Explore the Full Operator Licence Compliance Checklist

Running commercial vehicles in the UK requires more than just having an Operator Licence — it demands a consistent, proactive approach to compliance. The Traffic Commissioners and DVSA don’t just assess you when you apply for a licence — they monitor how well you manage your responsibilities every single day.

This in-depth guide explores the full Operator Licence Compliance Checklist — the definitive list of what you must do to stay compliant, avoid enforcement action, and safeguard your business.

What Is Operator Licence Compliance?

Compliance means operating your vehicles in line with the undertakings you agreed to when your licence was granted. These undertakings — which appear on your licence — relate to vehicle maintenance, driver management, record-keeping, financial standing, and operational transparency.

Failing to comply can result in:

• DVSA prohibition notices

• Fines and penalty points

• Public Inquiries

• Licence suspension or revocation

The Operator Licence Compliance Checklist

We’ve broken the checklist into 10 key categories:

✅ 1. Maintenance of Vehicles and Trailers

Your vehicles and trailers must be:

• Kept in a roadworthy condition at all times

• Inspected regularly (usually every 6–10 weeks)

• Maintained by competent workshops or technicians

You must have:

• A written maintenance schedule for each vehicle

• Contracts with third-party maintenance providers (if applicable)

• Records of all inspections, servicing, repairs, and MOTs

Key points:

• Retain maintenance records for at least 15 months

• Ensure safety defects are rectified promptly

• Check trailers to the same standard as powered vehicles

✅ 2. Daily Walkaround Checks

Drivers must complete a daily walkaround check before using the vehicle.

You must ensure:

• A checklist is followed

• Any defects are reported immediately

• Defect reports are logged and kept

• Defective vehicles are not used until fixed

Best practice:

• Use a digital defect reporting app

• Monitor driver checks for consistency and honesty

✅ 3. Driver Management

Operators are legally responsible for ensuring drivers:

• Hold the correct licence entitlement

• Have valid Driver CPC (for LGV/PCV)

• Are fit to drive (medically and legally)

• Do not exceed permitted driving hours

What you must do:

• Keep copies of drivers' licences and qualifications

• Carry out regular licence checks (every 3 months recommended)

• Provide Driver CPC training (if applicable)

• Monitor working time and driver hours

• Conduct regular driver debriefs and assessments

✅ 4. Tachograph and Drivers’ Hours Compliance

If your vehicles fall under EU or GB tachograph rules, you must:

• Fit and calibrate approved tachographs

• Ensure drivers use them properly (digital cards or charts)

• Download and analyse tachograph data regularly

• Investigate and rectify any infringements

You must keep:

• Driver card and vehicle unit downloads (at least 12 months)

• Analysis reports and infringement records

• Disciplinary records and retraining logs

Use tachograph analysis software or outsource to a compliance provider.

✅ 5. Operating Centres

You must only operate vehicles from the centres listed on your licence.

Your operating centre must:

• Be secure and suitable for parking and servicing your vehicles

• Have proper access and egress

• Not cause environmental nuisance (noise, dust, etc.)

• Be approved for your authorised number of vehicles and trailers

If you change your operating centre, you must:

• Notify the Traffic Commissioner

• Advertise the new centre locally

• Wait for approval before using it

✅ 6. Record Keeping and Administration

Every operator is expected to have a reliable administrative system in place.

You must keep:

• Maintenance records

• Defect reports

• Tachograph data

• Operating centre permissions

• Financial documents (bank statements, loan agreements)

• Insurance policies

• Driver records (CPC, training, assessments)

Tip: Organise your records both physically and digitally for easy inspection.

✅ 7. Financial Standing

Operators must prove and maintain sufficient funds to run vehicles safely.

Licence Type	First Vehicle	Each Additional Vehicle
Restricted	£3,100	£1,700
Standard (Nat/Int)	£8,000	£4,500

You must:

• Keep a business bank account

• Maintain sufficient working capital

• Submit financial evidence on request (often annually)

Failure to maintain financial standing can lead to licence suspension or revocation.

✅ 8. Transport Manager Responsibilities (Standard Licences)

If you hold a Standard National or International Licence, you must have a qualified Transport Manager.

They must:

• Hold a valid CPC (Certificate of Professional Competence)

• Be “of good repute”

• Have continuous and effective control of the transport operation

• Dedicate adequate time to the role (especially if external)

Transport Managers are personally accountable for compliance and can be disqualified if found negligent.

✅ 9. Declarations and Material Changes

You must report any significant changes to the Traffic Commissioner, including:

• Change of business address or structure

• New operating centre or closure of one

• Change of directors or company officers

• Loss of Transport Manager

• Vehicle increases beyond current authorisation

Tip: Use the VOL (Vehicle Operator Licensing) portal to manage your licence digitally and notify changes.

✅ 10. Auditing and Internal Checks

Routine internal audits are vital to catch compliance issues before DVSA does.

You should:

• Run internal audits every 3–6 months

• Keep audit reports and action plans

• Use external auditors annually (best practice)

Common audit areas include:

• Driver hours compliance

• Maintenance schedules

• Licence checks

• Tachograph analysis

• Record-keeping

Compliance Red Flags (What Will Trigger DVSA Action?)

• Vehicles found in poor condition at roadside checks

• Repeated tachograph infringements

• Ignoring vehicle defect reports

• Operating from an unapproved centre

• Missing maintenance records

• Using unauthorised vehicles

• No evidence of financial standing

• Complaints from neighbours or former drivers

Enforcement Tools Used by DVSA & the Traffic Commissioner

If you're found to be non-compliant, action can include:

• Immediate prohibition (PG9) at the roadside

• Fixed penalties or prosecution

• S34 warning letters

• Preliminary Hearings

• Public Inquiries

• Licence curtailment, suspension, or revocation

Tips for Staying Compliant Long Term

✅ Use a compliance calendar – Track inspections, licence checks, and training

✅ Digitalise your records – Use fleet management or compliance software

✅ Hire professionals – Consider an external Transport Manager or consultant

✅ Train your staff – Drivers, admin staff, and management must all understand compliance

✅ Attend regular refresher courses – Especially for Transport Managers

Conclusion: Make Compliance a Daily Habit

Your Operator Licence isn’t just a permit — it’s a promise. A promise to operate safely, transparently, and legally. Following the full Operator Licence Compliance Checklist is your best defence against enforcement action and your best investment in long-term business success.