Lost, Stolen or Faulty Tachograph Driver Card: What to Do

A lost tachograph driver card does not make the driver’s work invisible and it does not create open-ended permission to drive without one. The driver and operator need a prompt replacement application, signed printouts and a record that explains the exceptional period.

Use this process for a card that is lost, stolen, damaged, malfunctioning or rejected by the equipment. A forgotten card is different: the exceptional rules should not be used as a planned workaround for leaving a valid card at home.

Stop and identify the problem

Before moving the vehicle, check whether the card is genuinely missing or faulty. For an error, try the manufacturer-approved basic checks without forcing or damaging the unit. Record the vehicle, time, display message and person informed.

If the card is found in another driver’s possession, appears duplicated or shows signs of misuse, preserve the evidence and escalate it. Do not simply treat a possible identity or card-control issue as routine loss.

Apply for replacement promptly

The driver should report a lost or stolen card and apply to DVLA for a replacement using the current official process. The DVLA INF177B guidance covers replacement, renewal, incorrect details and driving without the card. Keep evidence of the report and application in the operator’s incident file.

For theft, follow the current reporting instructions. If the card later reappears after replacement, do not use two cards. Follow DVLA instructions for returning or destroying the invalid card.

Produce the required daily evidence

Where the regulations permit driving during the exceptional period, the driver must create manual evidence. At the start of the journey, make a vehicle-unit printout and add identifying details, including name, driver-card or driving-licence number and signature. Record relevant other work, availability or rest that the unit has not captured.

At the end of the journey, make another printout covering the recorded period. Add any missing other work, availability and rest, identify the driver and sign it. The exact entries matter: an unsigned roll of thermal paper is not a complete driver record.

Protect printouts from heat and fading and return them through the normal tachograph-record process. Scan readable copies if that is part of the controlled system, while retaining originals where required.

Control the allowed period

Official rules allow a limited period of driving without a card after loss, theft, damage or malfunction, subject to the replacement application and record requirements. International journeys can introduce additional conditions. Check the current DVSA/DVLA guidance for the precise limit and route circumstances rather than relying on a remembered number.

The office should place an end date and daily check on the exception. Dispatch must know which driver is affected so work is not allocated beyond the permitted period or into an operation whose documents cannot be satisfied.

Operator follow-up

Open one case record containing:

• date, time and category of card problem;
• driver statement and manager review;
• theft or loss report details where applicable;
• replacement application evidence;
• every start and end printout;
• work allocated during the exception;
• replacement card receipt and activation date;
• analysis results and any training or disciplinary action.

Download and analyse vehicle-unit data on schedule so the cardless activity is reconciled with the printouts. Investigate unexplained gaps, repeated losses or failure to sign records using the same fair process applied to other tachograph exceptions.

Distinguish card types

A driver card identifies the driver and records activity. A company card is used by the operator to lock company data and support downloads; it does not replace a driver card. A workshop or control card has another purpose again. Make sure the replacement application matches the missing card type.

HauliK can hold driver expiry dates and operational records, but it does not download or analyse tachograph data. Keep the specialist tachograph system and the driver record workflow clearly separated.

Prevent repeats

Review whether the card was physically protected, whether the driver understood renewal timing and whether the office noticed the expiry early enough. Use warnings ahead of expiry, a documented lost-card contact route and spare print roll in each relevant vehicle.

Repeated “lost” cards may indicate weak storage, poor supervision or misuse. Escalate based on evidence; do not invent a penalty automatically.

Frequently asked questions

Can a driver work without a card because it was forgotten?

Do not treat forgetting a valid card as equivalent to loss, theft, damage or malfunction. The exceptional provisions are not a convenience option. Obtain specialist advice if the circumstances are unclear.

Are start and end printouts both needed?

The official rules require records at the start and end of the journey during the permitted cardless period, with identification, missing activity and signature.

Can another driver’s card be used?

No. Driver cards are personal. Using another person’s card corrupts the record and creates a serious compliance issue.

What if the replacement does not arrive?

Track the application and contact DVLA using the current official channel. Do not extend driving on assumption once the permitted period ends.