International Transport with 3.5 Tonne Vehicles – Requirements and Documents

Under the regulations in force since 21 May 2022, light commercial vehicles with a gross vehicle weight (GVW) above 2.5 tonnes must meet specific requirements. These include adapting to new recording devices and maintaining accurate records of drivers’ working time. What other requirements apply to international LCV transport using vehicles of up to 3.5 tonnes?

Transport with 3.5 Tonne Vehicles – Regulations and Documents

What should companies know when providing international transport with vehicles of up to 3.5 tonnes? One requirement is having an effective and stable establishment. What does this mean in practical terms? The company must have an office and a parking facility capable of accommodating at least one-third of its fleet. The original employment contracts of drivers and certificates of professional competence must be kept at this location. Under the Mobility Package regulations, fleet vehicles should return to the operating base regularly, once every eight weeks.

Another requirement is good repute, confirmed by an appropriate declaration from the carrier and a criminal record certificate. Under the regulations, a conviction for conduct that breaches transport, road or commercial law may prevent a company from carrying out transport operations with vehicles of up to 3.5 tonnes.

Companies must also have documented financial standing. The amount of capital required depends on the number and weight of the vehicles. For vans with a GVW of 2.5–3.5 tonnes, the required amounts are €1,800 for the first vehicle and €900 for each additional vehicle. Financial standing must be demonstrated through a bank guarantee, annual financial statements or liability insurance.

3.5 Tonne Van Licence

The main document authorising a company to provide international transport services is a licence for the carriage of goods with vehicles of up to 3.5 tonnes. An application for the licence should be submitted to the Chief Inspectorate of Road Transport or the relevant district authority. What documents must be attached?

• an authorisation to pursue the occupation of road transport operator, confirming that the required professional permissions are held,
• a list of vehicles in the fleet, including their registration numbers, payload capacities, years of manufacture, FCM, VIN numbers and the legal basis for using them,
• a document confirming financial standing,
• a criminal record certificate,
• proof of payment of the administrative fee,
• confirmation that the company has an operating base and a suitably qualified transport manager.

Operating without a valid licence may result in a financial penalty of PLN 12,000.

International LCV Transport – Drivers’ Working Time Records

A licence for international transport with vehicles of up to 3.5 tonnes is not the only requirement. Companies must also maintain records of drivers’ working time. Although tachographs have not previously been required for vans of up to 3.5 tonnes, employers must keep documentation showing the number of hours worked, including night work, work on public holidays, on-call periods, overtime and absences.

Further changes will take effect at the beginning of July 2026. From 1 July, vehicles with a GVW of 2.5–3.5 tonnes used for international goods transport or cabotage operations will have to be fitted with a second-generation smart tachograph (G2V2). Regulation (EC) No 561/2006 also means that transport with vehicles of up to 3.5 tonnes will be subject to the same drivers’ hours rules as heavier vehicles. These include a maximum of 4.5 hours of continuous driving followed by a 45-minute break, which may be divided into periods of 15 and 30 minutes. The daily driving limit will be nine hours, extendable to ten hours no more than twice a week. The weekly driving limit will be 56 hours.

Transport with 3.5 Tonne Vehicles – Tachograph Requirements

The owner of the transport company must download tachograph data at least once every 90 days, while the documentation should be retained for ten years. Failure to install the device by the applicable deadline, or using an older type of tachograph, may result in a financial penalty of PLN 12,000. Companies must also obtain driver cards and company cards, submit the relevant applications to PWPW and provide the necessary training.

If transport with vehicles of up to 3.5 tonnes is carried out as domestic transport or for the company’s own account, fitting a tachograph is not required. Vans used for passenger transport are also exempt.

Preparing for International Transport with Vehicles of up to 3.5 Tonnes

The requirements described above allow transport companies to provide international services with 3.5 tonne vehicles legally and in compliance with the applicable regulations. What else should companies know? If an employed driver comes from a country outside the EU, the appropriate driver attestation must be obtained. This document confirms that the transport requirements have been met and that the driver is legally employed. It should be issued before the driver starts work. The original must be kept in the vehicle, while a copy should remain at the company’s registered office. Failure to hold a driver attestation may result in a fine of PLN 5,000. Ukrainian citizens may benefit from a simplified procedure. A Driver Qualification Card issued in Poland may be extended without requiring confirmation in Ukraine.

Once all formal requirements have been completed, the company can begin acquiring its first transport orders. To maintain a steady flow of work, it is worth cooperating with a trusted freight forwarding partner. Express Heroes offers a guaranteed minimum mileage of 11,000 km, competitive rates and fast payments. Cooperation with EH provides easy access to international transport orders and makes it possible to obtain routes suited to the carrier’s needs and fleet. This can provide greater control over the planning of future journeys and make income more predictable.