How Often Should You Carry Out HGV Safety Inspections?

If you operate heavy goods vehicles (HGVs) — even just one — it’s your legal duty to keep them safe and roadworthy. But how often should you inspect them? The answer isn’t one-size-fits-all — and getting it wrong could lead to DVSA prohibitions, fines, or even the loss of your Operator’s Licence.

In this guide, we’ll explain:

• What HGV safety inspections are

• The recommended inspection intervals

• What the law says (and doesn’t say)

• Factors that affect your inspection frequency

• Best practice for Restricted Operator Licence holders

• What happens if you neglect inspections

Let’s dive in.

What Is an HGV Safety Inspection?

A safety inspection (sometimes called a Preventive Maintenance Inspection or PMI) is a thorough check of your vehicle to ensure it remains roadworthy between MOTs.

It is not the same as a daily walkaround check. A safety inspection is:

• Planned

• Carried out at regular intervals

• Documented with formal inspection reports

• Conducted by a competent person (usually a qualified technician)

Inspections cover key areas like:

• Brakes and suspension

• Tyres and wheels

• Lights and electrics

• Bodywork and mirrors

• Steering

• Load security

• Exhaust and emissions

Are Safety Inspections a Legal Requirement?

Yes. Under the terms of your Operator Licence, you are legally required to:

• Maintain your vehicles in a roadworthy condition at all times

• Operate a planned maintenance system

• Keep accurate maintenance records for at least 15 months

Even if you hold a Restricted Operator Licence, you must comply with these same obligations.

Failure to carry out regular inspections is a serious breach and a common reason operators are called to Public Inquiry.

What Does DVSA Recommend?

The DVSA’s Guide to Maintaining Roadworthiness provides clear advice on inspection frequencies.

They recommend inspections every 4 to 13 weeks, depending on usage and condition.

Vehicle Type	Recommended Inspection Interval
High mileage / intensive use	Every 4–6 weeks
Moderate use	Every 6–8 weeks
Light use / low mileage	Every 10–13 weeks

Important: 13 weeks is generally the maximum — going longer without inspections is rarely justifiable.

What Affects Your Inspection Frequency?

You should set your inspection intervals based on the risks and reality of your operation, not guesswork. Key factors include:

🚚 Vehicle age and condition

• Older vehicles may need more frequent checks.

📆 Usage intensity

• Daily multi-drop work = more wear and tear.

• Occasional weekend use? Less frequent inspections might be reasonable.

🛣️ Type of journeys

• Short city trips with lots of braking wear parts faster.

• Long motorway hauls are generally gentler on the vehicle.

📦 Payload and loading

• Vehicles regularly running at or near capacity suffer more stress.

❄️ Weather and road conditions

• Rural routes, harsh winters, and salt exposure increase deterioration.

🔧 Defect history

• A history of defects or MOT fails? Increase your inspection frequency.

👥 Driver reliability

• Are your drivers catching issues early in daily walkarounds? Or are problems being missed?

Best Practice for Restricted Licence Holders

If you hold a Restricted Operator Licence, you likely don’t have a Transport Manager to oversee compliance. That means you must be extra proactive.

✅ Start with 6-week intervals as a rule of thumb

This is widely accepted by DVSA as appropriate for most small operations.

✅ Review after 6–12 months

Are your inspections showing minimal wear? Low mileage? You might move to 8-week intervals with justification.

✅ Keep a maintenance planner

Use a calendar or spreadsheet showing scheduled inspection dates for each vehicle.

What’s the Difference Between a Daily Check and a Safety Inspection?

Feature	Daily Walkaround	Safety Inspection
Who does it?	The driver	Qualified technician
How often?	Every working day	Every 4–13 weeks
Is it documented?	Yes – defect report sheet	Yes – inspection report
Depth of check	Basic	Comprehensive
Legal requirement?	Yes	Yes

🚫 One does NOT replace the other. You must do both.

What Must You Record After a Safety Inspection?

Your inspection records must include:

• Date of inspection

• Vehicle registration or fleet number

• Details of items checked

• Defects found (if any)

• Repair details and dates

• Name of person who did the inspection

• Signature of person declaring roadworthiness

✅ You must keep these records for at least 15 months — and be able to show them during DVSA audits or roadside checks.

What Happens If You Don’t Inspect Often Enough?

Neglecting your inspection schedule can result in:

• DVSA prohibition notices (PG9)

• Fixed penalties

• MOT failures

• Licence action at Public Inquiry

• Vehicle seizures

• Reputational damage with clients and insurers

Even a single missed inspection, if followed by a serious defect, can lead to enforcement.

Real-Life Example: A Costly Oversight

A small landscaping business with one 7.5t tipper skipped their scheduled 6-week inspection due to “being busy.” Four weeks later, the DVSA pulled them over — and found:

• A worn tyre below legal tread depth

• A cracked spring

• Missing inspection records

Result? Prohibition, £500 in fines, and a call to Public Inquiry where their Restricted Licence was nearly revoked.

How to Set Up Your Inspection Schedule

1. ✅ Identify all vehicles and trailers in your fleet

2. ✅ Set an initial interval (e.g., 6 weeks)

3. ✅ Use a maintenance calendar or planner

4. ✅ Appoint a competent garage or technician

5. ✅ Log all inspections with full reports

6. ✅ Review performance and adjust intervals if needed

Sample Safety Inspection Schedule Template

Vehicle	Inspection Interval	Next Due	Technician	Last Completed
HGV-01	6 weeks	12 Aug 2025	ABC Garage	1 July 2025
VAN-02	10 weeks	4 Sept 2025	ABC Garage	26 June 2025

Conclusion

How often should you inspect your vehicles? The answer depends on your operation — but for most small fleet operators, every 6 weeks is a solid starting point.

The most important thing is that your inspections are:

• Regular

• Planned

• Recorded

• Actioned

Skipping or delaying inspections is never worth the risk. In a roadside check or Public Inquiry, “We forgot” is not a defence — it’s an admission.