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OPERATOR LICENCE COMPLIANCE CHECKLIST
A plain checklist for goods vehicle operators in Great Britain. Work through it, tick what you can prove and fix what you cannot. Free. Enter your email to download the PDF or Word version.
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Your operator licence comes with promises you have made to the Traffic Commissioner. DVSA checks them at audits and compliance visits, and a gap you find yourself is far easier to fix than one an examiner finds for you.
This checklist covers seven areas. Each line says what to check and the evidence to keep, so you can show it on the day. Lines marked Good practice go beyond the minimum and reflect the standard DVSA looks for from well run operators.
1Licence and operating centres
- The licence is held in the name of the correct legal entity, matching Companies House or HMRC records.Evidence to keep Licence copy, company records
- The licence review date is diarised and the licence is in date.Evidence to keep Diary or calendar entry
- Vehicles and trailers in use do not exceed the maximum number stated on the licence.Evidence to keep Fleet list for each operating centre
- Vehicles are added to the licence before use, including short-term hires.Good practiceEvidence to keep Licence variation or addition record
- Vehicles operate only from the operating centres named on the licence.Evidence to keep Operating centre details, vehicle allocation
2Transport manager
- The named transport manager holds a valid CPC and has refreshed their training and CPD within the last 5 years.Good practiceEvidence to keep CPC certificate, CPD record
- Reporting lines are clear, with evidence that the transport manager has enough time for the role.Good practiceEvidence to keep Organisation chart, hours or contract
- Any change of transport manager is notified to the Traffic Commissioner and recorded.Evidence to keep Notification, confirmation
3Tax, insurance and test status
- Every vehicle is taxed, with a process for vehicles declared off the road.Evidence to keep Vehicle tax records
- Insurance is current for every vehicle, with public and employer's liability cover in place.Good practiceEvidence to keep Insurance certificates
- Annual test dates are diarised and each vehicle is in MOT.Evidence to keep Test certificates, test diary
- Vehicles are roadworthy and not overloaded, with weights checked against plated weights.Evidence to keep Weighing records, load plans
4Maintenance and inspections
- A safety inspection interval is set for every vehicle, with inspections planned at least 6 months ahead.Good practiceEvidence to keep Inspection planner
- Inspection records are complete, signed and checked before the vehicle returns to service.Good practiceEvidence to keep Signed inspection reports
- Brake performance is assessed at every inspection, with at least 4 laden assessments a year including the annual test.Good practiceEvidence to keep Brake test records
- Maintenance contractor arrangements are written down, and any change is notified within 28 days.Evidence to keep Contract or agreement, notification
- Vehicle off road dates and reasons are recorded.Good practiceEvidence to keep VOR log
- Maintenance records are kept for 15 months.Evidence to keep Filing or system retention rule
5Daily walkaround checks and defects
- Drivers complete a walkaround check before driving, recorded in writing.Evidence to keep Completed check sheets
- Defects are reported through one route and every report is acted on, including nil defect reports.Good practiceEvidence to keep Defect reports, nil defect process
- Defects are assessed and rectified, with the repair recorded against the vehicle.Evidence to keep Repair records
- Check records are kept for 15 months.Evidence to keep Filing or system retention rule
6Drivers, hours and tachographs
- Every driver holds the right licence category, with licence checks recorded.Evidence to keep Licence check log
- Driver CPC periodic training is up to date for every driver.Evidence to keep Training record
- Drivers' hours and tachograph rules are followed and checked.Evidence to keep Analysis reports
- Driver cards are downloaded at least every 14 days and vehicle units at least every 42 days.Good practiceEvidence to keep Download log
- Infringements are discussed with the driver within 28 days, with a signed and dated record.Good practiceEvidence to keep Debrief records
- Tachograph faults are repaired within 7 days, with calibration records held.Good practiceEvidence to keep Calibration and repair records
- Drivers' hours records are kept for 12 months and working time records for 24 months.Good practiceEvidence to keep Filing or system retention rule
7Tell the Traffic Commissioner within 28 days of
- Any conviction of the licence holder or their staff.Evidence to keep Notification, confirmation
- A change in maintenance arrangements.Evidence to keep Notification, confirmation
- A planned change of legal entity, for example from sole trader to partnership.Evidence to keep Notification, confirmation
- A change in financial status, such as bankruptcy or administration.Evidence to keep Notification, confirmation
Sources
- Keeping your operator licence promises (Moving On, DVSA)
- HGV operator audit standards, DVSA earned recognition (GOV.UK)
Last reviewed 8 November 2026. Rules and guidance change, so check the current version on GOV.UK.
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