key examples include:

Vehicles used within 100 km radius of base and not the main business activity
Vehicles used by local authorities
Vehicles for agriculture, horticulture, forestry, etc.
Recovery vehicles within certain limits

👉 Full breakdown coming in our next blog: “Tachograph Exemptions Explained: Who’s In, Who’s Out?”

What If I’m an Owner-Operator or Small Fleet?

If you’re a one-man band or running a small fleet, it’s still your responsibility to:

Determine tachograph need
Ensure correct use and maintenance
Download and analyse data
Keep records for up to 12 months

Even without a transport manager, you must remain compliant. Many small businesses outsource compliance checks or use freelance transport managers.

Steps to Take If You Need a Tachograph

✅ Check vehicle specifications (MAM rating, trailer load, combined weight)
✅ Check your operator licence type
✅ Ensure digital tachograph is fitted and calibrated
✅ Apply for driver digital tachograph cards
✅ Train your drivers on proper usage
✅ Establish data download procedures
✅ Schedule regular compliance checks

How to Stay Compliant Without the Headache

You don’t need to spend a fortune. Many small operators:

Use free or low-cost software to download tachograph data
Employ external transport managers part-time
Implement simple processes for manual records and exemptions
Train staff to understand driver hours rules

Keep an eye on upcoming posts where we’ll show how to analyse tachograph data without expensive software, and how to prevent common driver infringements.

Summary Checklist

✅	Task
🔲	Check if your vehicle is over 3.5t (or towing)
🔲	Determine if the vehicle is used for business
🔲	Know your operating radius (e.g., within 100km)
🔲	Identify if any exemptions apply
🔲	Fit a calibrated tachograph if required
🔲	Apply for and issue driver cards
🔲	Keep records and download data regularly

Conclusion

If you’re operating goods vehicles as part of your business—even if you’re a sole trader or running one van—it’s your responsibility to understand tachograph rules. While many small operations may be exempt, it’s vital to confirm your status, maintain evidence, and set up basic compliance procedures.

Need help? Our compliance guides, checklists, and tachograph training can help you stay legal without drowning in red tape.