How to Get Approval for a New Operating Centre

stuart47304
Jul 15
6 min read

Legal Responsibilities of Licence Holders – Part 11

Introduction

Whether you're expanding your fleet, relocating your business, or just looking for better facilities, adding or changing your operating centre is one of the most significant updates you can make under your UK Operator’s Licence.

But this isn’t as simple as parking your vehicle at a new address. Operating from an unauthorised site — even temporarily — can land you in serious trouble with the Traffic Commissioner and may result in:

A refusal or revocation of your licence
A Public Inquiry
Enforcement action from the DVSA
Complaints from local residents or planning authorities

In this comprehensive guide, we explain everything you need to know about getting approval for a new operating centre — including the legal process, the documentation, how to avoid objections, and how JS Transport Solutions can handle it all on your behalf.

What Is an Operating Centre?
When Do You Need to Apply for Approval?
Legal Requirements for a New Operating Centre
The Application Process – Step-by-Step
Public Notice and Advertising Requirements
Avoiding Common Mistakes and Objections
What the Traffic Commissioner Will Assess
What Happens If You Operate Without Approval
Using Temporary Operating Centres (Emergency Use)
How JS Transport Solutions Manages the Process for You

1. What Is an Operating Centre?

An operating centre is the location where your commercial vehicles are normally kept when not in use. It could be:

Your business premises
A depot or yard
A farm or private driveway
A third-party parking area

It is not necessarily the address where your business is registered, and it must be listed and approved on your Operator Licence.

Key Point: Each operating centre must be suitable for the type and number of vehicles you operate.

2. When Do You Need to Apply for Approval?

You must apply for approval when:

✅ You're adding a new operating centre

✅ You're moving from one site to another

✅ You want to increase the number of authorised vehicles at an existing centre

✅ You’re switching from a domestic to a commercial yard

✅ You’re using a site not currently on your licence

Important:You cannot legally operate from the new site until the Traffic Commissioner has approved the variation. Doing so is a breach of your undertakings.

3. Legal Requirements for a New Operating Centre

The Traffic Commissioner will only approve a new operating centre if it meets certain legal standards:

Requirement	Description
Suitability	The site must have adequate space and facilities for the number and type of vehicles you operate.
Access	Entry and exit must be safe and suitable for heavy vehicles.
Environmental impact	The centre should not cause nuisance to neighbours (noise, vibration, fumes).
Planning permission	May be required for commercial use – especially for HGVs.
Security	The site should offer secure vehicle storage.

If you’re using a rented site, you must have written permission from the landlord or owner to park your vehicles there.

4. The Application Process – Step-by-Step

Here’s how to get your new operating centre approved:

Step 1 – Log in to the Operator Licensing Portal

Visit: www.gov.uk/manage-operator-licenceSelect “Apply to make changes to your licence.”

Step 2 – Submit a Licence Variation

Specify that you want to add or change an operating centre. Provide:

The new site address
Number of vehicles and trailers to be kept there
Lease agreement or written permission
Site layout or plan
Reason for the change (e.g. relocation, expansion)

Step 3 – Pay the Variation Fee (£275)

This is a non-refundable fee for processing your application.

Step 4 – Advertise in a Local Newspaper

You are legally required to publish a notice in a newspaper that circulates in the area of the proposed centre. It must run for at least 1 week, and include:

Your operator name
The address of the proposed operating centre
The number of vehicles and trailers to be based there
A statement inviting objections within 21 days

Step 5 – Submit the Newspaper Advertisement

Upload proof of the advert to the portal (a scan or PDF of the ad as printed).

Step 6 – Wait for Objections and Decision

If no valid objections are received, and the TC is satisfied, your application may be granted within 3–6 weeks. If there are concerns or objections, a Public Inquiry may be triggered.

5. Public Notice and Advertising Requirements

Failing to publish the notice correctly is a common reason for delay or rejection.

Requirements:

✅ Must be in a qualifying local newspaper

✅ Must be legible and complete

✅ Must appear after you’ve submitted the variation

✅ Must be visible for at least 1 week

Sample Wording:

JS Transport Solutions Ltd of 42 Green Road, Hereford HR4 0AD is applying to add an operating centre at Unit 2, Oak Yard Industrial Estate, Hereford HR1 2NP for 3 goods vehicles and 2 trailers. Owners or occupiers of land (including buildings) near the operating centre who believe that their use or enjoyment of that land would be affected should make written representations to the Traffic Commissioner at Hillcrest House, 386 Harehills Lane, Leeds LS9 6NF within 21 days of this notice.

6. Avoiding Common Mistakes and Objections

🚫 Operating before approval is grantedThis is a licensing breach and a common PI trigger.

🚫 Incorrect or missing newspaper advertEnsure it meets the legal format and timeline.

🚫 No planning permission (when required)While planning permission is not always mandatory, the TC may refuse a centre if complaints arise or if it breaches planning rules.

🚫 Neighbour objectionsMany objections come from residents concerned about:

Noise
Early or late operating hours
Damage to verges or access roads
HGV traffic through residential streets

Mitigate this by:

Limiting early/late operations
Providing evidence of site access
Using noise barriers or landscaping
Talking to neighbours before submitting

7. What the Traffic Commissioner Will Assess

When reviewing your application, the TC will consider:

Factor	Explanation
Site suitability	Can it accommodate vehicles safely?
Local impact	Will it cause environmental or public disturbance?
History of the operator	Any past compliance issues?
Planning status	Has consent been granted or refused?
Objections received	Have nearby residents or councils raised valid concerns?

A well-presented, well-documented application is more likely to succeed.

8. What Happens If You Operate Without Approval

If you begin using a new centre without approval, you may face:

A formal warning
Public Inquiry summons
Revocation or suspension of your licence
Reputational damage and enforcement notices

Even if you’re just parking your vehicle there, it counts as using an unauthorised operating centre if it is not listed on your licence.

9. Using Temporary Operating Centres (Emergency Use)

In rare cases — such as sudden loss of your approved site due to eviction, flooding or fire — you may apply for temporary authority to use another centre.

To do this:

Contact the Traffic Commissioner immediately
Provide a clear explanation and supporting evidence
Submit a temporary variation (up to 3 months allowed)
Follow up with a full variation if permanent use is required

Important: You cannot assume permission — you must obtain it in writing.

10. How JS Transport Solutions Manages the Process for You

We specialise in helping operators — especially Restricted Licence holders — manage every step of the operating centre process.

✅ What We Do:

Assess site suitability
Draft and submit your licence variation
Handle correspondence with the Traffic Commissioner
Write and publish the legal notice in the correct newspaper
Provide template site plans and documentation
Liaise with landlords or planning consultants
Advise on how to avoid objections or delays

We can also support you after approval by updating your compliance documents and records.

📞 Need help now? Visit www.jstransport.uk for a free quote or consultation.

Conclusion

Getting approval for a new operating centre might sound like red tape — but it’s a critical part of your Operator Licence. Do it right, and you can expand or relocate your business without worry. Do it wrong, and you risk enforcement, a PI, or losing your licence.