Goods Vehicle Operator Compliance Checklist

Use this checklist to audit your goods vehicle operation against key legal and regulatory requirements.

Goods Vehicle Operator Licence (O-Licence) Overview

Requirements for operating goods vehicles over 3.5 tonnes for hire/reward or own goods in the UK.

You need a goods vehicle operator licence (O-licence) from the Traffic Commissioner to use vehicles over 3.5 tonnes gross plated weight for:

Hire or reward: Carrying goods for other businesses or customers (haulage, courier, removals)
Own goods: Carrying your own business goods (deliveries, collections, supplies)

Three types of licence are available depending on your operations: Standard International, Standard National, and Restricted. All require good repute, financial standing, and a suitable operating centre.

Weight threshold: Over 3.5 tonnes gross plated weight
Standard International Licence: For hire/reward or own goods with EU/international operations
Standard National Licence: For hire/reward or own goods within UK only
Restricted Licence: For own goods only (no hire or reward)
Application processing time: Typically 9-12 weeks
Licence validity: Indefinite (5-yearly continuation fee required)

Apply for a goods vehicle operator licence

Vehicle Maintenance and Safety Inspection Requirements

Maintenance standards for operator licence holders including safety inspections, defect reporting, record keeping, and MOT requirements.

Operator licence holders must maintain vehicles to a high standard of safety and serviceability. This includes regular safety inspections, defect reporting systems, maintenance records retention, and annual MOT tests. DVSA enforces standards through roadside checks and operating centre visits.

Safety inspection interval (standard): Every 6 weeks for vehicles/trailers
Safety inspection interval (relaxed): Every 10 weeks if low defect rate demonstrated
Defect reporting: Drivers must report defects daily in writing
Maintenance records retention: Minimum 15 months
Annual MOT (HGV over 3.5t): Annual test at authorised ATF (Authorised Testing Facility)
First MOT (new HGV): 12 months from first registration, then annual
Roadside prohibition penalty: £200 fixed penalty per vehicle defect

Safety inspection requirements

6-weekly inspections (standard): Most operators must inspect vehicles and trailers every 6 weeks. Inspections cover:

Brakes (condition, adjustment, operation)
Steering (play, condition, security)
Tyres (tread depth, condition, correct fitment)
Lights and reflectors (operation, cleanliness, aim)
Suspension (springs, shock absorbers, security)
Wheels and wheel fixings
Body condition (no sharp edges, secure doors)
Exhaust emissions
Windscreen and wipers

10-weekly inspections (relaxed): Available if demonstrated good maintenance record with low defect rates at previous inspections and roadside checks.

Driver defect reporting

Must implement written system for drivers to report defects:

Daily walk-round checks: Drivers conduct visual checks before use and report defects
Written defect reports: Formal system for recording defects (paper or electronic)
Defect rectification: Faults categorised as immediate (vehicle off road), prompt (repair within days), or advisory (monitor)
Driver signature: Driver signs to confirm no defects found or defects reported
Management review: Transport Manager or maintenance staff review and sign off defect reports

DVSA examines defect reporting systems at compliance checks. Missing or incomplete defect reports indicate poor maintenance systems.

Record keeping requirements

Must retain records for minimum 15 months:

Safety inspection records: Date, inspector name, defects found, rectification undertaken
Defect reports: Daily driver reports with management sign-off
Repair invoices: Evidence of defect rectification and routine maintenance
MOT certificates: Annual test passes for all vehicles and trailers
Tyre records: Tyre replacements, pressures, tread depths

Records must be available for DVSA inspection at operating centre or other specified location. Electronic records acceptable if readily accessible.

DVSA enforcement

Roadside checks: DVSA conducts random roadside checks. Immediate prohibitions issued for serious defects. Fixed penalties (£200 per defect) for less serious faults.
Operating centre visits: Unannounced visits to inspect vehicles and review maintenance records. Can result in public inquiry if serious deficiencies found.
OCRS scoring: Operator Compliance Risk Score based on roadside check results, prohibitions, and convictions. Poor scores trigger targeted enforcement.
Public inquiries: Systematic maintenance failures result in public inquiry, potentially leading to licence curtailment or revocation.

Driver CPC requirements

Certificate of Professional Competence for drivers

Driver CPC (Certificate of Professional Competence) is required for professional LGV and PCV drivers.

Requirements:

Initial qualification - theory and practical tests for new drivers
Periodic training - 35 hours every 5 years for all professional drivers
Driver qualification card (DQC) - must be carried when driving professionally

Exemptions: Vehicles under 3.5t, emergency services, agricultural vehicles (some), driving tests, non-commercial purposes.

Periodic training: 35 hours over 5 years
Minimum session length: 7 hours per day
DQC validity: 5 years
Training provider: Must be JAUPT approved
Driving without CPC penalty: Up to £1,000 fine

Tachograph requirements

Recording driving hours and rest periods

Tachographs record driving time, breaks, rest periods, and other work. They're mandatory for most commercial vehicles.

Key requirements:

Each driver must have a personal driver card
Download driver card data at least every 28 days
Download vehicle unit data at least every 90 days
Retain records for at least 1 year (3 years recommended)
Calibrate tachograph every 2 years

Driver card download: At least every 28 days
Vehicle unit download: At least every 90 days
Record retention: At least 1 year (3 years recommended)
Calibration: Every 2 years or after repair
Tachograph offence penalty: Up to £2,500 per offence

Drivers' hours rules

Maximum driving and minimum rest periods

Maximum daily driving: 9 hours (can extend to 10 hours twice per week)
Maximum weekly driving: 56 hours
Maximum fortnightly driving: 90 hours
Break after driving: 45 minutes after 4.5 hours driving
Daily rest (normal): 11 consecutive hours
Daily rest (reduced): 9 hours (up to 3 times between weekly rests)
Weekly rest (normal): 45 consecutive hours
Weekly rest (reduced): 24 hours (must compensate within 3 weeks)

Vehicle Weight Limits

Maximum permissible weights for goods vehicles

2-axle rigid: 18 tonnes maximum
3-axle rigid: 26 tonnes maximum
4-axle rigid: 32 tonnes maximum
Articulated (5 axles): 40 tonnes maximum
Articulated (6 axles): 44 tonnes maximum
Road friendly suspension bonus: +1-2 tonnes on some configurations
Overloading penalty: Fixed penalty £200-£300, prosecution for serious

If you answered 'no' to any items in the operator licence or vehicle maintenance sections, address these urgently. These are the areas most likely to trigger DVSA enforcement action and referral to the Traffic Commissioner for a public inquiry.

Compliance resources

Official guidance for maintaining goods vehicle compliance

Being a goods vehicle operator
Complete guide to operator licensing and compliance obligations
gov.uk
Guide to maintaining roadworthiness
DVSA guide to vehicle maintenance standards
gov.uk
Operator Compliance Risk Score (OCRS)
How DVSA rates your compliance performance
gov.uk

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