Guide 10. How to Update Your Business Details on Your Operator’s Licence

Managing a transport business comes with a host of legal obligations. One crucial aspect is ensuring that the details held on your operator’s licence are always accurate and up-to-date. The Traffic Commissioner (TC) requires that any changes to your business details—such as a new operating centre, change in directors, a new trading name, or a change of address—must be promptly and properly reported.

Failing to notify the Traffic Commissioner could result in penalties, loss of your licence, or legal consequences. In this detailed guide, we’ll walk you through how to correctly update your business details on your operator’s licence and maintain compliance with the Office of the Traffic Commissioner (OTC) regulations.

Why Keeping Your Operator’s Licence Updated is Crucial

Before diving into the how, let’s understand the why.

The operator’s licence (whether restricted, standard national, or standard international) is a legal requirement for operating heavy goods vehicles (HGVs) over 3.5 tonnes in the UK for commercial purposes. This licence is granted under the Goods Vehicles (Licensing of Operators) Act 1995, and holders must meet ongoing requirements related to:

• Financial standing

• Good repute

• Professional competence

• Stable establishment

Your business details form the basis on which these criteria are assessed. Changes to key details could affect your eligibility, and if not properly reported, may appear as an attempt to circumvent regulatory oversight.

Key Business Details You Must Keep Updated

The following changes must be reported to the Traffic Commissioner:

1. Change of Operating Centre(s)

2. Change of Company Directors or Transport Managers

3. Change of Registered Office or Correspondence Address

4. Change of Trading Name

5. Change of Legal Entity or Company Structure

6. Changes in Company Ownership (e.g. takeovers or mergers)

Each of these changes has its own process and implications. Let’s break each one down.

1. Changing Your Operating Centre

An operating centre is the base where your vehicles are parked when not in use. If you’re relocating or adding/removing centres, you must:

How to Notify the TC:

• Log into your Vehicle Operator Licensing (VOL) online account.

• Submit an application to add or remove an operating centre.

• Provide details of the new centre, including:

  • Address

  • Parking facilities

  • How many vehicles/trailers will be based there

• Submit evidence of your right to use the new site (e.g. lease or ownership document).

• Advertise the change in a local newspaper covering the new centre’s area (this allows public objections).

• Pay the relevant fee.

Important: You cannot begin operating from a new centre until the TC approves the change.

Potential Issues:

• Objections from local residents or authorities.

• Environmental concerns.

• Inadequate facilities at the new site.

2. Adding or Removing Directors or Transport Managers

A change in your management team—especially directors and nominated transport managers—affects the fulfilment of the “good repute” and “professional competence” criteria.

How to Notify:

• Log into your VOL account and select the ‘Manage People’ section.

• Submit details of the new director/transport manager, including:

  • Name

  • Date of birth

  • Role and responsibilities

  • Evidence of transport manager’s CPC (Certificate of Professional Competence)

• If removing someone, simply mark them as no longer active.

Note: For a new transport manager, a TM1 form must also be completed and uploaded.

Timeframe: You should notify the TC within 28 days of the change.

3. Changing Your Registered Office or Correspondence Address

This applies to companies that move premises or change where they receive official mail.

Steps to Notify:

• Update your address in the VOL system under your operator’s details.

• Provide the effective date of the change.

• Ensure Companies House records (if a limited company) match the updated address.

If the change involves moving to a different Traffic Area (e.g. from West Midlands to South East), the application may be referred to a different Traffic Commissioner.

4. Updating Your Trading Name

If you operate under a trading name that differs from your legal name, and this changes, you must inform the TC.

How to Notify:

• Log into VOL and select ‘Manage Organisation’.

• Add or change the trading name field.

• You may need to provide supporting documentation (e.g. letterhead or official correspondence showing the new name).

This is particularly important for visibility in roadside checks and public records.

5. Legal Entity Changes (e.g. Sole Trader to Ltd Company)

This is more complex. Changing your legal structure means the original licence becomes invalid for the new entity.

What To Do:

• Apply for a new operator’s licence in the name of the new legal entity.

• Submit all supporting documentation again (financial standing, maintenance arrangements, etc.).

• Surrender the existing licence once the new one is granted.

You cannot simply update a licence from a sole trader to a limited company. This is treated as a change of identity, not a change of details.

6. Changes in Company Ownership (Takeovers and Mergers)

If your company is acquired or merges with another, you need to assess whether the licence remains valid.

If the control of the business changes hands but the legal entity stays the same, you may simply need to notify the TC of new directors/shareholders.

However, if the entity operating the vehicles changes, you’ll need to:

• Apply for a new licence.

• Close or surrender the old one when appropriate.

Legal advice is often recommended in these cases.

General Tips for Staying Compliant

1. Use the VOL System Regularly

   The Vehicle Operator Licensing (VOL) system is the most efficient way to update records and manage your licence. It also allows you to track the status of applications and submit supporting documents.

   
   

2. Notify Within 28 Days

   Most changes must be reported within 28 days. Do not delay, especially in changes affecting safety, compliance, or public accountability.

   
   

3. Maintain Documentation

   Always keep copies of:

   • Change notices

   • Newspaper advertisements (for operating centres)

   • Evidence of site control

   • Company records

   
   

4. Inform Other Authorities

   Changes should also be consistent across:

   • Companies House

   • HMRC

   • DVSA (especially for maintenance agreements)

   
   

5. Consult a Transport Solicitor or Consultant if Unsure

   
   

   If you’re unclear whether a change affects your licence or how to proceed, professional advice can prevent costly mistakes.

   
   

Consequences of Failing to Notify

The Traffic Commissioner has wide discretion to take action if you fail to keep your licence details current. Consequences may include:

• Public inquiry

• Revocation or suspension of your licence

• Fines or prosecution

• Damage to your good repute

Regulatory compliance is part of your professional standing as an operator. Neglecting to update your records—even unintentionally—can have serious repercussions.

Conclusion

Keeping your operator’s licence up-to-date is not just about avoiding penalties; it’s about demonstrating that your transport operation is responsible, compliant, and trustworthy. From a simple address update to a more complex change in legal entity, each action should be treated with due care and urgency.

Use the VOL system as your primary tool, be aware of the timelines, and ensure you maintain clear records of any updates made. If you ever find yourself uncertain, don’t hesitate to seek help from a qualified transport consultant or solicitor.

By staying proactive and diligent, you’ll ensure that your licence remains valid and your business operates smoothly under the watchful eye of the Traffic Commissioner.