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Van tachograph from 1 July 2026: who it covers and what to do

Updated · Rotomal

Since 1 July 2026, EU driving and rest time rules cover vans and other vehicles over 2.5 t maximum permissible mass carrying goods internationally or in cabotage, so those vehicles must have and use a tachograph. Since 21 May 2022 the operator also needs a licence, with financial standing of EUR 1,800 for the first vehicle and EUR 900 for each additional one. Cabotage and cross-trade also need IMI posting declarations.

Who it covers

  • Vehicles over 2.5 t maximum permissible mass, including with a trailer or semi-trailer.
  • Goods carried in international operations and in cabotage.
  • The 1 July 2026 change does not cover purely domestic work with these vehicles.
  • Exempt: non-commercial own-account carriage for the company or driver in a 2.5–3.5 t vehicle, where driving is not the driver's main activity (Article 3(ha) of Regulation 561/2006).

What applies from when

FromWhatBasis
2 February 2022Driver posting declarations in the IMI systemMobility Package, Directive 2020/1057
21 May 2022Licence and access-to-occupation rules for 2.5–3.5 t vehicles in international workRegulation 2020/1055
1 July 2026Driving and rest times and tachographs for vehicles over 2.5 t in international and cabotage workRegulations 2020/1054 and 165/2014

Checklist

  • Check each van's maximum mass, with trailer, and the type of work it does.
  • Check your licence covers these vehicles and you meet the financial standing.
  • Book tachograph fitting at an authorised workshop.
  • Apply for a driver card for each driver and a company card.
  • Decide who downloads tachograph and card data, how often, and where it is kept.
  • Plan routes so each driver can return to base or home within every 4-week period, and keep a record of it.
  • Before cabotage or cross-trade, declare the driver on postingdeclaration.eu and give the driver a copy.

What no longer applies

The EU Court of Justice annulled the obligation for vehicles to return to base every 8 weeks in October 2024. It upheld the driver's return every 4 weeks and the ban on regular weekly rest in the vehicle.

Cabotage: 4-day cooling-off

After finishing cabotage in a country, the same vehicle may not do cabotage there again for 4 days (Regulation 2020/1055).

If you want it done for you

Bus Gotowy checks what applies to your vans for 49 zł (credited against a plan ordered within 30 days), then prepares the list of gaps, application documents, driver-return record, IMI declarations and a rules sheet for drivers. From 249 zł net, once. This guide is general information, not legal advice.

Questions

When do vans need a tachograph?

From 1 July 2026, for vehicles over 2.5 t carrying goods internationally or in cabotage.

Does a 3.5 t van need a licence?

Yes, for international carriage for hire or reward. Since 21 May 2022 the access-to-occupation rules apply, including financial standing of EUR 1,800 for the first vehicle and EUR 900 for each additional one.

Can a forwarder be fined for a carrier's missing IMI declaration?

Under the Polish act on posting drivers (Article 35), an entity that knew or should have known of the breach faces a 3,000 zł fine. That is why forwarders may ask for proof of declarations.

Sources