Even experienced drivers can fall into habits that lead to issues with tachograph records - often without realising it. While these mistakes are rarely intentional, they can cause data gaps, incorrect activity logs, and compliance risks for your operation.
Here are some of the most common driver card mistakes we see, and what you can do to prevent them.
Removing the Card Mid-Shift (Even While Driving)
Yes, it happens more than you'd think. Some drivers remove their card during a rest stop, vehicle swap, or even mid-journey without realising the impact.
Why it’s a problem:
- The vehicle may continue recording distance without any associated driver data.
- This leads to missing mileage and potential compliance flags.
How to avoid it:
Provide clear guidance that the card should remain inserted throughout the shift - right until the engine is about to be turned off for the day.
Taking the Card Out Before a Remote Download
If you use a remote tachograph download system (like TachoMagic’s TADD), the driver card must remain inserted for the data to be collected. Removing it too soon can cause a failed or incomplete download.
Why it’s a problem:
- The system may miss the data entirely, creating gaps in reporting.
- You lose the benefit of remote automation.
- If removed before the first download is completed, data won't be updated.
Removing the Card With the Engine Off
If you use a Remote Download Device, or GPS system that is connected to the tachograph head unit, removing the driver card after the engine is turned off means an update won't be visible.
For example, on our Fleet Map, we show when a driver has started and ended their activities in the vehicle. If the card is removed after the engine is turned off, the system is not powered on, and can't send that live update.
Prevention:
Encourage drivers to remove their card before switching off the engine. It’s a small change that keeps records clean, and makes activities easier to track
Forgetting to Reinsert After a Break or Vehicle Change
During breaks, vehicle swaps, or split shifts, drivers sometimes forget to reinsert their card when returning to the vehicle.
Impact:
- Unrecorded driving periods
- Gaps in daily or weekly driving time
- Potential DVSA infringements
Solution:
This is often a training and habit issue. Gentle reminders and in-cab prompts can help.
Using Someone Else’s Card (or Letting Someone Else Use Theirs)
While rare and strictly prohibited, it still happens in sometimes. If this happens, it can have serious consequences.
Why it’s a serious issue:
- It's a criminal offence
- Can result in lost O Licence or prosecution
- Misrepresents true working/driving time
Even when not malicious, this sometimes stems from a lack of understanding. A clear no-tolerance policy and proper onboarding can help prevent it.
Damaged or Dirty Cards
Cards that are scratched, cracked, or dirty can fail to be read properly by the tachograph unit. Drivers might not even realise the data hasn’t been captured.
What to look for:
- Incomplete or error'd downloads
- Cards being rejected by the unit
Not Noticing Card Expiry
Driver cards are valid for five years, and expired cards won’t be accepted by tachographs. Some drivers only realise it’s expired on the day it stops working.
Solution:
Use software like TachoMagic to get reminders before it’s too late.
Common Driver Mistakes - A Note on Responsibility
Most of these errors come from habit, pressure, or confusion - not neglect. That’s why the solution usually isn’t blame - it’s better systems, clearer communication, and smarter tools.
How TachoMagic Helps Catch and Prevent These Mistakes
TachoMagic automatically analyses driver card and vehicle data to flag:
- Missing mileage
- Incomplete downloads
- Card misuse or repeated removal
- Potential infringements
With features like automatic downloads (via our Remote Download Devices), weekly driver activity reports, and built-in compliance alerts, it’s easier to spot problems early and take corrective action.
Final Thoughts on Common Driver Mistakes
Driver card mistakes are common - but manageable. Most can be prevented with the right mix of training, automation, and proactive monitoring. By staying on top of the small things, you’ll avoid bigger compliance problems down the road.
Have questions or want to learn more about how we can support your fleet? Get in touch—we’re here to help.
