What is a driving log? Example of how to fill it out and what items are required | Points to note when filling it out
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Automobiles are essential not only for transporting cargo but also for traveling during business trips. Companies in the transportation or construction industry, or those that own company cars, that drive cars for business purposes are required to prepare daily driving reports, so many of them find themselves in a situation where they "can't find a good way to write it" or "are looking for an appropriate reporting format."
Since forms need to be filled out every day, it is essential to use templates and dedicated systems to create them efficiently and accurately.
Here we will explain the basics of driving logs, from the required items and examples of how to fill them out to things to keep in mind when filling them out.
What is a driving report?
First, let's review what a driving log is.
What is a driving report?
This is a document that drivers use to record the day's work and driving conditions when using company-owned vehicles for business purposes. Specifically, it records personal information such as the driver's name and customer name, as well as detailed driving details such as the date, time, and distance traveled.
Not only companies that operate general freight motor vehicle transportation businesses such as truck transport, but also companies that own a certain number of company vehicles are required by law to keep records and store them.
Additionally, driving logs should be reviewed regularly to ensure the information is accurate and up-to-date.
Why is a driving log necessary?
This is necessary for companies to understand the information of their drivers, for the purposes of ensuring safe driving, complying with laws and regulations, managing work and health, and preventing accidents.
Driving logs are required by law
Some companies that operate general freight motor vehicle transportation businesses or own company vehicles are required by law to prepare daily driving logs.
Companies operating truck transportation businesses
Companies operating in the truck transport business, such as general truck transport operators with green license plates, are required to record and keep records of driving operations in order to ensure safe transport. This is stipulated by the Truck Transport Business Transportation Safety Regulations.
The management and storage of vehicles is carried out by the operation manager. Each office is required to appoint an operation manager in accordance with the number of vehicles.
Companies that use a certain number of vehicles for business purposes
Companies that mainly use vehicles with white license plates are required by the Road Traffic Act Enforcement Regulations to keep and keep records of driving operations in order to ensure safe road traffic. Companies that own one vehicle with a passenger capacity of 11 or more, and five other vehicles, are required to keep and keep records of driving operations in order to ensure safe road traffic.
Applicable companies are also required to appoint a safe driving manager.
A safe driving manager is a person who works for a company that uses white-numbered vehicles and is responsible for promoting safe driving among drivers and preventing traffic accidents. In accordance with the Road Traffic Act Enforcement Regulations, the safe driving manager is also responsible for managing and storing the vehicles.
In addition, if you fail to appoint a safe driving manager despite being required to do so, you will be in violation of the obligation to appoint one, and may be subject to warnings, corrective action orders, penalties, or other measures from administrative or related agencies.
How to write a driving log
There is no set format for the driving log, so you can use any template that is publicly available for free. However, there are some items that must be included, and you should be aware that the items to be included vary depending on the vehicle used for work, such as a truck.
Please select the appropriate template when filling out the form. We will explain the fields that must be filled out.
We will explain the necessary items separately for companies that operate general freight motor vehicle transportation businesses such as truck transportation, and companies that own a certain number of company cars or more.
[Required items for daily driving reports] For companies operating general freight trucking businesses
The eight items that should be included in the daily driving report, as specified in the Freight Truck Transportation Business Transportation Safety Regulations, are as follows:
- Driver's name
- Registration number of the vehicle used
- Start and end dates and times of driving, start and end points of driving, main points along the way and distance traveled
- Location and date of driver changeover
- Location and date of rest and sleep
- Cargo loading and collection situations for commercial vehicles with a gross vehicle weight of 8 tons or more or a maximum load capacity of 5 tons or more
- Summary and cause of accidents, significant delays, and abnormal conditions; Operational instructions such as route
When filing a daily driving report for a company operating a general freight trucking business, be sure to check that all of the above items are included.
[Required items for daily driving reports] For companies that own a certain number of vehicles or more
Companies other than those engaged in the freight truck transportation business that own one vehicle with a passenger capacity of 11 or more, or five other vehicles, are required to prepare a daily driving report.
The four items that should be included in the driving log as stipulated in the Road Traffic Act Enforcement Regulations are as follows:
- Driver's name
- Operation start and end dates and times
- Distance driven - Items necessary to understand the driving situation
Example of how to fill out a driving log
Once you understand what items need to be recorded, start creating and filling out your daily driving report right away.
There is no set format for a driving log, so it may be convenient to download and use one of the multiple templates available on the Internet.
However, because there is a lot of information that needs to be written, writing it by hand is not only time-consuming and laborious, but also increases the risk of mistakes and other problems.
Filing and storing paper-based documents is not easy, so consider digitization to reduce the burden on managers who are required to manage daily driving logs. If various tasks related to driving work are made paperless and digitalized, they will be easier to store and manage, reducing the occurrence of problems.
We also recommend introducing a dedicated system such as a vehicle management system. By introducing a dedicated system equipped with various functions, you can input daily driving reports on the app and submit them as electronic data, which will help reduce the burden not only on managers but also on drivers, leading to improved productivity.
Points to note when filling out a driving log
There are a few things to keep in mind when filling out your driving log. We will explain two points to keep in mind.
Keep accurate records
The items in the driving log must be recorded accurately. Information such as driving hours, mileage, and rest times may be forgotten over time, so try to fill it out as early as possible.
In particular, in the special notes section, you should write down detailed information about any troubles or accidents that occurred during operation. The recorded information will also lead to future improvements, so please write down as much detail as possible.
Write legibly
Daily driving reports are important information that is shared throughout the company, so if you are writing them by hand, it is important to make sure that your handwriting is legible so that anyone can read it. Be sure to pay attention to not only neatness of handwriting, but also to typos and omissions.
Unusual characters, illegible characters, and typos are difficult to read, which increases the workload for administrators and can also lead to a lack of accuracy.
We recommend introducing a field document electronic system to create daily operation reports!
Daily driving reports are not only a legal requirement, but also an essential source of information for companies. Without them, improvements such as improved work efficiency would be impossible.
However, handwriting has the disadvantage of being a burden for drivers and managers and lacking in accuracy. To ensure safe operation and driver safety, we recommend using a dedicated system to create daily driving reports.
The on-site document digitization system "i-Reporter" is a useful tool for improving work efficiency. Data such as daily driving reports can be automatically reflected in the system, eliminating the need for unnecessary transcription work and allowing you to grasp information in real time.
"i-Reporter" is equipped with a variety of functions, including the creation and input of reports, report management, and linking with other systems. Companies that find the manual entry and management of reports such as daily driving reports a burden should definitely consider introducing it to improve work efficiency.
Click here for the product site of the on-site document digitization system "i-Reporter"
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