OPERATOR LICENCE COMPLIANCE GLOSSARY
📘 Glossary of Terms: Operator Licence Compliance (UK)
A
Authorised Operating Centre
The base or depot where vehicles are normally parked when not in use. This address must be listed on the operator’s licence and must have planning permission if required.
Annual Test (MOT)
A mandatory roadworthiness inspection for commercial vehicles over 3.5 tonnes, carried out annually at authorised testing facilities (ATFs).
Audit (Compliance Audit)
A systematic review of an operator’s compliance procedures, often conducted by a third party to assess conformance with O-licence undertakings.
Auditable Systems
Documented procedures and records that allow compliance performance to be monitored and verified during internal checks or external audits.
B
Brake Testing
Regular safety checks using calibrated equipment to ensure a vehicle’s braking system meets safety standards, often done via a rolling road brake tester.
Brake Test Report
A record of periodic brake testing conducted separately or as part of a PMI. At least four rolling road brake tests per year are required (including the MOT).
Base of Operation
See Authorised Operating Centre.
C
Conditions (of Licence)
Legal requirements attached to the operator’s licence, such as vehicle numbers, types of vehicles, and operating centre conditions.
Compliance
The act of adhering to laws, regulations, and undertakings associated with holding an operator’s licence.
CPC (Certificate of Professional Competence)
A qualification demonstrating knowledge and competence in transport management. Required for Standard licence holders.
Compliance Audit
A formal review or inspection of an operator’s systems and records to assess compliance with licence obligations and undertakings.
Conditions
Legal obligations attached to an Operator’s Licence that must be met to avoid penalties or revocation.
D
DVSA (Driver and Vehicle Standards Agency)
The government agency responsible for enforcing roadworthiness, driver hours, and operator licensing compliance.
Daily Walkaround Check
A pre-use inspection conducted by drivers to ensure vehicle roadworthiness before beginning a shift.
Drivers’ Hours
Legislation (e.g., EU rules or GB Domestic rules) limiting the hours commercial drivers may operate to prevent fatigue.
Defect Reporting System
A formalised method for drivers to report vehicle defects, often including defect books or digital systems.
Driver CPC
Periodic training (35 hours every 5 years) required for professional drivers to remain qualified.
Driver Licence Checks
Routine checks (often every 3–6 months) to confirm drivers hold valid, correct licences and entitlements.
E
ECMT Permit
A permit required for certain international journeys across ECMT member countries. Separate from the UK Operator Licence.
Electronic Vehicle Records
Digital systems used to store vehicle maintenance, inspection, and compliance records.
Earned Recognition
A voluntary DVSA scheme for compliant operators who demonstrate exemplary standards through continuous monitoring and digital reporting.
Environmental Considerations
Requirements to ensure operating centres do not negatively impact surrounding areas (e.g., noise, emissions, parking).
F
Fleet Management System
Software or process for managing vehicles, maintenance schedules, driver records, and compliance tasks.
Fixed Penalty Notice (FPN)
On-the-spot fines issued by enforcement officers for minor offences like drivers’ hours breaches or overloaded vehicles
Forward Planning Maintenance Schedule
A calendar or schedule of upcoming maintenance events to ensure all vehicles are inspected at regular, legally required intervals.
G
Gross Vehicle Weight (GVW)
The total weight of a vehicle including its load. It must not exceed the legal limits as stated on the vehicle’s plating certificate
Gate Checks
Random or routine checks conducted at the operating centre to ensure drivers and vehicles are road legal before leaving the premises.
Goods Vehicle
A motor vehicle or trailer used for transporting goods. Subject to Operator Licensing if over 3.5 tonnes (in most cases)
H
Holding a Licence
Refers to the legal responsibility of complying with all obligations tied to the operator’s licence, including financial standing, vehicle maintenance, and driver management.
HGV (Heavy Goods Vehicle)
Any vehicle over 3.5 tonnes GVW used for commercial purposes
Health and Safety Compliance
Ensuring safe practices in vehicle loading, unloading, workshop operations, and driver welfare.
I
Interim Licence
A temporary licence issued while a full licence application is being processed, allowing limited operations.
Inspection Records
Documentation of vehicle maintenance and safety checks, required to be kept for at least 15 months.
Inspection Sheet
A detailed checklist completed during a safety inspection, documenting vehicle condition and any required repairs.
Intervals (PMI)
The maximum allowable time or mileage between planned maintenance inspections (e.g., every 6 weeks for most HGVs).
L
Licence Undertakings
Promises made by the operator when applying for a licence, which include keeping vehicles roadworthy, obeying drivers’ hours rules, and reporting material changes.
Load Security
Measures taken to ensure that goods are properly secured during transit, as required under Road Traffic Acts and Health and Safety laws.
Lost Tachograph Data
Refers to periods where tachograph records are missing or not downloaded, a breach of record-keeping obligations if not justified and rectified.
M
Maintenance Provider
An internal workshop or external garage responsible for performing scheduled PMIs and repairs.
Maintenance Planner
A schedule outlining planned safety inspections, MOTs, and other maintenance activities, usually covering at least 6 months ahead.
Material Change
Any significant change affecting the licence (e.g. new operating centre, change of transport manager, company structure) which must be notified to the Traffic Commissioner.
Maintenance Contract
A formal agreement with a third party for the routine inspection and repair of vehicles to ensure roadworthiness.
Maintenance Records
Documentation showing when vehicles were inspected or repaired, who performed the work, and what was done.
MOT History
A vehicle’s past MOT records, which must be monitored to identify recurring issues or compliance risks.
N
National Operator Licence
Permits the operator to carry goods for hire or reward within Great Britain
Non-Compliance
Failure to meet one or more of the Operator Licence undertakings, which may lead to warnings, curtailment, suspension, or revocation of the licence.
O
OCRS (Operator Compliance Risk Score)
A DVSA scoring system that ranks operators based on their compliance history and likelihood of non-compliance.
O-Licence (Operator’s Licence)
The legal authority required to operate goods vehicles over 3.5 tonnes GVW in the UK. Comes in Standard International, Standard National, or Restricted forms.
Operating Centre
See Authorised Operating Centre.
P
PMI (Preventative Maintenance Inspection)
A scheduled inspection designed to detect defects and ensure continued roadworthiness. Frequency depends on vehicle use and risk profile.
Plating Certificate
A document showing the maximum legal weight a vehicle can carry and operate at. Issued by DVSA.
Prohibition Notice
A legal notice issued by DVSA when a vehicle is found to be unroadworthy, banning it from the road until defects are fixed.
Public Inquiry
A formal hearing before a Traffic Commissioner to examine serious breaches of licence conditions or undertakings.
R
Restricted Operator Licence
Allows operators to carry their own goods but not goods for hire or reward. Often used by retailers, tradespeople, or manufacturers.
Roadworthiness
The state of a vehicle being fit and safe to be driven on the road.
Risk Score
See OCRS.
Rectification Records
Evidence showing that a vehicle defect or issue identified during inspection has been resolved appropriately.
S
Service Brake Test
A key element of periodic inspections, ensuring that a vehicle’s braking system meets legal performance standards.
Standard Operator Licence
Allows carriage of goods for hire or reward and own-account use. Requires a qualified Transport Manager.
Statement of Intent
A declaration of maintenance intervals and compliance procedures submitted as part of the O-licence application
Safety Inspection
A detailed mechanical inspection of a vehicle, carried out at regular intervals, to confirm roadworthiness.
Scheduling Compliance
Ensuring that vehicle maintenance, driver hours, and training are properly planned and completed on time.
Servicing
Routine maintenance (oil changes, filters, etc.) not necessarily part of statutory safety inspections but important for vehicle health.
T
Tachograph
A device that records driving time, speed, and distance. Required on vehicles covered by EU drivers’ hours rules.
Tachograph Analysis
The process of interpreting tachograph data to ensure driver hours and rest periods are being complied with.
Traffic Commissioner
An independent regulator responsible for granting, suspending, or revoking operator licences and overseeing compliance.
Transport Manager
A professionally competent person responsible for ensuring an operator complies with all licence obligations. Must hold a valid CPC.
U
Undertakings
Legally binding promises made by the operator when applying for the Operator Licence, covering areas like record-keeping, vehicle condition, and driver management.
V
Vehicle Unit (VU)
Part of a digital tachograph system installed in the vehicle to record driver and vehicle activity.
Vehicle Off-Road (VOR)
A status indicating a vehicle is temporarily not in use due to repair or other reasons. Must be documented to ensure accurate fleet records.
VOSA
The former name of DVSA, still sometimes used colloquially in the industry.
W
Weekly Rest Period
The mandatory minimum rest time for drivers, under drivers’ hours rules, typically 45 hours unless reduced under certain conditions.
Wheel Security
A key safety requirement and inspection point. Includes torque checks, wheel nut indicators, and proper maintenance records.