Goods Vehicle Operator Compliance Checklist

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

Operator licence

Valid O-licence held for all vehicles over 3.5 tonnes used for business
Correct licence type (standard national, standard international, or restricted) for your operations
Number of vehicles in use does not exceed authorised limit
Nominated Transport Manager holds current CPC and is genuinely managing transport operations
Financial standing evidence available and meets required thresholds
Traffic Commissioner notified of all material changes within 28 days
Continuation fee paid and licence renewed before expiry

Operator's licence (O-licence) overview

Requirements for goods vehicle operators

You need an operator's licence (O-licence) to operate goods vehicles over 3.5 tonnes gross weight, or smaller vehicles used for hire or reward.

Licence types:

Standard National - carry goods for hire or reward in Great Britain
Standard International - carry goods for hire or reward in GB and internationally
Restricted - carry your own goods only (not for hire or reward)

Requirements (Standard licence):

Good repute
Financial standing
Professional competence (transport manager CPC)
Appropriate operating centre

The Traffic Commissioner grants licences and can take regulatory action for non-compliance.

Operating centre

All vehicles parked at authorised operating centre when not in use
Planning permission in place for commercial vehicle use
Environmental conditions (hours, noise) being complied with
Adequate parking for all authorised vehicles
Access to suitable maintenance facilities (on-site or contract)
Site security prevents unauthorised access

Vehicle maintenance

Safety inspections conducted at required intervals (every 6 or 10 weeks)
Written defect reporting system in place for drivers
Daily walk-round checks completed and signed by drivers
All defects recorded, categorised, and rectified promptly
Maintenance records retained for at least 15 months
Annual MOT test current for all vehicles and trailers
Vehicles presented for MOT in good condition (pre-test check conducted)

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.

Drivers

All drivers hold valid driving licence for vehicle category
Driver CPC (Driver Qualification Card) current for all professional drivers
35 hours periodic training completed within each 5-year CPC cycle
Driver licence checks conducted at least every 6 months
Driver training records maintained and accessible

Driver CPC Requirements

Certificate of Professional Competence requirements for professional HGV and bus drivers

Professional drivers of large goods vehicles (LGVs) and passenger carrying vehicles (PCVs) must hold a Driver Certificate of Professional Competence (Driver CPC) in addition to their vocational driving licence.

Since 3 December 2024 there are two types of Driver CPC. An International Driver CPC lets you drive professionally in the UK and Europe. A National Driver CPC lets you drive professionally in the UK only. Which one you hold depends on the periodic training courses you take.

LGV requirement: Vehicles over 3.5 tonnes used commercially
PCV requirement: Vehicles carrying 9+ passengers for hire/reward
Initial qualification: 4 tests (theory + practical) or NVQ route
Periodic training: 35 hours every 5 years
Driver CPC types (from 3 December 2024): International (UK and Europe) or National (UK only)
International courses: Minimum 7 hours, may be split over 2 consecutive days, can include e-learning
National courses: Minimum 3 hours 30 minutes, can be in person or fully online
Mixing rule: Including ANY National course in your 35 hours gives a National Driver CPC — you cannot then drive professionally in Europe
Driver qualification card: DQC must be carried when driving professionally
Penalty for non-compliance: £1,000 fine (driver) + £1,000 (employer)

Tachographs and drivers' hours

All in-scope vehicles fitted with calibrated tachograph
Tachograph calibration current (every 2 years)
All drivers issued with valid driver tachograph cards
Vehicle unit data downloaded at least every 90 days
Driver card data downloaded at least every 28 days
Tachograph data retained for at least 12 months
Drivers' hours rules communicated to all drivers
Tachograph data analysed regularly for infringements

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
Drivers' hours breach (court maximum): Level 4 fine (£2,500)
Failing to install or use a tachograph (court maximum): Level 5 fine — unlimited in England and Wales, £5,000 in Scotland
DVSA roadside fixed penalties: £50-£300 per offence (up to 5 per encounter)

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)

Load safety and weight limits

Vehicles not exceeding gross vehicle weight or individual axle weights
Loads properly secured using appropriate restraint methods
Drivers trained in load security requirements
Weighbridge checks conducted for at-risk loads
Overloading policy in place and communicated to drivers and loaders

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

Insurance and documentation

Motor insurance covers all authorised vehicles for goods carriage
Goods in transit insurance in place (if carrying third-party goods)
Employers' liability insurance current and certificate displayed
Vehicle registration documents (V5C) held for all vehicles
O-licence disc displayed in each authorised vehicle windscreen

Legal basis

Primary legislation and key regulations

Goods Vehicles (Licensing of Operators) Act 1995 Primary 1995 · UK-wide Road Traffic Act 1988 Primary 1988 · UK-wide Transport Act 1968 Primary 1968 · UK-wide The Vehicle Drivers (Certificates of Professional Competence) (Amendment) Regulations 2024 SI 2024 · UK-wide Vehicle Drivers (Certificates of Professional Competence) Regulations 2007 SI 2007 · UK-wide The Passenger and Goods Vehicles (Recording Equipment) Regulations 1979 SI 1979 · UK-wide Regulation (EU) 165/2014 (retained) EU Retained 2014 · UK-wide EU Regulation 561/2006 (Drivers' Hours) - Retained EU Law EU Retained 2006 · UK-wide

Browse UK legislation legislation.gov.uk

Official guidance

Being a goods vehicle operator (opens in a new tab)

Complete guide to operator licensing and compliance obligations

DVSA

Guide to maintaining roadworthiness (opens in a new tab)

DVSA guide to vehicle maintenance standards

Publication · DVSA

Operator Compliance Risk Score (OCRS) (opens in a new tab)

How DVSA rates your compliance performance