The Tachograph Becomes Mandatory for Certain Vans of up to 3.5 Tonnes

Starting from 1 July 2026, the obligation to use a tachograph has been extended to a new category of light commercial vehicles. The change mainly concerns operators carrying out international goods transport or cabotage operations with vans and vehicle combinations whose maximum authorised mass exceeds 2.5 tonnes.

It is important to clarify that the tachograph does not become mandatory for absolutely all 3.5-tonne vans. The application of this obligation depends on the maximum authorised mass of the vehicle or vehicle combination, the type of transport carried out and any exemptions provided for by law.

What Is a Tachograph and What Information Does It Record?

A tachograph is a device used to record the activity of the driver and the vehicle. It monitors driving time, breaks, rest periods, other professional activities, availability, speed and distance travelled.

The purpose of the tachograph is to verify compliance with legal driving and rest times, prevent driver fatigue, improve road safety and ensure fair competition between transport operators. Smart tachographs can also record certain positioning data using the GNSS system.

What Changes for Vans of up to 3.5 Tonnes?

From 1 July 2026, the European rules concerning driving times and the use of tachographs also apply to vehicles or vehicle combinations with a maximum authorised mass exceeding 2.5 tonnes but not exceeding 3.5 tonnes when they carry out:

• international road transport of goods;

• cabotage operations in another country;

• commercial transport of goods for hire or reward, under the conditions laid down by European legislation.

Therefore, a van with a maximum authorised mass of 3.5 tonnes used exclusively for national transport does not automatically fall under this new European obligation. However, if the same vehicle carries out international goods transport, the requirement to install a second-generation smart tachograph and comply with the rules on driving and rest times must be checked.

When calculating the mass, the maximum authorised mass of the entire vehicle combination must be taken into account. Therefore, a van that weighs less than 2.5 tonnes on its own may fall within the scope of the rules if it tows a trailer and the combined maximum authorised mass exceeds this threshold.

The Main Categories of Vehicles for Which the Tachograph Is Mandatory

Vehicles and Vehicle Combinations Over 3.5 Tonnes Used for Goods Transport

In principle, a tachograph is mandatory for vehicles intended for the road transport of goods whose maximum authorised mass, including any trailer or semi-trailer, exceeds 3.5 tonnes.

This category includes trucks, heavy vans, tractor units with semi-trailers and other vehicle combinations used for transporting goods. The obligation may apply both to transport for hire or reward and to own-account transport if no legal exemption applies.

Vans and Vehicle Combinations Over 2.5 Tonnes Used Internationally

From 1 July 2026, the tachograph is also mandatory for light commercial vehicles or vehicle combinations with a maximum authorised mass exceeding 2.5 tonnes and not exceeding 3.5 tonnes when they carry out international goods transport or cabotage.

This category may include vans, delivery vehicles, vans with trailers and other light commercial vehicles used for cross-border deliveries or transport.

Buses, Coaches and Other Passenger Transport Vehicles

In principle, the tachograph is mandatory for vehicles constructed or adapted to carry more than nine people, including the driver. This mainly includes coaches, buses and minibuses exceeding this capacity and operating passenger transport services that fall within the scope of European regulations.

Regular passenger transport services on routes not exceeding 50 km are exempt from the general European rules and are subject to special record-keeping rules and any applicable national provisions.

Are There Exemptions From the Obligation to Use a Tachograph?

Yes. European regulations provide for a number of exemptions, some of which may be supplemented by derogations applied at national level. Exempted vehicles or those subject to a different regime may include:

• vehicles with a maximum authorised speed not exceeding 40 km/h;

• vehicles used by the armed forces, civil defence services, fire services and law enforcement agencies, under the conditions provided by law;

• vehicles used in emergencies or rescue operations;

• specialised medical vehicles;

• specialised breakdown vehicles operating within a radius of no more than 100 km from their base;

• vehicles undergoing road tests, repairs or technical trials and new or rebuilt vehicles that have not yet been put into service;

• vehicles or vehicle combinations of up to 7.5 tonnes used for the non-commercial carriage of goods;

• historic vehicles used for non-commercial transport;

• certain agricultural, forestry, road maintenance or public service vehicles, within the limits and under the conditions established by law.

An important exemption for vehicles between 2.5 and 3.5 tonnes may apply to own-account transport of materials, equipment or machinery required by the driver to carry out their profession, provided that driving does not constitute the driver’s main activity and all legal conditions are met.

The existence of an exemption must be checked for each specific activity. The vehicle’s mass, the trailer, the distance travelled, the nature of the goods, the commercial nature of the transport and whether the route is national or international may change the legal classification.

What Type of Tachograph Must Be Installed in Vans Covered by the New Rules?

Light commercial vehicles that fall under the obligation from 1 July 2026 must be equipped with a second-generation smart tachograph in accordance with the applicable European requirements.

The installation must be carried out by an authorised workshop. In addition to installing the device, the operator must ensure that the driver holds a valid tachograph card, that the data is downloaded and archived within the legal deadlines and that the rules concerning driving, breaks and rest are observed.

Why Must Tachograph Paper Be Kept in the Vehicle?

The digital tachograph stores information electronically, but its integrated printer is used to print reports, activities and recorded events. Printouts may be required during an inspection, in the event of a lost or defective driver card, a device error or when the driver needs to add explanations and information manually.

For this reason, the vehicle must carry enough compatible paper to produce the necessary printouts. It is recommended to keep spare rolls in the cab, in a place protected from moisture, extreme temperatures and direct sunlight.

Digital Tachograph Paper Rolls Available in a Set of 3

For vehicles equipped with digital tachographs, Cridem offers a set of 3 digital tachograph paper rolls.

Each roll is 8 metres long and is made of thermal paper resistant to chemicals, UV light, moisture and temperature. The set can be used with all digital tachographs and is compatible with the following models:

• Continental AG DTCO 1381 – e1 84;

• Actia SmarTach STD – e2 25;

• Actia SmarTach ADR – e2 29;

• Actia SmarTach STD II – e2 30;

• Stoneridge SE5000 – e5 0002;

• EFCON EFAS-3 – e1 200;

• Intellic EFAS-4.0 – e1 222.

The pack of three rolls allows spare consumables to be kept in the vehicle so that the tachograph printer can be used whenever necessary.

How Can Transport Operators Prepare for the New Obligations?

Operators using vans for international transport must check the maximum authorised mass stated in each vehicle’s documents, as well as the maximum authorised mass of the vehicle combination when a trailer is used.

The type of transport must also be analysed, the installation of the smart tachograph must be scheduled at an authorised workshop and the necessary driver and company cards must be obtained. Drivers must be trained to use the device correctly, make manual entries, select activities and produce printouts.

Preparing the vehicle must also include the necessary consumables. Keeping a set of paper rolls in the cab can prevent situations where a requested printout cannot be produced during an inspection.

Frequently Asked Questions About the Mandatory Use of Tachographs

Is a Tachograph Mandatory for All 3.5-Tonne Vans?

No. From 1 July 2026, the European obligation mainly applies to vehicles and vehicle combinations exceeding 2.5 tonnes that are used for international goods transport or cabotage. For transport carried out exclusively within one country, the applicable legislation and the specific activity must be checked.

Is the Weight of the Trailer Taken Into Account?

Yes. To determine the applicable classification, the maximum authorised mass of the vehicle must be added to the maximum authorised mass of the trailer or semi-trailer. The calculation is not based solely on the vehicle’s actual weight at the time of the inspection.

Is the Tachograph Mandatory for Own-Account Transport?

For vehicles over 3.5 tonnes, own-account transport may fall under the general rules. Certain exemptions exist for vehicles between 2.5 and 3.5 tonnes, but only if all the conditions established by the regulation are met.

Must Minibuses Be Equipped With a Tachograph?

In principle, yes, if they are constructed or adapted to carry more than nine people, including the driver, and operate a service that falls within the scope of European rules. Regular services operating on routes of no more than 50 km are subject to a different regime.

Why Is Paper Necessary if the Tachograph Is Digital?

The digital tachograph has an integrated printer. Paper is required to print activities, reports, incidents or data requested during an inspection and may be used for manual records in certain situations.

Where Can Paper Rolls Compatible With Digital Tachographs Be Purchased?

The set of three thermal paper rolls, each 8 metres long, can be ordered directly from Cridem.ro. The rolls are compatible with all digital tachographs, including Continental, Actia, Stoneridge, EFCON and Intellic models.

Note: This article is for informational purposes. To determine the obligations applicable to a specific transport activity, European regulations, national legislation and, where appropriate, the competent authority or a specialist consultant should be consulted.