Taking a van into the EU now involves more regulatory requirements than many operators realise. If you take a van into the EU, there are two key things you need to consider: whether you need an Operator’s Licence and whether the driver must comply with Drivers’ Hours rules. Since the UK left the European Union, regulations around operator licensing, vehicle registration, and drivers’ hours compliance have changed for vans used in international transport. Vehicles between 2.5 tonnes and 3.5 tonnes MAM undertaking hire and reward work in the EU and EFTA countries may now require an Operator’s Licence, and new tachograph rules will apply to light goods vehicles operating internationally from July 2026. Understanding these requirements is essential for operators and drivers to remain compliant and avoid penalties when travelling across borders.
Operator’s Licence Requirements
In May 2021, the EU introduced legislation requiring vehicles and vehicle combinations between 2.5t MAM and 3.5t MAM travelling into the European Union, Switzerland, Norway, Iceland, and Liechtenstein (EFTA countries) for hire and reward work to be authorised on an Operator’s Licence. This requirement can also apply to smaller vehicles towing trailers where the combined train weight falls between 2.5t and 3.5t. In addition, trailers exceeding 750kg MAM travelling into the EU must now be registered separately.
However, this rule does not apply to ‘Own Account’ work, meaning operators transporting their own goods only are currently exempt from the Operator’s Licence requirement for this type of international journey.
What do you need to do
If you fall under these rules and already hold a Standard International Operator’s Licence, you can add small goods vehicles to your licence if you have sufficient margin available. If not, you will need to apply for small vehicle authorisation on your existing licence. This will require proving additional financial standing of £800 per small vehicle.
These vans will also need regular PMI inspections, but you do not need to place a newspaper advertisement or keep the vans at your operating centre. Drivers can still take the vehicles home at night, subject to insurance and risk assessment considerations.
If you do not currently hold an Operator’s Licence, you will need to apply for a Light Goods Vehicle Operator’s Licence. To do this, you must first create an account on the VOLs system. Once registered, you can apply for your Light Goods Vehicle Operator’s Licence. During the application process, you will need to consider the following requirements:
Financial standing : You must provide bank statements or other financial evidence to show access to the minimum required funds:
- First LGV: £1600
- Each additional LGV: £800
Transport manager You must appoint a suitably qualified transport manager, either employed internally or contracted externally.
Maintenance arrangements : Your vans must undergo regular inspections in line with the DVSA Guide to Maintaining Roadworthiness. These inspections are known as PMI (Preventative Maintenance Inspections).
Drivers’ Hours and Tachograph Rules
From 1st July 2026, Light Goods Vehicles undertaking hire and reward work in the EU and EFTA countries will need to be fitted with a Smart Gen2 tachograph unit (VU). Drivers will also need to comply with Assimilated drivers’ hours rules. These are the same tachograph units that have been installed in newly registered vehicles over 3.5t GVW since August 2023. As a result, both operators and drivers will need to follow the same compliance rules that apply to larger vehicles.
Operators will be required to obtain a company tachograph card, create a company lock on the VU, regularly download the tachograph data, and analyse both vehicle and driver records.
Because the UK is no longer part of the EU, drivers operating within the EU now fall under Assimilated rules, which are based on AETR regulations aligned with EU 561/06 Drivers’ Hours rules. However, operators and drivers cannot benefit from the EU1054/20 amendments.
There are some exemptions to these rules, but operators must be cautious, as only EU-wide exemptions apply, not UK-specific derogations. For example, drivers carrying the operator’s own goods (‘Own Account’ work) are generally exempt from these requirements.
Driver Records and Penalties
Drivers must not only use a digital tachograph card, but they must also be able to produce records covering the previous 56 calendar days. These records must include all duty periods, such as Other Work, Periods of Availability (POA), breaks, and rest periods.
These records can be created in several ways, including:
- Using the manual input facility on the tachograph unit
- Creating a written record on a tachograph printout
- Recording activity on an analogue chart
- Providing a letter of attestation
Failure to keep these records in the UK can result in a £200 fine per day. In the EU, penalties can be significantly higher, with fines of €1500 for failing to produce records and an additional €1500 for each day the driver failed to create the required record.
Because these regulations can be complex, it is advisable to seek guidance from a training provider orlegal professional to ensure full compliance.
Conclusion
Taking a van into the EU now involves more compliance than before. Operators must check whether their vehicles require an Operator’s Licence, ensure the correct financial standing and maintenance arrangements, and prepare for the upcoming tachograph and drivers’ hours rules starting from July 2026. Drivers must also keep accurate records and understand the AETR-based assimilated rules when operating in EU and EFTA countries. Because the regulations can be complex and penalties for non-compliance are significant, operators and drivers should ensure they fully understand the requirements before travelling and seek professional advice if needed.
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