How to Set Up a Maintenance System for Your Fleet

stuart47304
Jul 15
5 min read

Legal Responsibilities of Licence Holders – Part 8

Introduction

If you're an Operator Licence holder in the UK — especially with a Restricted Licence — one of the most crucial undertakings you’ve agreed to is keeping your vehicles in a roadworthy condition at all times.

But how do you prove that your vehicles are properly maintained?That’s where a robust maintenance system comes in.

Whether you operate one van or a small fleet of HGVs, your maintenance system is the backbone of your compliance — and it can mean the difference between keeping your licence or losing it at a Public Inquiry.

In this guide, we’ll walk you through how to set up a compliant, practical, and efficient maintenance system that satisfies both DVSA expectations and Traffic Commissioner standards — even if you don’t employ a Transport Manager.

Why Maintenance Matters Under Your Licence
What Is a Vehicle Maintenance System?
Key Components of a Compliant Maintenance System
Preventative Maintenance Inspections (PMIs)
Creating a Maintenance Planner
Daily Walkaround Checks & Defect Reporting
Choosing a Maintenance Provider
Recordkeeping: What to Keep and for How Long
Setting Up a Digital or Paper-Based System
Monthly Compliance Review Checklist
Common Mistakes (and How to Avoid Them)
How JS Transport Solutions Can Help

1. Why Maintenance Matters Under Your Licence

One of your core undertakings when applying for an Operator Licence is to ensure:

“The vehicles will be kept in a fit and serviceable condition.”

Failure to do so is not just a technical error — it's a breach of your licence conditions, and can lead to:

Vehicle prohibitions
Penalty points and fines
Referral to a Traffic Commissioner
Licence curtailment or revocation
Disqualification from operating vehicles

So if your business depends on your vehicles, your compliance starts with maintenance.

2. What Is a Vehicle Maintenance System?

A maintenance system is the process you follow to:

Schedule regular inspections
Log and respond to vehicle defects
Keep vehicles roadworthy
Record all maintenance activity
Ensure safe operation on public roads

A good system should be:

✅ Planned

✅ Proactive

✅ Documented

✅ Auditable

You don’t need expensive software — but you do need structure.

3. Key Components of a Compliant Maintenance System

Here’s what your maintenance system must include:

Component	Purpose
Maintenance planner	Shows when PMIs are scheduled
PMI inspection records	Confirms condition of vehicle
Defect reporting system	Captures driver walkaround checks
Repair documentation	Proof that faults are fixed
MOT and servicing records	Shows legal testing has occurred
Tachograph calibration records	For vehicles using tachographs
Workshop contracts (if outsourced)	Confirms professional servicing
Document retention	15 months minimum

4. Preventative Maintenance Inspections (PMIs)

What is a PMI?

A PMI is a full safety inspection of your vehicle carried out by a qualified mechanic, separate from your MOT or servicing schedule.

How often should they happen?

Typically every 6–13 weeks, depending on mileage, usage and vehicle type
For small vans, every 10–13 weeks may be acceptable
For HGVs, often 6-week intervals are standard

The DVSA wants evidence that intervals are realistic and risk-based.

5. Creating a Maintenance Planner

This is your master document showing scheduled PMIs for each vehicle.

Vehicle	Reg No	Next PMI	Interval	Workshop
Renault Master	AY63 TRN	12/08/2025	10 weeks	TruckTech Ltd
Ford Transit	BV20 JXN	05/09/2025	13 weeks	Local Garage

✅ Include past inspections

✅ Use colour-coding to highlight upcoming or overdue

✅ Store digitally or print and file

Tip: Use a spreadsheet template or maintenance planning software if you have more than 3 vehicles.

6. Daily Walkaround Checks & Defect Reporting

Daily Checks

Drivers must inspect their vehicles before use each day — and record that check.

Key Checks Include:

Lights, indicators, horn
Tyres, wheels, mudguards
Brakes and air leaks
Mirrors and windows
Load security and doors
Fuel, oil and water levels

Defect Reporting

Drivers must report defects using:

Paper defect sheets
Mobile app or e-defect system
Records must be:
- Signed and dated
- Stored for at least 15 months
- Actioned with repair evidence

7. Choosing a Maintenance Provider

If you don’t have in-house technicians, you’ll need a third-party workshop.

Choose a provider that:

✅ Understands DVSA inspection standards

✅ Can complete PMIs and MOT preps

✅ Provides detailed inspection reports

✅ Can attend roadside breakdowns

✅ Is consistent and trustworthy

Tip: Keep a copy of your maintenance contract or service agreement on file.

8. Recordkeeping: What to Keep and for How Long

You must retain all maintenance documents for a minimum of 15 months, including:

Record	Retention
PMI reports	15 months
Daily defect reports	15 months
Repair receipts	15 months
Maintenance planner	15 months
MOT certificates	15 months minimum
Calibration certificates	2 years

Digital records are acceptable — as long as they’re:

Legible
Accessible
Securely backed up

9. Setting Up a Digital or Paper-Based System

You can manage your system either way — what matters is consistency.

Paper-Based System

✅ Ideal for smaller fleets

✅ Simple to set up

❌ Risk of loss, damage or illegibility

Organise by:

Vehicle folders
Maintenance and driver folders
Monthly compliance reviews

Digital System

✅ Easier to search, back up and share

✅ Supports document retention rules

❌ Requires setup and basic training

Tools include:

Google Drive or OneDrive
Fleet management software (e.g. r2c, Truckfile)
JS Transport Solutions templates

10. Monthly Compliance Review Checklist

Each month, carry out an internal review:

✅ Are all PMIs completed on time?

✅ Any missed inspections or overdue services?

✅ Are defect reports being filed daily?

✅ Are reported defects followed up with repairs?

✅ Are documents signed, complete, and legible?

✅ Are files stored correctly and retrievable?

Bonus Tip: Use a monthly compliance scorecard to track ongoing performance.

11. Common Mistakes (and How to Avoid Them)

🚫 No maintenance plannerFix: Download our free template or ask us to create one.

🚫 PMIs missed or overdueFix: Use calendar alerts and monthly compliance checks.

🚫 No proof of defect repairsFix: Ensure every defect is matched with a workshop invoice or job sheet.

🚫 Backdating or poor-quality recordsFix: Train staff and use approved templates.

🚫 Operating more vehicles than authorisedFix: Regularly cross-check your licence with actual usage.

12. How JS Transport Solutions Can Help

Setting up a compliant maintenance system can feel daunting — especially when you’re also running the business, managing staff, and staying on top of everything else.

That’s where we come in.

✅ We provide:

Maintenance planner setup
Branded daily defect sheets
PMI record templates
Maintenance contract templates
Compliance file structure and storage advice
Monthly file audits
Maintenance provider sourcing help

Whether you’re starting from scratch or want to tighten up your existing system, our support keeps you 100% compliant — without the cost of a full-time Transport Manager.