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■ A Must-Keep Guide! How to Fill Out a Daily Driving Report: A Comprehensive Explanation of Requirem
Many companies use vehicles for business operations, whether for transporting cargo or for sales activities. Some of these companies are legally required to maintain daily driving reports. Here, we explain the reasons behind the requirement for these reports. We also outline how drivers can utilize them effectively, so please use this information to help with your record-keeping.
1. Why Are Daily Driving Reports Required?
Under the Road Traffic Act, business offices that own company vehicles are required to appoint a "Safe Driving Manager." This manager is responsible for overseeing safe driving operations within the office. Preparing daily driving reports is one of these key responsibilities. Other duties include assessing drivers' aptitude and skills, creating operation plans that ensure safety, and providing instruction on the knowledge and techniques required for safe driving—all in accordance with traffic safety education guidelines. Additionally, the Safe Driving Manager is responsible for taking necessary safety measures during adverse weather conditions and conducting roll calls (pre-trip checks) to verify that drivers are fit to operate the vehicle safely.
The requirement to maintain daily driving reports applies not only to freight transport businesses—such as trucking companies—but to any company that owns a certain number of vehicles. Specifically, if a company owns one vehicle with a seating capacity of 11 or more, or five or more vehicles with a seating capacity of less than 11, it must appoint a Safe Driving Manager and keep daily driving records. Maintaining these reports allows you to track the condition of both the vehicles and the drivers, which helps prevent accidents and dangerous driving behaviors.
2. Essential Items to Include in the Report
Using a template makes filling out daily driving reports much more convenient, as it saves you from having to start from scratch every time. Common options for templates include commercially available forms, Excel spreadsheets, and specialized software tools. Choose a user-friendly template to create your daily driving reports. Next, we will outline the items that must be included in daily driving logs by companies operating a freight transport business and by companies maintaining a certain number of company-owned vehicles.
# Companies Operating a Freight Transport Business
Record the driver's name and the vehicle's registration number (or other identifying mark). Include the start and end times and locations of the duty shift, as well as the distance traveled and key points passed along the route. You must also document the locations and times of any breaks or rest periods taken during the shift. If the driver changes, record the location and time of the handover. Furthermore, if any unusual incidents occur—such as traffic accidents or delays caused by traffic congestion—provide a summary and the cause of the incident.
When operating commercial vehicles with a gross vehicle weight of 8 tons or more, or a maximum payload capacity of 5 tons or more, you must record details regarding the cargo load. Additionally, if specific instructions apply under Article 9-3, Paragraph 3 of the Safety Regulations for Freight Motor Vehicles, include that information as well. Since the items listed above are not exhaustive, please utilize templates provided by the Trucking Association to ensure all mandatory information is recorded.
# Companies Maintaining a Certain Number of Company-Owned Vehicles
Record the driver's name and the distance driven. Include the start and end times of the trip. To keep track of driving activity, also note necessary details such as the destination. Companies maintaining a fleet of company-owned vehicles should utilize the templates available on the Nihon Horei website.
3. How Are Daily Driving Logs Used?
Daily driving logs serve to improve fuel efficiency, monitor vehicle condition, and promote appropriate vehicle usage. First, records from before and after use reveal the distance traveled and the amount of fuel refueled. By calculating fuel efficiency from these logs, you can identify driving styles and routes that optimize fuel economy. Additionally, regularly checking vehicle status via these logs allows for maintenance to be performed before a breakdown occurs.
Finally, reviewing daily driving logs makes it possible to assess whether the vehicles are being used appropriately. By reviewing the destinations, distances traveled, and fuel amounts recorded in daily driving logs, you can verify that employees are not using vehicles without authorization. This practice serves as an effective risk management measure; proper management and the use of this data to provide safe driving guidance can help prevent accidents before they occur.
Use tools and templates to fill out daily driving logs correctly!
Companies engaged in the freight transport business and those maintaining a fleet of company vehicles are required to create daily driving logs. Accurately maintaining these logs and monitoring driving conditions is essential for promoting safe driving. Since these logs require numerous specific details, utilizing tools or templates can help streamline the process and ensure the information is recorded correctly.
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