Work Diary Rules for NSW Truck Drivers: BFM vs Standard Hours

If you drive a heavy vehicle in NSW, you are legally required to record your work and rest time in a work diary — unless you operate exclusively within a 100km radius of your base. Get it wrong and you risk infringement notices, loss of accreditation, and Chain of Responsibility liability for your employer. Here is everything NSW truck drivers need to know about work diary rules under both Standard Hours and Basic Fatigue Management.

Who Needs to Keep a Work Diary in NSW?

Under the Heavy Vehicle National Law (HVNL), a work diary is required if you drive a heavy vehicle (over 4.5 tonnes GVM) and travel more than 100km from your base in a work shift. Drivers operating entirely within a 100km radius of their home base may be exempt — but only if their employer has documented systems in place to record and monitor work/rest time through other means.

Two fatigue management regimes govern work diary requirements in NSW:

• Standard Hours — the default rules applicable to all heavy vehicle drivers
• Basic Fatigue Management (BFM) — an accreditation-based system allowing more flexible work/rest arrangements, governed by the NHVR

Standard Hours: The Work Diary Rules

Under Standard Hours, the maximum work and minimum rest requirements are fixed. Your work diary must record:

• Every period of work (driving and non-driving)
• Every rest break — including short breaks, night rest, and day rest
• Your location at the start and end of each shift
• The vehicle registration number
• Any supplementary rest where required

Standard Hours — Key Limits

Period	Maximum Work	Minimum Rest
Any 24-hour period	14 hours work	10 hours rest
Any 7-day period	72 hours work	24 hours continuous rest
Any 14-day period	144 hours work	24 hours continuous rest
Night rest (10pm–8am)	Must include minimum stationary rest period	As per HVNL schedule

All work diary entries must be made in real time — not reconstructed at the end of a shift. Retrospective diary entries are a compliance breach.

Basic Fatigue Management (BFM): What Changes

Basic Fatigue Management is an NHVR accreditation that allows operators and drivers to work under modified work/rest rules in exchange for additional fatigue management obligations. To operate under BFM, both the operator and the driver must be accredited — and the driver must hold a current BFM qualification (TLIIF0005).

BFM Work Diary Rules vs Standard Hours

Element	Standard Hours	BFM
Maximum work in 24 hours	14 hours	Up to 16 hours (with conditions)
Minimum rest in 24 hours	10 hours	Modified — with 2-up or additional rest rules
Work diary required?	Yes (>100km from base)	Yes — with additional BFM-specific entries
Fatigue risk assessment	Not required	Required — documented system
Employer accreditation	Not required	Required — NHVR BFM accreditation

Under BFM, your work diary entries must also record your fatigue risk assessment outcomes where applicable — this is a BFM-specific requirement not present under Standard Hours. The NHVR fatigue management guidelines contain the full BFM requirements.

How to Fill In Your Work Diary Correctly

A work diary is a legal record. Each page must be completed accurately and legibly. Common errors that lead to infringement notices include:

• Incomplete entries — not recording short rest breaks, leaving location fields blank
• Retrospective entries — filling in multiple entries at the end of a day rather than in real time
• Arithmetic errors — totalling hours incorrectly, understating accumulated work time
• Using the wrong diary type — Standard Hours diary for a BFM accredited operator (or vice versa)
• Altered entries — crossing out or overwriting entries without a clear correction method

If you need to correct an entry, draw a single line through it, write the correct information alongside, and initial it. Do not obliterate the original entry.

What NHVR Inspectors Check at Roadside

When an NHVR authorised officer stops your vehicle, work diary compliance is one of the primary checks. Officers will verify:

1. That you have a current work diary in the vehicle
2. That entries are being made in real time (not reconstructed)
3. That your accumulated work hours comply with the applicable limits (Standard or BFM)
4. That rest periods have been correctly recorded and comply with minimum requirements
5. For BFM drivers — that your accreditation is current and that your operator holds valid NHVR BFM accreditation

NHVR inspectors have access to electronic databases and can cross-check work diary entries against fuel receipts, toll records, and GPS data. Inconsistencies are flagged.

The Scheduler’s Role: COR Obligations

Work diary compliance is not just a driver responsibility. Under Chain of Responsibility, schedulers and operators have their own obligations. If a scheduler sets a schedule that makes it impossible for a driver to comply with work/rest rules, that scheduler carries liability. The Schedulers Fatigue Management course covers these obligations in detail.

Key Takeaways

• Work diaries are mandatory for heavy vehicle drivers travelling more than 100km from base
• Standard Hours imposes fixed work/rest maximums — BFM allows modified arrangements with additional obligations
• All entries must be made in real time — retrospective entries are a compliance breach
• BFM drivers must hold TLIIF0005 accreditation and their operator must hold NHVR BFM accreditation
• Schedulers and operators carry COR liability for roster and schedule decisions that force non-compliance

Frequently Asked Questions

Do I need a work diary if I stay within 100km of my base?

Not necessarily under the HVNL exemption — but only if your operator has an alternative system in place to record and monitor your work and rest hours. In practice, most operators require all drivers to use a work diary regardless. Check your operator’s specific policy and your employment conditions.

What is the maximum hours a truck driver can work in NSW?

Under Standard Hours, a heavy vehicle driver may work a maximum of 14 hours in any 24-hour period, with at least 10 hours of rest. Over a 7-day period, maximum work is 72 hours. Under BFM accreditation, modified rules apply — see the NHVR for current BFM work/rest schedule details.

What is the difference between Standard Hours and BFM for work diaries?

Standard Hours work diaries record work and rest time against fixed maximum/minimum limits. BFM work diaries record the same information but also document fatigue risk assessments where applicable, and operate against the modified BFM work/rest schedule. The diary format differs — ensure you use the correct version for your accreditation status.

Can I use an electronic work diary in NSW?

Electronic Work Diaries (EWDs) are being progressively introduced under NHVR-approved systems. Check with the NHVR for the current list of approved EWD systems and the conditions for use. Not all vehicles and operators are yet equipped — the paper work diary remains the default.

What happens if I make a mistake in my work diary?

Draw a single line through the incorrect entry, write the correct information, and initial the correction. Do not obliterate entries. Deliberately falsifying a work diary is a serious offence under the HVNL and can result in loss of licence and prosecution.

How do I get BFM accreditation?

To operate under BFM, you must complete the TLIIF0005 Basic Fatigue Management course through an NHVR-approved RTO. Your operator must also hold current NHVR BFM accreditation. Kells Safety Centre (RTO 91528) delivers the TLIIF0005 BFM course across Western Sydney and Wollongong.

Do schedulers need fatigue management training?

Yes. Schedulers who roster heavy vehicle drivers have specific COR obligations under the HVNL and are strongly recommended to complete fatigue management training. The Schedulers Fatigue Management course (TLIIF0006) covers scheduler obligations, rostering under BFM, and how to build compliant schedules.

Further guidance is available from NSW EPA Dangerous Goods Licences and Safe Work NSW.