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Manual Entries on a Digital Tachograph: Legal Requirements and Best Practices for UK Drivers

Manual Entries on a Digital Tachograph

Understand Manual Tachograph Entries and Avoid Fines

Last updated: February 2026

At Transcom National Training, we help HGV, LGV, and PCV drivers meet their legal obligations under UK and EU transport law.

Legal update: With effect from 20 August 2020, drivers must ensure all “other work” is recorded to maintain a complete and continuous tachograph record.

Official guidance: Government guidance on recording other work is available via

Recording of Other Work – GOV.UK
.

This article explains when manual entries are required, how to complete them properly, and what penalties apply for non-compliance.

When Are Manual Tachograph Entries Required?

If your driver card is not inserted, you must manually record:

  • Rest periods
  • Other work (warehouse duties, loading, admin, vehicle checks)
  • Periods of availability
  • Annual or sick leave

Record Carrying Requirements

  • UK drivers: previous 28 days
  • EU drivers: previous 56 days

Penalties

Failure to make required manual entries can result in fixed penalties of up to £300 per offence.

DVSA Example: Recording Other Work

A driver works in a warehouse Monday to Friday and drives an HGV on Saturday.

The warehouse work is legally classed as Other Work even though no tachograph was required.

Required Action

  • Insert driver card before driving Saturday
  • Complete a manual entry covering Monday to Friday
  • Record warehouse shifts as “Other Work”
  • Record overnight periods as “Rest”
Quick Compliance Check

  • Did you work without your driver card inserted?
  • Was it professional or paid employment?
  • Are there gaps in your tachograph record?

If yes, a manual entry is required before driving.

Common Manual Entry Mistakes

  • Recording rest instead of work
  • Leaving gaps between activities
  • Failing to record secondary employment
  • Incorrect times or dates

What Happens If You Are Stopped by DVSA?

  • Officers check for missing activity periods
  • They review mode selection accuracy
  • Repeated errors may lead to further investigation

Operator Responsibilities

  • Train drivers correctly
  • Retain records for 12 months
  • Monitor compliance regularly

Improve Your Tachograph Compliance

Manual entry errors are one of the most common enforcement triggers discussed in our CPC sessions.

Our live online
Driver Compliance Essentials: Tachographs, Drivers’ Hours & Legal Duties course covers:

  • Manual entry step-by-step
  • Recording other work correctly
  • Drivers’ hours rules
  • DVSA roadside inspection expectations

View Tachograph CPC Module
View All Driver CPC Courses

£45 inc VAT | Live Online | Same-Day Upload

Frequently Asked Questions

Is a manual entry required if I forget my driver card?

Yes. You must complete the missing activity period before driving.

Can I use a notebook instead?

No. Only tachograph entries, signed printouts, or letters of attestation are legally acceptable.

How many days must I account for?

UK: 28 days. EU: 56 days.

What is the fine?

Up to £300 per offence for incomplete records.

Tachograph Manual Entry

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