Tachograph in Buses up to 3.5t GVW: Practical Guide for 2026

When is the Tachograph Mandatory in Buses up to 3.5t?

The tachograph in buses up to 3.5t will be mandatory from July 1, 2026. However, it is important to note that this requirement will not apply to all road carriers — only those performing a specific type of transport.

Type of Transport: Commercial or Private

The obligation to install tachographs in buses up to 3.5t GVW will concern buses used for commercial transport of goods. Non-commercial transport, i.e., transport for which no remuneration is received and which does not generate income, will not be subject to this obligation.

It is worth remembering that the term “transport for own needs” differs from “private transport.” Transport for own needs means transport performed by an entrepreneur auxiliary to their main business activity. In such a case, the driver must be an employee of the entrepreneur, and the entrepreneur must have legal title to the vehicle.

International vs. Domestic Routes

The geographical scope of transport is also crucial. From July 1, 2026, tachographs in buses will be mandatory only in vehicles performing international road transport or cabotage. Buses used solely for transport within Poland will be exempt from this obligation.

Companies with mixed fleets may consider strategically assigning vehicles to specific routes — vehicles with newer G2V2 tachographs for international routes, and older models for domestic transport.

Vehicle GVW and Combinations with Trailers

The obligation to install a tachograph also depends on the permissible total weight (GVW) of the vehicle:

• Until July 1, 2026: buses up to 3.5 tons GVW do not need tachographs;
• From July 1, 2026: tachographs will be required in vehicles over 2.5 tons GVW performing international transport of goods.

Special attention should be paid to combinations with trailers. Already now, if a bus with a trailer has a combined GVW exceeding 3.5 tons, a tachograph is mandatory. Failure to have the device in such cases results in a fine of 10,000 PLN.

For transport by vehicle combinations up to 7.5 tons GVW for own needs within a 100 km radius from the company headquarters, there is a possibility of exemption from the tachograph obligation.

More about the mandatory tachograph in buses up to 3.5t in international transport can be found in our article: Tachographs in Buses: New EU Regulations from July 1, 2026

How to Choose the Right Tachograph for a Bus?

Choosing the right tachograph for a bus requires a thorough understanding of available options and future legal requirements. This decision is crucial for entrepreneurs planning international transport of goods.

Features of the G2V2 Tachograph

G2V2 tachographs offer significantly extended capabilities compared to previous models. They automatically record border crossings, eliminating the need to stop the vehicle and manually enter this data. They also record location data every three hours and information about loading and unloading.

These devices are equipped with a Bluetooth interface, enabling integration with external fleet management systems. Additionally, they have increased memory capacity, allowing storage of driver activity data for 56 days (compared to the previous 28 days).

More about second-generation intelligent tachographs G2V2 can be read in our article: Second Generation Smart Tachograph : Practical guide for carriers 2025

Compatibility with Vehicle and GPS Systems

It is important to note that tachographs record location data but do not offer real-time vehicle location tracking. To obtain such functionality, installation of an additional GPS system with dedicated software is necessary.

Also, older telematics systems may not be compatible with new G2V2 tachographs. Therefore, when choosing a device, check its compatibility with your existing fleet management system.

Installation and Costs of Tachograph Installation in Buses up to 3.5t GVW

Financial aspects related to tachograph installation are an important part of planning for transport companies. Preparing for new requirements, it is worth carefully analyzing all costs and formalities.

Tachograph Installation – Price and Service

The cost of installing a tachograph in a bus varies and depends on several factors. The total expense usually ranges from 3,000 to 5,500 PLN net. The price is mainly influenced by:

• Device model (VDO, Stoneridge);
• Additional equipment (DSRC antenna, pulse sensor);
• Choice of installation workshop.

Device Legalization and Calibration

The first tachograph calibration must be performed within 14 days of vehicle registration. This is a legal requirement regardless of whether the vehicle is new or used. Tachograph legalization is valid for 24 months.

Calibration service costs range from 250 to 600 PLN, depending on the workshop. Failure to calibrate results in serious consequences — for the driver, a fine of about 200 PLN; for the company, a penalty up to 1,000 PLN.

Tachograph company card and Driver Cards

Regarding tachographs in buses up to 3.5t, mention must be made of the enterprise card and the driver card, which are directly connected to this obligation.

The tachograph company card is an essential document enabling carrier identification in the tachograph system. It allows downloading, displaying, and securing data from the device. It is issued by the Polish Security Printing Works (PWPW) for a period of 5 years, and the cost is 282.90 PLN.

Furthermore, every driver must have their own driver card, also issued by PWPW. It enables registration of working time, rest, and other activities. Unlike the enterprise card, whose data is downloaded every 90 days, driver card data must be collected every 28 days.

Remote Data Download from Tachographs

Remote data download from tachographs is becoming an increasingly popular solution. This system allows automatic transmission of information from tachographs and driver cards directly to the company’s office.

The main benefits of this solution are time savings, elimination of the need for physical data retrieval, and process automation. Additionally, systematic remote reading ensures compliance with regulations requiring data download from tachographs every 90 days and from driver cards every 28 days.

Implementing a remote data download system requires installing a suitable terminal that connects to the tachograph. Despite additional initial costs, this solution may prove cost-effective in the long term, especially for companies managing larger fleets.

Tachograph Replacement – Common Mistakes and How to Avoid Them

Common mistakes during tachograph replacement and installation, which should also be considered when installing tachographs in buses up to 3.5t GVW, include:

• Installing the tachograph too late, risking vehicle immobilization due to limited workshop availability;
• Lack of driver training, leading to costly errors during device operation;
• Incorrect data downloading from tachographs and driver cards, including choosing the wrong date range or using the wrong enterprise card;
• Ignoring the G2V2 tachograph implementation schedule.

Late Installation

Delaying tachograph installation in buses up to 3.5t until the last moment poses a serious risk. It is estimated that in Poland, as many as 40,000 vehicles will require upgrading to G2V2 tachographs. Given the limited number of certified workshops, installation schedules may be fully booked months in advance. Planning ahead helps avoid vehicle immobilization due to lack of required equipment.

Lack of Driver Training

Insufficient driver preparation is a common problem leading to costly mistakes. Drivers starting work without proper training make errors that can result in fines reaching several thousand PLN. Professional training teaches correct device operation, manual entries, and procedures in case of tachograph failure.

Incorrect Data Downloading

Typical errors during data reading from tachographs include:

• Selecting the wrong date range during manual period selection;
• Using the wrong enterprise card;
• Connection problems between the reader and the tachograph.

Driver card data must be downloaded every 28 days, and tachograph data every 90 days. Neglecting this obligation can result in fines up to 2,000 PLN.

Ignoring the Implementation Schedule

Lack of knowledge about the G2V2 tachograph rollout schedule leads to serious consequences. Key dates are:

• August 21, 2023 – from this date, new vehicles over 3.5t must have G2V2 tachographs;
• December 31, 2024 – deadline for replacing older tachographs with G2V2 (transition period until February 28, 2025);
• July 1, 2026 – G2V2 tachograph required in all buses up to 3.5t in international road transport.

After the transition period, lack of a tachograph results in fines up to 12,000 PLN in Poland, and up to 30,000 euros in France.

Summary of Tachograph Obligation in Buses up to 3.5t

From July 1, 2026, the G2V2 tachograph will be mandatory in buses over 2.5 tons performing international commercial transport. Buses operating exclusively domestically or used privately remain exempt. It is advisable to plan installation now, train drivers, and check fleet compatibility to avoid high fines and downtime.

If you have questions or need support with drivers' payroll calculation or accounting for transport, the Evotax team is ready to help! Contact us and specify your issue, and our specialists will take care of the rest.