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

May 19, 2025

Manual Entries on a Digital Tachograph

Understand Manual Tachograph Entries and Avoid Fines

At Transcom National Training, we specialise in helping HGV, LGV, and PCV drivers meet their legal obligations under UK and EU transport law. In this article, we explain everything you need to know about manual entries on a digital tachograph — including when they are required, how to complete them, and what penalties apply for non-compliance.

This guide is ideal for professional drivers, transport managers, and operator licence holders who want to avoid DVSA penalties and keep accurate tachograph records.

When Are Manual Tachograph Entries Required?

UK and EU law require all professional drivers to maintain a complete and continuous record of their working time and rest periods. When the tachograph card is not inserted, drivers must make manual entries to record:

Rest periods (daily or weekly)
Other work (loading, unloading, vehicle checks, admin duties)
Periods of availability (waiting to drive or be assigned work)
Sick leave or annual leave

Record keeping Requirements:

UK Drivers must keep records for the previous 28 days
EU Drivers must keep records for the previous 56 days

Failure to make manual entries can result in incomplete records and enforcement action.

Fines for Non-Compliance:

Drivers can face fixed penalties of up to £300 per offence for failing to make required manual entries or for submitting incomplete tachograph records.

Operator Licence Holder Responsibilities

Operators are responsible for ensuring that their drivers:

Are trained to use tachographs correctly
Understand when and how to complete manual entries
Are provided with working tachograph equipment, print rolls, and cards
Return all records and tachograph charts for review and storage

Operators must retain tachograph records for at least 12 months. Failure to do so can result in penalties, prosecution, and damage to the Operator Compliance Risk Score (OCRS).

How to Make a Manual Entry on a Digital Tachograph

Manual entries can be made:

Directly on the tachograph unit after inserting your driver card
On the back of a tachograph printout or record sheet with full details and your signature
Using a letter of attestation provided by your employer for rest, holidays, or sick leave

Please note: Diaries, notebooks, or other informal records are not legally acceptable.

Real-World Example: Manual Entries for Part-Time HGV Drivers

Case Study: Emma is a part-time HGV driver who works in a warehouse Monday to Friday and drives professionally on Saturdays.

Compliance Challenge:

Emma must account for her non-driving work to ensure her weekly tachograph record is complete.

Her Solution:

On Saturday, she inserts her driver card and completes a manual entry
She records:
- Monday to Friday: ‘Other Work’ for warehouse shifts
- Overnight: ‘Rest’ periods
If the tachograph was unavailable or malfunctioning, her employer issues a letter of attestation

Result:

Emma’s tachograph record is complete, compliant, and ready for any DVSA inspection.

Tips for Staying Compliant with Tachograph Manual Entry Rules

Complete manual entries before driving
Use the correct activity types (Work, Rest, Availability)
Ensure accuracy with dates and times
Use only accepted formats: tachograph unit, printout, or letter of attestation
Store records securely for audits and inspections

Get Expert Training on Tachograph Rules

Transcom National Training delivers fully online Driver CPC courses covering tachograph use, manual entries, and compliance with UK and EU transport regulations.