How to apply for a work diary exemption permit

The National Driver Work Diary (also know as a log book) is used by a driver as evidence that their work and rest hours are compliant with the HVNL and their fatigue is being managed. But some drivers may have a reading, writing or numeracy impairment that makes using a work diary very difficult. In these cases, the drivers (or an operator acting on their behalf) may apply for a work diary exemption permit.

This exemption allows the driver or operator to suggest an alternative way to record work and rest details which can be transcribed into a work diary by a nominated person (scribe).

This exemption will allow the driver to nominate an alternative way to record their work and rest details which are then transcribed into the driver’s work diary by a nominated person on their behalf. The permit must be carried at all times.

Establish work diary or record-keeping exemption permit (PDF, 262KB)

Preparing your application

The application must include a report from a qualified person detailing the reason for applying for this permit. For example, low literacy and numeracy skills.

A qualified person can be:

a psychologist
a speech pathologist
a doctor
another person who is qualified to assess the driver’s literacy, numeracy and/or print media disabilities.

The application form must include:

your name
conditions of exemption (how you propose to keep your alternative records and have them written in your work diary by a nominated person)
the name of the nominated person who will complete your records in your work diary on your behalf
consent of the nominated person
the proposed period of exemption.

Submitting an application

To submit your application:

Complete the 'Establish work diary or record-keeping exemption form'.
Attach the report from a qualified person detailing the reason for applying.
Determine how long you wish the permit to be for – note that 3 years is the longest timeframe you can request.
The name and consent of the nominated person who will complete your records.

Completed forms can be submitted via:

Email: Fatigue.Management@nhvr.gov.au
Post:
Fatigue management
National Heavy Vehicle Regulator
PO Box 492
Fortitude Valley QLD 4006

After submission

If the work diary exemption permit is granted, the nominated person is legally required to complete written work records for the driver.

The nominated person will be required to sign the application form for the work diary exemption permit to show that they have consented to complete written work records for the driver.

The NHVR will contact your nominated person to confirm that they are aware of their obligations and responsibility for completing a work diary on behalf of the applicant.

Once a decision has been made, you will be notified of the outcome and if your application has been successful your work diary exemption permit will be issued.

The nominated person on the application form will also be advised of the outcome in writing.

If you are granted a work diary exemption permit, you are exempted from Division 2 to Division 5 of Part 6.4 of the HVNL. However, you must keep accurate work diary records.

You must implement your alternative record-keeping practices and arrange for your nominated person to receive your records and transcribe them into your work diary.

The NHVR may set additional conditions to those you have proposed as part of your application and will include these conditions in the work diary exemption permit.

You must comply with all of these conditions when you use the exemption, and you must carry your permit at all times.

Managing your work diary exemption permit

If you want to amend, replace or cancel your work diary exemption permit, or if it is about to expire, visit the Fatigue management exemptions page.