Keep your goods vehicles roadworthy

When you hold an operator licence, you have told the Traffic Commissioner that you will keep your vehicles in a fit and serviceable condition. You are responsible for any trailer you tow, even one that belongs to someone else, and for vehicles you hire, lease or borrow. Drivers are also legally responsible for the condition of the vehicle while they use it, and using an unroadworthy vehicle on the road is an offence.

Set up your maintenance system

Plan your inspections at least six months ahead, and tell the vehicle operator licensing service if you change how or when you inspect.

If someone else inspects your vehicles, you need a formal written contract with them and you stay responsible for the result. Keep the contract on file and check the quality of the work.

Inspect a vehicle before you first use it

Before you put a newly acquired vehicle on the road, carry out a first use inspection covering at least every item checked at the annual test, with a laden roller brake test where that suits the vehicle. You do not need one if you have evidence that it has already had a safety inspection, such as a pre-delivery inspection for a new vehicle or a pre-rental inspection record from the hire or lease company. A first use inspection is separate from the driver's daily walkaround check.

Test the brakes at every inspection

DVSA expects every safety inspection to include a brake performance assessment, by roller brake test, by decelerometer with temperature readings, or for trailers by an electronic braking performance monitoring system. A laden roller brake test is the most effective, and you can do it up to 14 days before the inspection date so that it fits into normal work. If you do not use a monitoring system, expect to carry out at least four laden brake tests a year, spread evenly, and the annual test counts as one. Attach a signed printout of the result to the inspection record, and record how the brakes were assessed and whether the vehicle was laden.

Sign off each inspection before the vehicle goes back to work

Complete a safety inspection record for every vehicle and trailer. It shows the operator, the date and place of inspection, who carried it out, the vehicle identity and make, the odometer reading if relevant, each item inspected and its condition, any defects, the inspector's name and signature, the repairs and who did them, and a signed and dated statement that the vehicle is roadworthy. Your transport manager or another responsible person should see the completed record before the vehicle returns to service. If the record is not yet available, the garage must confirm in writing that the vehicle is roadworthy.

Make sure someone has the authority to take an unroadworthy vehicle off the road. If DVSA issues a prohibition on a vehicle or trailer you use, you must make sure it is cleared or tell the owner. Failing to act could link you to the offence of using a vehicle with a prohibition in force.

Pass the annual test

Petrol, diesel and hybrid goods vehicles over 3,500kg gross weight, semi-trailers, and trailers over 1,020kg unladen with powered brakes need an annual test, also called an HGV or trailer MOT. The first test for a trailer is due one year after it was first sold or supplied.

Take the plating certificate with you. If your vehicle fails, you must repair it and book a retest. If you disagree with a result, contact DVSA within 2 working days of getting it, and appeal on form VTG17 within 14 days of the test.