How to Fill Out Your Work Diary Correctly
A step-by-step guide to completing the national driver work diary without administrative errors — the entries, the timing, the odometer readings and the corrections that keep you infringement-free.
The short version
- Most work diary fines are administrative errors, not genuine fatigue breaches.
- Enter every change of activity at the time it happens, not at the end of the shift.
- Never erase — rule a line, initial it and write the correct entry.
If you drive more than 100 km from your base, or you operate under BFM or AFM, you must keep a work diary. It is the single most inspected document in Australian heavy vehicle enforcement — and the easiest one to get wrong for reasons that have nothing to do with fatigue.
What goes in every entry
- Date and the time of each change of activity — work, rest, or a change of driver.
- Location: the nearest town or an identifiable place, not "highway".
- Odometer reading at the start and end of each driving period.
- Registration number of the vehicle and any trailer changes.
- Your base and your record location, filled in at the start of the sheet.
The two most common infringements
Timing rules that catch people out
- Record the change of activity as soon as practicable after it happens.
- Complete the daily sheet in full before you finish for the day.
- Your two-up or changeover driver needs their own entries, not a shared line.
- Supply the duplicate page to your record keeper within the required timeframe.
Fixing a mistake
Do not use correction fluid, do not scribble out, and never tear out a page. Rule a single line through the incorrect entry so it remains legible, write the correct entry beside or below it, and initial the change. An honest, visible correction is treated very differently from an unreadable one.
Build the habit around the handbrake
Official source
Frequently asked questions
Do I need a work diary for local work?
Generally not if you stay within 100 km of your base and operate under standard hours, but your operator may still require records and other exemptions have their own conditions. Check the current NHVR requirements for your operation.
How long must I keep work diary records?
Work and rest records must be retained and available for inspection for the period set out in the Heavy Vehicle National Law. Keep them filed by date so you can produce them quickly.
Can I use an app instead of the paper diary?
Only an Electronic Work Diary approved by the NHVR can replace the written diary. A general logbook app is not a legal substitute.
Always refer to the NHVR for official legal requirements.