Is having your drivers sign infringement letters generated by your tachograph analysis software sufficient for complying with your responsibility to monitor drivers' hours?
Certainly, implementing a tachograph analysis system that generates infringement letters is a commendable first step, as it shows proactive identification of compliance issues. Yet, this action should be one part of a more comprehensive monitoring strategy. The letters serve two core functions:
- 1. They act as documentary evidence, demonstrating that the operator has implemented a system to monitor and improve drivers’ compliance with drivers' hours regulations.
- 2. They serve as educational tools for drivers, pointing out areas where compliance has lapsed aiming for improved performance in the future.
The effectiveness of such a system depends on drivers comprehending the content of the letters and taking appropriate actions. Simply having drivers sign the letters and filing them away is insufficient. Improvement is unlikely if the only consequence of repeated infringements is the signing of additional letters without subsequent follow-up.
Operators should engage in meaningful dialogue with the drivers whenever infringement letters are issued. Understanding the context of the infringement can be informative for both parties. A written record of this investigation should accompany the signed infringement letter in the driver’s personnel file. Depending on the case and especially for repeat offences, further steps like re-training or disciplinary action might be necessary.
Kindly note that all infringement letters must be duly signed by both the driver and the Transport Manager or a designated competent individual.
Call us on 0333 567 1966 to discuss how we can help you on your journey to compliance or contact us here.
