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Maintenance Planning for Restricted Operators

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For Restricted Operator Licence holders, managing vehicle maintenance effectively is crucial. Without the resources of larger fleets or a dedicated Transport Manager, many small operators struggle to keep maintenance planned, recorded, and compliant.


This guide explains why maintenance planning matters, legal requirements, how to build a simple yet robust regime, and tips for staying ahead of your vehicles’ needs.


Why Maintenance Planning Matters


Good maintenance planning means:

  • Safer vehicles on the road

  • Fewer breakdowns and costly repairs

  • Compliance with DVSA and Traffic Commissioner expectations

  • Protection of your Operator Licence

  • Cost control through budgeting and avoiding emergency repairs


Legal Obligations for Restricted Licence Holders


You must:

  • Schedule and carry out regular Planned Maintenance Inspections (PMIs)

  • Retain maintenance and repair records for 15 months

  • Conduct daily walkaround checks and report defects

  • Use competent garages or technicians

  • Ensure MOTs, brake tests, and tachograph calibrations (if applicable) are up to date


Building Your Maintenance Plan

  1. Identify Vehicle Maintenance NeedsList inspection intervals, MOT dates, tyre checks, and service schedules.

  2. Create a Maintenance CalendarUse paper or digital tools (spreadsheets, Google Calendar, apps).

  3. Assign ResponsibilityEven if you’re a sole operator, create routines and reminders.

  4. Record All ActivitiesKeep files of inspection sheets, invoices, repair notes.

  5. Review and AdjustCheck completed jobs monthly and update your plan.


Choosing a Maintenance Provider


Look for:

  • Qualified, reputable garages

  • Understanding of Operator Licence requirements

  • Clear communication and documentation

  • Fair pricing and prompt service


Budgeting for Maintenance


Estimate monthly costs for PMIs, tyres, repairs, and unexpected issues. Maintain a contingency fund.


Tips for Staying Compliant


  • Don’t delay repairs

  • Conduct thorough walkaround checks daily

  • Keep electronic backups of records

  • Regularly audit your maintenance files


Final Thoughts


Maintenance planning protects your investment, your licence, and your safety. With simple systems and discipline, Restricted Licence holders can run compliant, efficient operations without a Transport Manager.

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