Transport & Logistics UK-wide

Goods Vehicle Operator Compliance Checklist

A yes/no audit checklist covering all key goods vehicle operator obligations including O-licence conditions, vehicle maintenance, drivers, tachographs, and load compliance.

Guide summary

You must hold the correct O-licence for all goods vehicles over 3.5 tonnes. Maintain vehicles with safety inspections every 6 or 10 weeks and keep records for 15 months. Check driver licences every 6 months and ensure drivers have a valid Driver CPC.

  • Hold the right O-licence for your vehicles and operations
  • Do safety inspections every 6 weeks (or 10 if low defect rate)
  • Keep maintenance records for at least 15 months
  • Set up a written driver defect reporting system
  • Check driver licences at least every 6 months
  • Ensure drivers have a valid Driver CPC card
  • Pay licence continuation fee before it expires
  • Tell the Traffic Commissioner about changes within 28 days
  • Fixed penalty of £200 per vehicle defect at roadside checks
On this page

Related guides in Transport

Driver CPC Requirements

Understand Driver Certificate of Professional Competence requirements for HGV and bus drivers, including the National and International Driver …

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

  1. 1

    Valid O-licence held for all vehicles over 3.5 tonnes used for business

  2. 2

    Correct licence type (standard national, standard international, or restricted) for your operations

  3. 3

    Number of vehicles in use does not exceed authorised limit

  4. 4

    Nominated Transport Manager holds current CPC and is genuinely managing transport operations

  5. 5

    Financial standing evidence available and meets required thresholds

  6. 6

    Traffic Commissioner notified of all material changes within 28 days

  7. 7

    Continuation fee paid and licence renewed before expiry

  1. 1

    All vehicles parked at authorised operating centre when not in use

  2. 2

    Planning permission in place for commercial vehicle use

  3. 3

    Environmental conditions (hours, noise) being complied with

  4. 4

    Adequate parking for all authorised vehicles

  5. 5

    Access to suitable maintenance facilities (on-site or contract)

  6. 6

    Site security prevents unauthorised access

  1. 1

    Safety inspections conducted at required intervals (every 6 or 10 weeks)

  2. 2

    Written defect reporting system in place for drivers

  3. 3

    Daily walk-round checks completed and signed by drivers

  4. 4

    All defects recorded, categorised, and rectified promptly

  5. 5

    Maintenance records retained for at least 15 months

  6. 6

    Annual MOT test current for all vehicles and trailers

  7. 7

    Vehicles presented for MOT in good condition (pre-test check conducted)

  1. 1

    All drivers hold valid driving licence for vehicle category

  2. 2

    Driver CPC (Driver Qualification Card) current for all professional drivers

  3. 3

    35 hours periodic training completed within each 5-year CPC cycle

  4. 4

    Driver licence checks conducted at least every 6 months

  5. 5

    Driver training records maintained and accessible

  1. 1

    All in-scope vehicles fitted with calibrated tachograph

  2. 2

    Tachograph calibration current (every 2 years)

  3. 3

    All drivers issued with valid driver tachograph cards

  4. 4

    Vehicle unit data downloaded at least every 90 days

  5. 5

    Driver card data downloaded at least every 28 days

  6. 6

    Tachograph data retained for at least 12 months

  7. 7

    Drivers' hours rules communicated to all drivers

  8. 8

    Tachograph data analysed regularly for infringements

  1. 1

    Vehicles not exceeding gross vehicle weight or individual axle weights

  2. 2

    Loads properly secured using appropriate restraint methods

  3. 3

    Drivers trained in load security requirements

  4. 4

    Weighbridge checks conducted for at-risk loads

  5. 5

    Overloading policy in place and communicated to drivers and loaders

  1. 1

    Motor insurance covers all authorised vehicles for goods carriage

  2. 2

    Goods in transit insurance in place (if carrying third-party goods)

  3. 3

    Employers' liability insurance current and certificate displayed

  4. 4

    Vehicle registration documents (V5C) held for all vehicles

  5. 5

    O-licence disc displayed in each authorised vehicle windscreen

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