Staying compliant with tachograph regulations isn’t just about avoiding fines—it’s also about maintaining a safe, efficient, and well-managed fleet. One of the most commonly misunderstood (and sometimes overlooked) tasks in fleet compliance is downloading digital tachograph data at the correct intervals.
So, how often should a digital tachograph be downloaded? Let’s break it down.
Driver Card Downloads: Every 28 Days
Every professional driver using a digital tachograph must have a driver card, which records driving hours, rest periods, and other work-related activities. This data must be downloaded at least every 28 days.
However, downloading more frequently—for example, every 21–25 days—can help prevent issues if drivers forget or go off schedule. You should also download the data immediately if:
A driver is leaving the company
The driver card is full
There’s an upcoming compliance audit
Vehicle Unit (VU) Downloads: Every 90 Days
The vehicle unit (VU) stores data from the vehicle itself, including speed, distance, and activity. This data must be downloaded at least every 90 days.
Again, sooner is often better. Best practice is to download every 85 days to ensure you don’t go over the limit by accident. You should also download VU data immediately if:
The vehicle is being sold or decommissioned
It’s coming off lease
It’s being transferred to another depot or fleet
Record Retention Requirements
After downloading, data must be stored securely and made available for inspection by enforcement authorities. Depending on your location, the retention periods are:
United Kingdom: At least 12 months
European Union: Typically 24 months, depending on national rules
Always verify with your local compliance authority to ensure you're meeting the required standards.
Final Thoughts: Stay Ahead of the Schedule
Tachograph compliance doesn’t have to be stressful. By sticking to a routine and downloading data ahead of the legal deadlines, you can:
Avoid penalties
Streamline audits
Improve operational oversight
Many fleets use tachograph management software or automated download systems to help stay compliant with minimal manual effort. Whether you manage five vehicles or five hundred, setting reminders and creating a clear policy for tachograph downloads is a smart move.
Need a compliance checklist or automation tool recommendation? Get in touch—we’re here to help you keep your wheels turning safely and legally.
Want to learn more about tachograph compliance or need help setting up automated downloads? Contact us today!
