Avoid a £10,000 Fine: The 10 Mistakes You Can’t Afford to Make

Whether you run a fleet of 50 vehicles or just one van, holding an Operator’s Licence in the UK comes with strict legal responsibilities. The Driver and Vehicle Standards Agency (DVSA) takes compliance seriously — and getting it wrong can result in serious consequences, from financial penalties to having your licence revoked.

At JS Transport Solutions, we’ve seen it all — and we’re here to help you avoid the most common (and costly) mistakes. This guide will walk you through the top 10 compliance errors that regularly get operators into trouble, with real-world examples and practical advice on how to stay protected.

If you’re a Restricted Operator Licence holder, this guide is especially important. Many believe that because they’re not carrying goods for hire or reward, they don’t need to worry. That belief is one of the first mistakes we’ll address.

1. Believing Compliance Only Applies to Standard Licence Holders

Mistake: Assuming that Restricted Operator Licence holders are not subject to the same compliance rules.

Why It’s a Problem: Restricted operators are still legally responsible for maintaining their vehicles, monitoring drivers’ hours, and keeping accurate records. The DVSA expects the same standards across all licence types.

Example:

A building company with a Restricted Licence failed to maintain records of driver hours and missed essential safety inspections. A DVSA site visit resulted in an immediate suspension of their licence.

Solution: Hire a professional External Transport Manager to oversee your compliance — even if it’s not legally required, it could save your business.

2. Poor Vehicle Maintenance and Record-Keeping

Mistake: Failing to conduct regular inspections and keep maintenance records up to date.

Why It’s a Problem: The DVSA requires evidence of preventative maintenance — not just repairs after a breakdown. Missing records raise red flags and can result in immediate enforcement.

Example:

An operator was fined £8,500 and issued with a prohibition notice after their vehicle was found with bald tyres and no service history.

Solution: Implement a robust inspection schedule and store maintenance records securely — paper or digital. Use defect books, digital walkaround apps, or maintenance planners.

3. Inaccurate or Missing Tachograph and Driver Hours Monitoring

Mistake: Not monitoring driving hours, breaks, or rest periods.

Why It’s a Problem: Even small businesses using HGVs or larger vans can be required to comply with tachograph rules. Failing to do so leads to driver fatigue, safety risks, and regulatory penalties.

Example:

A haulage company was fined over £10,000 after DVSA roadside checks showed drivers working beyond legal limits.

Solution: Use tachograph download tools and analysis software. If you don’t have the internal capacity, hire a qualified External Transport Manager.

4. Failing to Notify the Traffic Commissioner of Changes

Mistake: Not informing the Traffic Commissioner when there are changes to your business address, operating centre, or maintenance provider.

Why It’s a Problem: Licence details must always be up to date. Hiding changes or neglecting to report them is considered misleading and may lead to licence revocation.

Example:

An operator moved depots and failed to notify the Traffic Commissioner. A random inspection at the previous address revealed the site had been abandoned — their licence was revoked for non-disclosure.

Solution: Update your licence records immediately if any business-critical changes occur.

5. No Transport Management or Lack of Professional Oversight

Mistake: Not appointing a qualified Transport Manager or relying on untrained admin staff to handle compliance.

Why It’s a Problem: Running a transport operation — even a small one — without someone who understands the rules is dangerous and short-sighted. It leads to mistakes in vehicle checks, record-keeping, and risk assessments.

Solution:

Engage a CPC-qualified External Transport Manager to take full responsibility for your compliance, especially if you don’t have in-house expertise.

6. Inadequate Driver Training and Supervision

Mistake: Assuming drivers know what to do without formal training or periodic refreshers.

Why It’s a Problem: Drivers are your first line of defence — if they don’t follow procedures or understand the regulations, your entire operation is at risk.

Example:

A Restricted Operator faced prosecution after one of their drivers overloaded a vehicle, causing an accident. The investigation found no driver training had been provided.

Solution: Provide induction training and regular updates on legal responsibilities, vehicle checks, and safe driving practices.

7. Failure to Keep Digital and Paperwork Records in Order

Mistake: Disorganised or missing records — particularly maintenance sheets, defect reports, driver logs, and tachograph data.

Why It’s a Problem: DVSA audits are based on your records. If you can’t prove compliance, they will assume you’re non-compliant.

Solution:

Organise your files digitally, or use fleet management systems that store everything in one place. Your External Transport Manager can conduct regular audits and fix weak areas.

8. Ignoring Early Warning Signs and DVSA Letters

Mistake: Failing to act on warning letters, inspection notices, or Vehicle Examiner reports.

Why It’s a Problem: These communications are often the last chance to fix issues before enforcement action is taken.

Example:

An operator ignored two warning letters from the DVSA regarding overdue safety inspections. The third communication was a Public Inquiry notice.

Solution: Treat every warning or communication as urgent. If unsure, get professional help to respond appropriately.

9. Inconsistent or Nonexistent Daily Walkaround Checks

Mistake: Not performing daily walkaround checks — or not recording them properly.

Why It’s a Problem: Walkaround checks are a legal requirement for all commercial vehicle operators. Missing or falsified checks lead to serious consequences.

Example:

A van driver caused a crash due to faulty brakes. Investigation revealed that no walkaround checks had been performed for weeks — the operator’s licence was suspended.

Solution: Train drivers to complete checks daily. Use a standardised form or app and store evidence securely.

10. Thinking “It Won’t Happen to Me”

Mistake: Being reactive instead of proactive — thinking DVSA inspections only happen to “big fleets” or “dodgy companies.”

Why It’s a Problem: The DVSA carries out thousands of inspections and roadside checks annually, including random visits. If you’re not prepared, you’re vulnerable.

Example:

A self-employed tradesman running one 3.5t vehicle lost his Restricted Licence after failing a DVSA roadside check — all because he didn’t know the requirements.

Solution:

Take compliance seriously from day one. A single inspection can cost you your business. Avoid it by putting the right systems — and people — in place.

How JS Transport Solutions Can Help

We’ve helped dozens of UK businesses protect their Operator Licences by providing cost-effective, qualified External Transport Manager services.

With us, you get:

• A CPC-certified professional managing your compliance

• DVSA inspection preparation and record audits

• Tailored support for Restricted Licence holders

• Ongoing advice and oversight at a fraction of the cost of hiring in-house

Whether you’re just getting started or you’re facing a compliance issue right now, we’re here to help.

Final Thought

Transport compliance isn’t just about ticking boxes — it’s about protecting your livelihood, your drivers, and the public. Don’t let a simple oversight put everything at risk.

The good news? You don’t have to do it alone.

Let JS Transport Solutions manage your compliance — so you can focus on growing your business