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How to Keep a Simple but Effective Driver Log

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A Practical Guide for UK Operators — Especially Under GB Domestic Rules


Driver record-keeping is a legal requirement, but that doesn’t mean it has to be complicated. Whether you’re managing a small fleet, operating under GB domestic rules, or looking for an easy way to track working time and duties, a driver logis a simple and powerful tool to stay compliant.


But what should it include? How detailed does it need to be? What records must you keep — and for how long?


This comprehensive guide explains how to keep a driver log that’s simple, effective, and fully compliant with UK transport regulations.



Contents


  1. What Is a Driver Log and Why Does It Matter?

  2. Who Needs to Keep a Driver Log?

  3. The Legal Requirements (GB vs EU Rules)

  4. What Should Be Included in a Driver Log?

  5. How to Structure a Daily Driver Log

  6. Paper vs Digital Logs: Pros and Cons

  7. Sample Driver Log Template

  8. Using Logs Under GB Domestic Rules

  9. Linking Logs to Working Time Regulations

  10. Common Mistakes to Avoid

  11. DVSA and Traffic Commissioner Expectations

  12. How Long Should Driver Logs Be Kept?

  13. Best Practice: Auditing and Supervising Logs

  14. Final Thoughts: Make Driver Logging a Daily Habit



1. What Is a Driver Log and Why Does It Matter?


A driver log is a written or digital record of a driver’s work activities. It provides evidence of:

  • Driving hours

  • Breaks and rest periods

  • Other work (loading, waiting, admin)

  • Start and finish times

  • Total working time each day


Logs are crucial for:

  • Proving compliance with GB or EU drivers’ hours rules

  • Monitoring workload and fatigue

  • Supporting accident and incident investigations

  • Demonstrating due diligence during DVSA inspections



2. Who Needs to Keep a Driver Log?


The answer depends on the type of work and which drivers’ hours rules apply.


Drivers under EU Rules

✅ Use a digital or analogue tachograph

✅ Log driving, breaks, and other work automatically

✅ No need for a manual log, unless completing a manual entry


Drivers under GB Domestic Rules

✅ Must record duty time daily using:

  • A log book (booklet or form), OR

  • Time sheets, OR

  • Digital app/system


Failure to keep accurate logs under GB rules can lead to fines and enforcement action.



3. The Legal Requirements (GB vs EU Rules)

Area

GB Domestic Rules

EU Drivers’ Hours

Driving Limit

10 hrs driving/day

9 hrs (max 10 twice/week)

Duty Limit

11 hrs/day (if driving)

No strict duty limit, but WTD applies

Breaks

30 mins after 5.5 hrs work

45 mins after 4.5 hrs driving

Log Requirement

Yes – daily duty record

Tachograph data required

Even for van drivers under 3.5t who are out of tachograph scope, logs are often required to demonstrate working time compliance.



4. What Should Be Included in a Driver Log?


A compliant log should include:

  • Driver name

  • Date

  • Start and end location

  • Vehicle registration

  • Start time and end time

  • Driving hours

  • Breaks taken

  • Other work (e.g., loading, waiting)

  • Rest period

  • Total hours worked

  • Driver signature


Optional additions:

  • Defect check confirmation

  • Fuel used

  • Mileage recorded

  • Notes on delays or incidents



5. How to Structure a Daily Driver Log


Here’s a simple daily log format:

Time

Activity

Details

06:30

Start Duty

Left depot, checked vehicle

07:00–09:30

Driving

Delivered to Site A

09:30–10:00

Break

30 min rest

10:00–13:00

Driving

Site B and return

13:00–13:30

Other Work

Paperwork and loading

13:30

End Duty

Returned to depot

At the bottom:

  • Total duty time: 7 hrs

  • Driving time: 5 hrs

  • Breaks: 30 mins

  • Signature: ____________



6. Paper vs Digital Logs: Pros and Cons

Format

Pros

Cons

Paper Log Book

Cheap, easy to use, no tech needed

Can be lost or falsified, hard to audit

Excel or Spreadsheet

Flexible, printable, searchable

Requires manual entry and review

Mobile App (e.g. DriverLog, BigChange)

Real-time updates, backups, easy auditing

May require subscription, data training

Choose the method that fits your fleet size and admin capabilities. Even a basic logbook is better than nothing.



7. Sample Driver Log Template


Here's a sample daily driver log layout (can be printed or used in Excel):

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Driver Name: ___________________ Date: ________________

Vehicle Registration: ___________

| Start Time | End Time | Activity. | Notes |

|---------------|---------------|--------------------|---------------------------|

| 06:00 | 06:30 | Vehicle Check | Walkaround complete |

| 06:30 | 09:00 | Driving | Depot to customer site A |

| 09:00 | 09:30 | Break | |

| 09:30 | 12:00 | Driving | Site B and return |

| 12:00 | 12:30 | Other Work | Paperwork, fuel |

| 12:30 | 18:00 | Rest |

| Signature: ___________________



8. Using Logs Under GB Domestic Rules


Drivers must complete a daily duty record if:

  • Driving a vehicle subject to GB domestic rules

  • Performing work in addition to driving

  • Driving more than 4 hours in any day


You must retain these logs for 12 months and be able to show them to DVSA if requested.


Note: If the driver drives fewer than 4 hours in the day and performs no other duties, a log may not be required — but many operators keep one anyway for consistency.



9. Linking Logs to Working Time Regulations


Even when a driver is exempt from EU hours, they may still fall under the Working Time Directive (WTD) if they’re employed (not self-employed).


Track:

  • Total working hours per week (max 60)

  • Average over 17 weeks (max 48 hours/week)

  • Breaks and rest periods

  • Night work limits (if applicable)


Driver logs can be used to calculate these metrics — as long as they’re filled out correctly.



10. Common Mistakes to Avoid


❌ Not completing logs every day

❌ Leaving large gaps in activity with no explanation

❌ Recording total time only (e.g. “worked 10 hours”)

❌ Failing to add breaks or rest

❌ Using inconsistent formats between drivers

❌ Not signing logs or validating them



11. DVSA and Traffic Commissioner Expectations


During inspections, DVSA examiners may ask to see:

  • Driver duty records for GB-rule drivers

  • Supporting evidence (e.g., job sheets, fuel records, GPS data)

  • Records retained for the correct period

  • Evidence logs have been reviewed and signed off


Traffic Commissioners have reprimanded operators for failing to supervise driver records — especially under GB domestic rules where tachographs aren’t used.



12. How Long Should Driver Logs Be Kept?


Minimum: 12 months under GB domestic regulations.


Best practice:

  • 15 months for alignment with financial and training records

  • Digitise and back up logs where possible

  • Store securely in Driver Compliance Files


If using electronic logs, ensure you have export access for DVSA production if requested.



13. Best Practice: Auditing and Supervising Logs


Don’t just collect logs — review them.


✅ Check for:

  • Excessive working hours

  • Missed breaks

  • Inconsistent duty start/finish times

  • Incomplete entries or missing signatures


✅ Supervisors should:

  • Spot-check logs weekly

  • Address any errors with the driver

  • Keep a record of audit actions


Even Restricted Licence holders should maintain oversight, not just trust drivers to “fill it in.”



14. Final Thoughts: Make Driver Logging a Daily Habit


A simple driver log doesn’t just tick a compliance box — it’s your first line of defence against enforcement action, and a valuable insight into your operation’s safety culture.

✅ Keep it simple

✅ Train drivers properly

✅ Check logs regularly

✅ Store records securely

✅ Use logs to guide working time management


A well-kept log tells a story — and when the DVSA comes calling, it’s a story you’ll want to be able to share.

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