See All Operator Licence FAQs: Your Essential Guide

Whether you’re applying for an Operator Licence for the first time or have been running a fleet for years, questions are bound to arise. The Operator Licence system is complex — with detailed requirements, strict enforcement, and serious consequences for getting it wrong.

This article brings together the most frequently asked questions (FAQs) from real operators, Transport Managers, and applicants. It’s your go-to reference for clear, practical answers — all in one place.

🔍 General Operator Licence Questions

❓ What is an Operator Licence?

An Operator Licence (O-Licence) is a legal requirement for any business or individual that uses goods vehicles over 3.5 tonnes (or 2.5 tonnes for international journeys) for commercial purposes.

It gives you permission to operate vehicles legally and is issued by a Traffic Commissioner.

❓ What are the different types of Operator Licence?

There are three main types for goods vehicle operators:

1. Restricted – For carrying your own goods only.

2. Standard National – For carrying goods for others in the UK.

3. Standard International – For carrying goods for others across borders.

Passenger transport operators (buses, coaches, minibuses) have similar licence types but under the PSV system.

❓ Do I need a licence if I only transport my own goods?

Yes — if your vehicle is over 3.5 tonnes gross vehicle weight (GVW), you’ll still need a Restricted Licence.

❓ What happens if I operate without a licence?

Operating without a valid O-Licence is illegal and considered a criminal offence. Consequences may include:

• Fines and prosecution

• Vehicle seizure

• Disqualification from operating

• Loss of contracts or insurance cover

💼 Applying for an Operator Licence

❓ How do I apply for an Operator Licence?

You apply online through the Vehicle Operator Licensing (VOL) portal at:https://www.vehicle-operator-licensing.service.gov.uk

You’ll need to:

• Choose your licence type

• Provide operating centre details

• Submit financial and maintenance evidence

• Pay fees

• Publish a newspaper advert

❓ How much does an Operator Licence cost?

Fee	Amount
Application fee	£257
Licence issue fee	£401
Total	£658

These fees are current as of 2025. You may also incur costs for:

• Maintenance contracts

• Transport Manager fees (Standard only)

• Professional advice

❓ How long does it take to get a licence?

Most applications take 6 to 8 weeks, assuming no objections or missing information. Factors that delay the process include:

• Incorrect newspaper advert

• Missing financial evidence

• Public objections

• Operating centre issues

❓ Do I need planning permission for an operating centre?

Not always — but your chosen operating centre must:

• Be suitable for heavy vehicle use

• Have secure parking

• Avoid causing public nuisance (noise, traffic, fumes)

Local objections or lack of planning permission may cause the Traffic Commissioner to refuse the site.

❓ Do I need to advertise my application?

Yes. You must publish a public notice in a locally circulating newspaper, within 21 days of applying.

It must state:

• Your trading name and address

• Operating centre address

• Number of vehicles and trailers

• Type of licence being applied for

Failure to do so correctly will delay or invalidate your application.

👨‍💼 Transport Manager Questions

❓ What is a Transport Manager?

A Transport Manager (TM) is the professionally competent person responsible for ensuring legal and compliant operation under a Standard Licence.

They must:

• Hold a valid Certificate of Professional Competence (CPC)

• Be “of good repute”

• Have continuous and effective control of the fleet

❓ Can I use an external Transport Manager?

Yes. Many operators — especially smaller ones — use external Transport Managers under contract.

Requirements:

• Contract must define duties, time commitment, and authority

• TM must not be overstretched (limited number of hours and operators)

• TM1 form must be submitted with the licence application

❓ How much time does a TM need to dedicate?

It depends on fleet size. The DVSA typically expects:

• Around 2–4 hours per week per vehicle

• More if the operator has complex logistics or previous compliance issues

❓ What happens if my Transport Manager leaves?

You must notify the Traffic Commissioner immediately via the VOL portal and:

• Appoint a new TM within 28 days (or request a time extension)

• Avoid operating illegally in the meantime

🧾 Compliance & Record-Keeping

❓ How often should I inspect my vehicles?

Every vehicle and trailer must be safety-inspected:

• At regular intervals (typically every 6–10 weeks)

• According to a written maintenance schedule

• Regardless of MOT dates or mileage

❓ What records do I need to keep?

You must retain:

• Vehicle maintenance records (15 months)

• Daily walkaround check reports

• Driver defect reports

• Tachograph data and infringement analysis

• Financial standing documents

• Driver training logs and licence checks

❓ What’s a digital tachograph?

A digital tachograph records:

• Driving hours

• Rest periods

• Speed

• Distance travelled

Drivers use personal smart cards that store data. Operators must regularly download and analyse this data to ensure drivers stay within legal limits.

❓ What are the maximum driving hours?

Under EU rules (still applicable in GB for most LGVs):

• Max 9 hours driving per day (can extend to 10 twice a week)

• Max 56 hours per week

• Min 11 hours rest in a 24-hour period

⚖️ Traffic Commissioner & Enforcement

❓ Who is the Traffic Commissioner?

Traffic Commissioners are independent regulators appointed by the government to oversee:

• Operator Licences

• Transport Manager conduct

• Vocational driver behaviour

They can:

• Refuse, suspend, curtail, or revoke licences

• Disqualify individuals from transport roles

• Call Public Inquiries to investigate compliance concerns

❓ What’s a Public Inquiry?

A Public Inquiry (PI) is a formal hearing held by a Traffic Commissioner to:

• Investigate alleged breaches

• Review an application

• Decide on sanctions

Outcomes can include:

• Licence revocation

• Vehicle reductions (curtailment)

• Disqualification of individuals

• Warnings or conditions added to your licence

❓ Can I appeal a Traffic Commissioner’s decision?

Yes — you can appeal to the Upper Tribunal (Administrative Appeals Chamber) within 28 days of the TC’s decision.

You must demonstrate:

• A legal or procedural error

• New evidence not available at the time

• That the decision was unreasonable in law

📉 Licence Risks & Disqualifications

❓ Why might I lose my Operator Licence?

Top reasons include:

• Poor maintenance records

• Repeated vehicle defects or roadside prohibitions

• Breaching driver hours laws

• Using an unauthorised operating centre

• Financial standing failure

• Falsified or missing documents

❓ What is ‘good repute’?

‘Good repute’ is a legal standard you must meet to hold a licence. You can lose repute due to:

• Criminal convictions

• Fraud or dishonesty

• Repeated compliance failures

• Poor conduct of directors or TMs

Once lost, repute is hard to restore — and your licence may be revoked.

❓ Can I operate vehicles while my licence is under review?

No. If your licence is suspended, revoked, or under restriction, you must not operate vehicles until the issue is resolved or the suspension is lifted.

Doing so is a criminal offence and could lead to:

• Vehicle seizure

• Disqualification

• Criminal charges

📚 Common Misunderstandings

❓ I’ve only got one vehicle. Do I still need to follow all these rules?

Yes. Compliance rules apply regardless of fleet size. Even a single vehicle must:

• Be regularly maintained

• Have proper records

• Be operated from an authorised centre

❓ I have a van under 3.5 tonnes. Do I need a licence?

Not unless:

• You use a trailer that pushes your total GVW above 3.5 tonnes

• You operate internationally, where the threshold is 2.5 tonnes

• You're using the vehicle in a way that needs an Operator Licence

❓ I’m just a subcontractor — isn’t my licence the contractor’s responsibility?

No. If you operate your own vehicle, you are responsible for holding the correct licence and meeting all compliance rules. Subcontracting does not exempt you from licensing.

🛠️ Practical Tips to Stay Compliant

• Keep a compliance calendar – Track inspections, licence renewals, audits, and checks

• Use digital tools – For tachograph, defect reporting, and document storage

• Do internal audits – Quarterly at minimum

• Train your staff – Especially drivers and admin teams

• Appoint a competent TM – Or outsource to a qualified professional

• Don’t cut corners – Short-term savings lead to long-term penalties

📝 Summary: Key Things to Remember

Question	Key Answer
Do I need a licence?	If you operate over 3.5t – yes.
What if I carry my own goods only?	Apply for a Restricted Licence.
Do I need a Transport Manager?	Only for Standard Licences.
What does the TC do?	Grants, revokes, and monitors licences.
How do I stay compliant?	Good systems, records, and regular reviews.
Can I lose my licence?	Yes — if you breach the rules or lose repute.

✅ Conclusion: Keep This FAQ Handy

The Operator Licence system can seem complicated — and in many ways, it is. But with the right information, tools, and systems in place, you can operate confidently, legally, and successfully.

If you still have questions, don’t leave it to chance.

Next step: Contact a qualified compliance consultant, Transport Manager, or download our Operator Licence Compliance Guide to stay on track.