Tachographs in vans from 2026: new rules for carriers

What is a tachograph and what is it for?

A tachograph is a device that records driving time, breaks, rest periods, speed and all of the driver’s activities during a transport operation. Until now it was associated mainly with trucks over 3.5 tonnes. From July 2026, the requirements extend to light transport, i.e. vans used for certain types of work.

The G2V2 model, i.e. the second version of the second-generation smart tachograph, is the only type of device permitted in vans covered by the new obligation. The key difference compared with older models is that enforcement officers can read the data remotely without stopping the vehicle. Tachographs in vans must be EU type-approved and meet the latest technical requirements for security and the communication interface.

The G2V2 smart tachograph uses DSRC technology to communicate with enforcement equipment when the vehicle passes a roadside checkpoint. This means that an inspector can remotely check data on the driver’s working time, route, speeds and infringements without having to pull the vehicle over. The system automatically records the vehicle’s position when it crosses national borders, which is key to enforcing the cabotage rules.

Which vans need a tachograph from 1 July 2026?

The rules specify precisely which vehicles are subject to the new obligation. Not every van needs a tachograph. The table below clearly sets out which vehicles are covered by the requirement and which are exempt from fitting a tachograph.

The key rule is as follows. If you drive a van weighing 2.5 to 3.5 tonnes and carry goods for hire or reward outside Poland, a tachograph is mandatory. If the same van only operates within Poland, the obligation does not apply. Tachographs in vans therefore mainly concern companies providing international transport services to clients.

An important clarification concerns passenger vans. Vehicles designed to carry passengers, with up to 9 seats including the driver, are exempt from the tachograph requirement even in international traffic. The obligation applies only to goods vans and delivery vans carrying goods.

A special case: a van with a trailer

Carriers often use combinations of a van and a trailer, which increases payload without having to move up to a truck. Special tachograph rules apply to such combinations.

If the total permissible maximum mass of the combination, i.e. the van plus the trailer, exceeds 3.5 tonnes, a tachograph was already required before 2026, even in domestic transport. This means that carriers running, for example, a van with a GVW of 2.8 tonnes and a trailer with a GVW of 1.5 tonnes already had to have a tachograph.

However, if the combined GVW of the combination is between 2.5 and 3.5 tonnes, the new tachograph obligation for vans applies from 1 July 2026, but only for international transport. When calculating the weight, always count the whole combination, not just the towing vehicle.

A practical example: a van with a GVW of 2.2 tonnes and a trailer with a GVW of 1.0 tonne add up to 3.2 tonnes. From July 2026, such a combination is subject to the new obligation if it carries goods internationally. It can be driven on a category B+E licence without the need for category C, which is a significant organisational and cost advantage for many transport companies.

What carriers must do once the new rules apply

Introducing tachographs in vans requires a series of administrative and technical steps. Below is a complete list of what every transport company covered by the new rules must do.

Fitting a G2V2 tachograph at an authorised tachograph workshop. After installation, the device must be calibrated and inspected by an approved technician. Most vans currently in production are not factory-prepared for a tachograph, so additional wiring and adapters are needed. Check compatibility with your vehicle model before ordering the device.

Company card issued by the Polish Security Printing Works (PWPW). The application is submitted via the PWPW website. The card is needed to lock and download tachograph data and to manage the fleet. It may take several weeks for the card to be issued, so apply well in advance.

Driver card for every driver who operates a vehicle with a tachograph. Every driver of a van covered by the obligation must obtain a personal tachograph card. The cost is around 172 PLN per card. Applications are also made through the PWPW system. The card is valid for 5 years and must be renewed before it expires.

Driver training on using the tachograph and the driver card and on the working time rules under Regulation 561/2006. Drivers must also know what to do during a roadside check involving the tachograph. Many companies run in-house training or use external training providers.

Data archiving in line with legal requirements. The company must download data from the driver card at least every 28 days and from the tachograph memory at least every 90 days. The data must be kept for at least one year and made available to the enforcement authorities on request. Many companies use dedicated software to manage tachograph data.

Updating operating procedures so that driver schedules comply with the driving time and rest rules. Tachographs in vans enforce the same rules as in heavy haulage, which may mean reorganising routes and rotas.

Driving and rest time rules for van drivers from 1 July 2026

Drivers of vans that must have a tachograph are subject to exactly the same working time rules as truck drivers. These are governed by Regulation (EC) 561/2006, which sets out the maximum driving times, mandatory breaks and rest periods in detail. All the limits, with an example week on the road, are described in our article on driver working time.

Driving time is a maximum of 9 hours a day, which may be extended to 10 hours no more than twice a week. The weekly limit is 56 hours of driving, and 90 hours must not be exceeded in any two consecutive weeks. After every 4.5 hours of driving, the driver must take a break of at least 45 minutes. The break may be split into two parts: the first lasting at least 15 minutes and the second at least 30 minutes.

Daily rest is at least 11 hours and may be reduced to 9 hours no more than three times between weekly rest periods. Weekly rest is at least 45 hours, and once every two weeks it may be reduced to 24 hours. Tachographs in vans automatically record all these parameters and warn the driver when a limit is about to be exceeded.

This is a major change for companies that have not so far recorded the working time of their van drivers. The new requirements bring a significant administrative and management burden. Route planning must allow for mandatory breaks and rest periods, which may lengthen the delivery time of some jobs. Companies need systems to monitor working time and respond to potential infringements.

The cost of fitting tachographs in vans

Fitting tachographs in vans involves specific costs that every transport company has to budget for. The table below shows the full breakdown of the cost of meeting the new requirements for a single vehicle and for an example small fleet.

As the breakdown shows, the cost of fitting tachographs in vans is significant, especially for companies with larger fleets. For an example company with five vans, the total cost ranges from around 27,000 to over 38,000 PLN. That is an expense that can seriously affect profitability, especially for smaller carriers operating on thin margins.

An important warning concerns timing. The closer 1 July 2026 gets, the higher installation prices will be, due to rising demand and longer queues at authorised tachograph workshops. Carriers who start preparing early can get better prices and avoid a shortage of installation slots. It pays to act as early as possible, ideally in the first half of 2026.

Action plan: how to prepare your company for the change

Preparing a transport company for the van tachograph obligation requires a systematic approach and careful planning over time. Below is a practical implementation timetable broken down into steps.

Step 1. Fleet audit

Start with a thorough inventory of your vehicles. Identify all vans with a GVW of 2.5 to 3.5 tonnes. Determine which of them regularly carry out international transport or cabotage. Check that each vehicle model is compatible with the G2V2 tachograph, as some older vans may need additional adapters or changes to the electrical system. Estimate the total cost of the roll-out for the whole fleet covered by the obligation.

Step 2. Card applications

Apply to PWPW for a company card. It may take several weeks for the card to be issued, so do not leave it until the last minute. At the same time, collect the personal details of all drivers and apply for driver cards. Every driver of a van covered by the tachograph obligation must have a personal card. The cost is 172 PLN per driver card and 570 PLN for the company card.

Step 3. Fitting the tachographs

Order G2V2 units from an authorised supplier and book installation slots at a certified tachograph workshop. Remember that after installation the device must be calibrated and inspected by an approved technician. This can take anywhere from a few hours to a full day per vehicle. Plan for the vans to be off the road during installation and arrange alternatives so you can still handle transport orders in that period.

Step 4. Training

Organise training for drivers covering the use of the tachograph and driver card and the working time rules set out in Regulation 561/2006. Drivers must also learn what to do during a roadside check involving the tachograph. Fleet managers and dispatchers should be trained in data archiving, downloading data from tachographs and handling checks carried out by the ITD (Polish Road Transport Inspection) or foreign authorities.

Step 5. Introducing procedures and systems

Introduce a system for archiving tachograph data that meets the requirement to download data from driver cards at least every 28 days and from the tachograph memory at least every 90 days. Update driver schedules to reflect the new driving time, mandatory break and rest rules. Adapt route planning procedures to the limits imposed by the working time rules. Prepare documentation describing the rules for using tachographs in vans and the company’s policy on drivers who breach the limits.

Penalties for not having a tachograph in a van from 1 July 2026

The rules provide for severe sanctions for not having the required tachograph in a van and for infringements related to its use. Penalties are imposed on the transport company, on managers and on drivers. Below are the specific amounts that apply in Poland and the additional legal consequences.

The transport company, as the carrier, bears the greatest financial liability. The penalty for not having the required tachograph in a van used for international transport is 10,000 to 12,000 PLN. That is a substantial sum, many times the cost of fitting the device. The person managing transport in the company can be fined 2,000 PLN for failing to ensure that vehicles are fitted with tachographs.

The driver is responsible for holding a valid tachograph card and using it correctly. The penalty for not having a valid driver card is 300 PLN. Further fines apply to breaches of the working time rules, which the tachograph records automatically once fitted. A driver can be fined for exceeding driving time, missing a mandatory break or taking insufficient rest.

The consequences go beyond fines. During a roadside check, a vehicle without the required tachograph may be held until the matter is resolved. That means a stalled job, a late delivery and potential claims from the client. Fitting an older tachograph model, for example a G2V1 instead of the required G2V2, is also penalised, because the rules allow only the latest second-generation smart tachograph.

Penalties in other EU countries can be much higher than in Poland. ERRU, the system through which EU Member States exchange information on road transport infringements, means that a fine imposed abroad will also be enforced in Poland. German or Dutch enforcement authorities can impose penalties of several thousand euros for a missing tachograph or serious breaches of the working time rules. Tachographs in vans must be taken just as seriously as in heavy haulage.

How the new rules affect the profitability of light transport

The tachograph obligation for vans shifts the balance of power in light international transport. Until now, the absence of any requirement to record working time gave vans a significant competitive edge over trucks. From July 2026 that advantage disappears, forcing companies to rethink their business model.

Challenges for carriers

Fitting tachographs in vans costs 2,000 to 5,500 PLN per vehicle. For most companies this is a significant financial burden that has to be spread over time or built into freight rates. Having to comply with the working time rules means less flexibility in routing and job planning. Until now, van drivers could run their routes more flexibly, adjusting their pace to the client’s requirements. Now they must follow the same rules as truck drivers.

Lower profits on routes that used to rely on time flexibility may lead some companies to raise their rates. The problem is that the market may not accept higher prices, which would mean losing clients to competitors or to other modes of transport. Industry estimates suggest that some companies may give up international light transport and limit themselves to domestic work, where tachographs in vans are not required.

Business options for companies

Carriers have several strategies for adapting to the new rules.

• The first option is full investment in G2V2 tachographs and staying in international light transport. This strategy makes sense for companies with a stable client base that can pass some of the cost on through their freight rates.
• The second option is limiting operations to domestic transport only. Transport within Poland alone does not require tachographs in vans, which removes the costs and administrative obligations. This strategy works for companies that mainly serve the Polish market or can shift their business to domestic transport without losing profitability.
• The third possibility is switching to a B+E combination, i.e. a van with a trailer. The total payload of such a combination can come close to that of a small truck, while it can still be driven on a category B+E licence without the need for category C. Tachographs are required in vans with trailers on the same terms as in solo vans, but the extra payload can improve the economics of each job.
• The fourth strategy is giving up vans and replacing the fleet with category C trucks. Full integration into heavy haulage means uniform rules for the whole fleet and the ability to take on a wider range of jobs. However, it requires hiring drivers with the right qualifications and means higher vehicle operating costs.

Win international work while complying with the new rules

Have you already fitted tachographs in your vans, or are you just finishing the process? Now is the right time to scale up and win more international work. Compliance with the new rules opens the door to working with larger logistics companies that require their partners to meet all legal requirements.

At Antrans BiS, we give carriers access to regular transport orders on international routes. We work with companies that follow the rules and operate legally. If you have already fitted tachographs in your vans or plan to do so before the deadline, contact us for details of cooperation and available routes.

Useful articles: How to start a transport company in Poland in 8 steps | How to get haulage work: 5 effective ways to win new loads | Road transport grants in Poland: funding for transport businesses | Transport documents in road haulage in 2026