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Analogue tachograph recordings are made by a stylus cutting traces into a wax-coated chart. Three separate styluses mark recordings of:

• speed
• distance travelled
• the drivers activity (known as the mode)

The inner part of the chart is used by the driver to write details of their name, location of start of journey, end location, date and odometer readings.

The reverse of a tachograph chart normally contains an area for recording manual entries and details of other vehicles driven during the period covered.

Charts and records

Drivers are responsible for operating the tachograph correctly in order to record their activities accurately and fully. Specifically, drivers must:

• verify, before using the tachograph, that it is correctly calibrated via the attached plaques and ensure that the time displayed is set to the official time of the country in which the vehicle is registered
• ensure that the correct type of chart is being used for the specific model of tachograph in use
• carry enough charts for the whole journey, including spare charts in case any become damaged or dirty
• enter centrefield details at the first use of the chart, when changing vehicles and when completing the use of the chart (see Centrefield entries section)
• correctly operate the mode switch in order to record their activities accurately see Common rules
• use a second chart if a chart is damaged while in use and attach this one to the first chart on completion - there are other occasions when use of a second chart in a 24-hour period is unavoidable, namely when a driver changes to a vehicle with an incompatible tachograph to the chart in use or they change vehicle so many times that all the details cannot be accommodated on one chart
• make manual entries on the chart in respect of their activities away from the vehicle (see Manual entries section), where the rules have been departed from for an unforeseen event, or to correct a recording
• make manual entries when the equipment malfunctions and report any such malfunctions to the operator
• not use a chart to cover a period longer than 24 hours
• not remove the chart from the tachograph before the end of their duty period unless authorised to do so. The rules do not specify who can authorise removal of the chart, but cases where charts can be removed include:
  • a change of vehicle
  • swapping charts or cards on multi-manned journeys
  • to make manual entries in the event of an emergency, tachograph malfunction etc
• return used charts to the operator within 42 days. This requirement must be complied with even when a driver changes employer
• be able to produce at the roadside:
  • charts and any legally required manual records for the current day and the previous 28 calendar days
  • the drivers card if they hold one see Digital tachographs
• permit a DVSA examiner or police officer to examine the tachograph and inspect charts

Centrefield entries

A driver is required to enter the following information on the centrefield of a tachograph chart that they are using to record their activities:

• surname and first name (the law does not stipulate which order the names are put in but employers may have a policy on this)
• the date and place (nearest town or city is required) where the use of the chart begins and ends. The year may be written in full or abbreviated so both 2020 and 20 are acceptable - if the start and finish places are the same, both must be written on the chart ditto marks are not acceptable
• the registration number(s) of vehicle(s) driven (which should be entered before departing on a new vehicle)
• the time at which any change of vehicle takes place
• the odometer readings:
  • at the start of the first journey
  • at the end of the last journey
  • at the time of any change of vehicle, recording the readings from both vehicles

Note that the total km field does not have to be completed.

It is not acceptable for written entries to extend outside the centrefield area if they might interfere with chart recordings. If, for example, the drivers name or a place name is so long it must be abbreviated in order to avoid any possible interference with the recordings, the full name should be noted on the reverse of the chart.

Tachograph charts are required to provide space on their reverse side for the driver to manually record the additional information that is required in connection with changes of vehicles (see example under Manual entries below).

Manual entries

Drivers must produce a record of their whole daily working period. So when drivers are unable to operate the tachograph, have not been allocated a vehicle, or are working away from the vehicle and have had to remove their tachograph chart, they must manually record their activities on the chart.

Manual entries may also be needed at other times for example, if the tachograph develops a fault, or in the event of an emergency see Unforeseen events. Employers may also ask drivers to indicate on a chart where their duty (or rest) begins and ends, so that they can ensure that a full record has been submitted.

Most analogue charts have a specified place to make manual entries (usually on the reverse) however, manual entries can be made anywhere on the chart provided that they are clear and do not obliterate other recordings.

The following are examples of manual records.

This is an example of manual entries made on the rear of a tachograph chart of a driver who started their day at 06.00 with an hours work doing other duties away from their vehicle. They also finished their day with an hour of other work away from their vehicle and has indicated both the end and the start of a daily rest period. Their activities while with the vehicle are recorded by the tachograph on the other side of the chart once it has been inserted.

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