How to Prepare for a DVSA Inspection or Public Inquiry

Legal Responsibilities of Licence Holders – Part 15

Introduction

Receiving a letter, call, or unannounced visit from the Driver and Vehicle Standards Agency (DVSA) or a summons to a Public Inquiry (PI) from the Traffic Commissioner (TC) can be a nerve-wracking experience — especially if you're a small business owner or a

Restricted Licence holder.

But these aren’t random events.

Inspections and Public Inquiries are typically triggered by:

• Roadside prohibitions or offences

• DVSA operator compliance risk score (OCRS)

• Complaints from the public or planning authorities

• Concerns about financial standing or maintenance

• Late or missing documents

• A poor history of compliance

Whether you're operating one van or a fleet of HGVs, if you're not prepared, the consequences can be severe — including suspension, curtailment, or even revocation of your licence.

This guide walks you through exactly how to prepare for a DVSA inspection or Public Inquiry — so you stay confident, compliant, and in control.

Table of Contents

1. What Is a DVSA Inspection?

2. What Is a Public Inquiry?

3. What Triggers an Inspection or PI?

4. DVSA Inspection Checklist: What They’ll Look At

5. Public Inquiry Preparation: What to Expect

6. Documents You Must Have Ready

7. How to Conduct a Self-Audit

8. Best Practices for the Day of Inspection or PI

9. Case Studies: Successes and Pitfalls

10. JS Transport Solutions: Preparation and Representation Support

1. What Is a DVSA Inspection?

A DVSA inspection is a detailed compliance check of your transport operation. It may be:

• Announced – you get a letter/email to prepare

• Unannounced – the DVSA turns up at your site or depot

• Remote – you’re asked to send documents electronically

• Targeted – usually triggered by roadside events, intelligence, or OCRS

What are they looking for?

They’re assessing whether you’re complying with the undertakings of your Operator Licence — especially around:

✅ Vehicle safety and maintenance

✅ Driver hours compliance

✅ Recordkeeping and documentation

✅ Operating centre legitimacy

✅ Financial standing (if relevant)

2. What Is a Public Inquiry (PI)?

A Public Inquiry is a formal hearing before a Traffic Commissioner, held when there are concerns about:

• Your repute as an operator

• A serious breach of licence conditions

• Your fitness to hold or continue holding a licence

• An application or variation that raises concerns

• A recommendation from the DVSA after an inspection

This is a legal hearing, and the Traffic Commissioner has the power to:

⚠️ Refuse or revoke your licence

⚠️ Suspend operations

⚠️ Reduce the number of authorised vehicles

⚠️ Disqualify you from holding a licence

⚠️ Issue written warnings or attach conditions

3. What Triggers an Inspection or PI?

Trigger	Result
Roadside prohibition	DVSA inspection or warning letter
Maintenance failure	DVSA inspection
Application with poor history	PI before granting
Licence breaches	PI or warning
Financial standing issue	PI or curtailment
Repeated infringements	PI with driver conduct concerns
Complaints from neighbours	DVSA site visit or PI

Note: Restricted Licence holders are not exempt. The DVSA can — and often does — inspect them.

4. DVSA Inspection Checklist: What They’ll Look At

✅ Vehicle Maintenance

• Preventative Maintenance Inspection (PMI) records

• Safety inspection intervals (typically 6–13 weeks)

• Repair job sheets and invoices

• Daily walkaround check records

• Defect reporting system

• Maintenance planner

• MOT history and tachograph calibration

✅ Driver Management

• Driving licence and CPC checks

• Driver training records and induction

• Driver hours compliance (tachograph downloads and analysis)

• Working Time Directive records (if applicable)

• Infringement debrief records

✅ Licence Conditions

• Vehicles and trailers match what’s authorised

• Operating centres in use are listed

• Financial standing evidence (for Standard licence holders)

• Traffic Commissioner correspondence followed

✅ Recordkeeping

• Retention periods met (15 months+ for key documents)

• Clear file structure (digital or paper)

• Ability to produce documents promptly

5. Public Inquiry Preparation: What to Expect

A PI is not like a DVSA inspection — it’s a formal, public hearing held by the Traffic Commissioner.

You will receive:

• A call-up letter detailing the issues

• A request for supporting documents

• A date and time for your appearance (in person or virtual)

You may be required to bring:

• Directors, partners, or your nominated Transport Manager

• Your solicitor or representative

• Documentary evidence of corrective action

The TC may also invite:

• DVSA examiners

• Planning officers or local objectors

• Your External Transport Manager (if applicable)

6. Documents You Must Have Ready

To prepare for either a DVSA inspection or a PI, gather:

Vehicle Compliance

• PMIs (last 15 months minimum)

• Maintenance planner

• Daily defect reports

• Repair and servicing invoices

• MOTs and tacho calibration

Driver Compliance

• Licence check logs

• Driver CPC proof

• Tacho downloads and analysis

• Infringement debrief records

• Driver induction/training files

Operator Documents

• A copy of your Operator Licence

• Insurance certificate

• Financial standing (bank statements or accounts)

• Correspondence with the TC

• Evidence of changes notified (TM1s, operating centre variations)

7. How to Conduct a Self-Audit

Before a DVSA visit or PI:

✅ Review your maintenance files — are all inspection intervals met?

✅ Confirm your defect reporting system is active and followed up

✅ Check that your vehicles match what’s listed on your licence

✅ Run driver licence checks and confirm CPC validity

✅ Download and analyse tacho data (if applicable)

✅ Organise documents clearly (labelled files, both paper and digital)

✅ Correct or update anything that’s missing

✅ Prepare a written summary of your systems

Pro tip: Run a mock audit using the DVSA’s Earned Recognition checklist (even if you’re not in the scheme).

8. Best Practices for the Day of Inspection or PI

If DVSA arrives on-site:

• Be polite, professional, and cooperative

• Ask for ID and reason for the visit

• Provide access to requested records

• Take notes of what they review and say

• Don’t hide or destroy documents

• Don’t make excuses — offer evidence

If attending a Public Inquiry:

• Dress smartly — this is a formal hearing

• Arrive early and bring all requested documentation

• Speak clearly and truthfully

• Show remorse (if needed) and explain corrective actions

• Present a plan for improving compliance

• Be ready to answer questions about your operations

• If nervous, bring a compliance consultant or legal rep

9. Case Studies: Successes and Pitfalls

✅ Success Story: Prepared for DVSA Audit

A Restricted Licence holder received notice of a DVSA inspection after a roadside prohibition:

• Maintenance files were reviewed and updated

• Defect reporting was overhauled

• Driver files were organised

• A summary pack was prepared

The DVSA praised their improvements and issued no penalties.

⚠️ Pitfall: Ignored Call-Up Letter

A small operator received a PI call-up letter but did not respond in time. They attended without preparation, had missing PMI records, and no defect reports. The TC revoked their licence for failing to demonstrate basic compliance.

10. JS Transport Solutions: Preparation and Representation Support

We help operators — especially small businesses and Restricted Licence holders — navigate inspections and inquiries with confidence.

✅ Our Services:

• Pre-inspection audit (on-site or remote)

• Compliance file organisation

• Document gathering and formatting

• Maintenance system setup

• Driver compliance checklist

• Tacho analysis and report prep

• Representation or support at PI

• Liaison with DVSA or the Traffic Commissioner

📞 Book your confidential consultation at👉 www.jstransport.uk

Conclusion

Don’t panic if the DVSA comes knocking — or you’re summoned to a Public Inquiry. With the right preparation, professional support, and evidence of corrective action, you can demonstrate that you're serious about compliance and protecting road safety.

But don’t wait until it’s too late. If you’re not ready, or unsure whether your systems would stand up to scrutiny, take action now.

Final Prep Checklist

✅ Last 15 months of PMI records

✅ Working maintenance planner

✅ Daily defect reports available

✅ Driver licence and CPC checks on file

✅ Tacho data downloaded and analysed

✅ Infringements documented and addressed

✅ Financial standing evidence up to date

✅ Documents named, dated, and legible

✅ Change notifications submitted to TC

✅ Know what you’ll say and who will attend

Next in the series:[Restricted vs. Standard Operator Licence: What’s the Difference?]