How to Prepare for a Public Inquiry and What to Expect

If you’ve been called to a Public Inquiry (PI) by the Office of the Traffic Commissioner, the stakes are high — but it’s not necessarily the end of your Operator Licence.

With proper preparation and a clear understanding of the process, you can demonstrate to the Traffic Commissioner (TC) that your business deserves to keep its licence and that any failings were isolated or resolved.

This guide walks you through:

• How to prepare effectively

• What to expect on the day

• What documents to bring

• How to handle questioning

• How to present your case professionally

• What happens after the hearing

Why You’ve Been Called to a Public Inquiry

Typically, the DVSA or TC has identified serious concerns about your:

• Vehicle maintenance

• Record keeping

• Tachograph or driver hours compliance

• Operating centre use

• Financial standing

• Repute or professional competence

Being called to PI doesn’t automatically mean your licence will be revoked — but it does mean you need to prove you’re willing and able to operate compliantly.

Step 1: Understand the Allegations

Your letter from the Office of the Traffic Commissioner will include:

• The date and location of the PI

• The reasons for the hearing

• Copies of the DVSA report or evidence

Read it thoroughly and break down each issue into a checklist. Example:

Allegation	Evidence
Missed safety inspections	Gaps in PMI records from Jan–May 2024
Tachograph misuse	No driver card downloads for 6 months
Operating outside licence terms	Additional vehicle not declared

This helps you address each point methodically.

Step 2: Seek Professional Help (If Needed)

You have the right to be represented. Many operators choose to work with:

• A transport solicitor

• A compliance consultant

• An external transport manager

They can help you:

• Prepare evidence

• Draft a formal written statement

• Attend the hearing with you

• Present your case professionally

If the issues are complex — or you’re unsure — don’t go it alone.

Step 3: Collect and Organise Your Evidence

Bring a complete, clear, and professional bundle of documents to the hearing.

Include:

✅ Safety inspection planner

✅ PMI reports (15+ months)

✅ Defect reports and repair sheets

✅ Maintenance contracts

✅ Daily walkaround check records

✅ Tachograph downloads and infringement reports

✅ Driver licence check logs

✅ Financial standing evidence (bank statements, forecasts)

✅ Policies and procedures (e.g. record keeping, defect reporting)

✅ Evidence of any remedial action taken

Label everything clearly. Put it in date order. Make copies for:

• The TC

• The clerk

• Yourself

• Your representative (if attending)

Step 4: Prepare a Written Statement

You should include a concise, professional statement that:

• Acknowledges the issues

• Explains what went wrong (factually and honestly)

• Details the action taken to correct it

• Demonstrates what’s now in place to prevent recurrence

Example:

“We acknowledge that PMIs were missed in early 2024 due to poor planning and a change in maintenance provider. We have now engaged a new garage, created a 6-week inspection schedule, and implemented a maintenance calendar to ensure compliance going forward.”

Step 5: Rehearse Your Responses

The TC will ask direct questions. Be ready for:

• “Why did you fail to carry out safety inspections?”

• “How are you ensuring your vehicles are roadworthy today?”

• “What have you done to improve record-keeping?”

• “Why should I trust you to hold a licence?”

Be honest. Be specific. Don’t blame others. The TC wants to see personal responsibility and change.

Step 6: Know What to Expect on the Day

• Arrive early, dressed smartly

• Bring all documents in a folder or binder

• Wait to be called into the hearing room

• The TC will sit at the front, possibly with a DVSA representative present

• You’ll be invited to present your case and answer questions

• If you have a representative, they’ll usually speak first

• You may be asked about vehicles, drivers, policies, past conduct, and future plans

It’s formal but not intimidating — as long as you’re prepared.

Step 7: Be Professional and Respectful

✅ Address the Traffic Commissioner as “Sir” or “Ma’am”

✅ Speak clearly and avoid jargon

✅ Be truthful — misleading statements will hurt your case

✅ Stay calm if challenged

✅ Don’t interrupt — wait to be invited to speak

A respectful attitude goes a long way.

Step 8: Show What’s Changed

The most powerful defence isn’t an excuse — it’s evidence of improvement.

If you’ve:

• Hired a transport consultant

• Introduced a maintenance planner

• Set up digital record-keeping

• Re-trained staff or yourself

• Purchased compliant vehicles

• Appointed an External Transport Manager

…bring proof. It shows you’re taking compliance seriously.

What Decisions Can the TC Make?

At the end of the hearing, the TC might:

• Issue a formal warning

• Curtail your licence (reduce vehicle authorisation)

• Suspend your licence for a fixed period

• Revoke your licence entirely

• Disqualify you from holding a licence in future

• Take no further action

The decision may be given immediately or sent in writing later.

After the Inquiry

Depending on the outcome:

• Continue implementing your new systems

• Send any requested follow-up documentation promptly

• If you were allowed to continue operating, stay compliant — future issues will be treated more harshly

• If your licence was revoked or curtailed, speak to a solicitor about appeal options or future applications

Conclusion

A Public Inquiry is a serious test — but it’s also a second chance.

Go in prepared, honest, and determined to improve. Many operators have emerged from a

PI with stronger systems, cleaner records, and a renewed commitment to compliance.

Remember: the Traffic Commissioner isn’t looking for perfection. They’re looking for competence, control, and a willingness to improve.

Next in the series:👉 Top Reasons Operators Lose Their Licence at a Public Inquiry