Setting Up a Maintenance Regime for Restricted Licence Holders

Running vehicles under a Restricted Operator Licence doesn’t mean you can take shortcuts with maintenance. In fact, you’re held to the same safety standards as large haulage firms — just without the help of a Transport Manager.

So how do you stay compliant, keep your vehicles roadworthy, and avoid a DVSA prohibition or Public Inquiry?

This post walks you through how to build a simple, robust maintenance regime tailored to small fleet operators and owner-drivers with restricted licences.

🔧 What Is a Maintenance Regime?

A maintenance regime is the structured plan and process by which you:

• Schedule and carry out safety inspections (PMIs)

• Respond to defects and repairs

• Keep records of all work done

• Ensure your vehicles remain safe, legal, and compliant

It’s not just about MOTs and fixing faults — it’s about being proactive, not reactive.

⚖️ Legal Responsibilities Under a Restricted Licence

Even without a CPC or qualified transport manager, you are still responsible for:

• Maintaining a written maintenance plan

• Having vehicles inspected at regular intervals (usually every 6–10 weeks)

• Using competent maintenance providers

• Recording all repairs, inspections, and defects

• Keeping records for at least 15 months

• Ensuring no vehicle is used in an unsafe condition

Failing to comply can lead to:

• DVSA prohibitions or fixed penalties

• ncreased Operator Compliance Risk Score (OCRS)

• A call to Public Inquiry

• Licence suspension or revocation

🛠️ Step-by-Step: How to Set Up a Compliant Maintenance Regime

1. Create a Maintenance Planner

Start with a simple calendar or spreadsheet that includes:

• Planned Maintenance Inspections (PMIs)

• MOT due dates

• Brake tests (quarterly recommended)

• Tachograph calibration (every 2 years)

• Service intervals (if separate from PMIs)

Example:

Vehicle	PMI Frequency	Next PMI	MOT Due	Brake Test Due
AB12 XYZ	8 weeks	15/08/2025	20/11/2025	15/10/2025

Use this to set reminders and stay ahead of deadlines.

2. Choose a Reliable Maintenance Provider

Your inspection and repair work must be carried out by a competent person or garage.

This means:

• A qualified technician

• Access to tools and facilities

• Written inspection sheets

• Willingness to provide documentary evidence

Ask for references, check reviews, and make sure they understand Operator Licence requirements, not just MOT prep.

3. Agree a Regular PMI Schedule

How often should you inspect?

Operation Type	Recommended PMI Interval
Light-use vehicle (low mileage)	10 weeks
Medium-use (multi-drop, moderate loads)	6–8 weeks
Heavy-use (long-distance, high loads)	4–6 weeks

Whatever you agree, stick to it — missed inspections are a red flag for the DVSA.

4. Keep Inspection and Repair Records

For each vehicle, file:

• PMI sheets (signed, dated, defect status noted)

• Invoices for parts and repairs

• Defect report sheets (daily walkarounds)

• MOT certificates and advisory notes

• Tacho calibration certificates

These must be retained for 15 months minimum and available for DVSA or OTC inspection.

✅ Best practice: Scan them monthly and store in a digital maintenance file.

5. Implement a Defect Reporting Process

Your drivers (even if it’s just you) must carry out and record a daily walkaround check before driving.

This process should include:

• A walkaround check sheet or app

• A method for reporting defects

• A process for repairing defects before the vehicle is used

• A signature to confirm the vehicle is roadworthy

Don’t rely on memory. No records = non-compliance.

6. Monitor and Review

At least once every 6 months, review your maintenance regime:

• Have all PMIs been done on time?

• Are repairs being completed promptly?

• Any repeated faults or advisory issues?

• Is your provider doing quality work?

If you notice patterns (e.g. repeat brake defects), investigate the root cause.

📋 What Goes in a Maintenance File?

For each vehicle, you should have:

Section	Contents
Vehicle Details	Make, model, registration, VIN, start date
Maintenance Planner	PMI schedule, MOT dates, brake test intervals
PMI Records	Completed inspection sheets (with date, faults, action taken)
Repairs	Invoices and job sheets for any remedial work
Daily Defects	Walkaround check records, driver reports
Calibration	Tacho calibration certificate (if required)
Evidence of Action	Any written documentation showing issues were resolved

This forms the core of your defence if the DVSA investigates you.

📱 Digital vs Paper: Which Is Best?

Option	Pros	Cons
Paper-based	Cheap, easy to start, familiar	Risk of loss, hard to search or share
Digital	Searchable, shareable, backed up, tidy	Requires some IT setup or software

Best approach:Scan paper sheets and store them in cloud folders (e.g. Google Drive, Dropbox). Use standard naming conventions like:

AB12XYZ_PMI_2025-07-15.pdf

🧠 Common Mistakes to Avoid

Mistake	Why It’s a Problem
Missed PMIs	DVSA will spot it and question your control
No daily checks	Prohibitions likely at roadside
No records kept	Can’t prove compliance — red flag
Overdue MOTs	Automatic breach of undertakings
Using unqualified mechanics	Puts vehicles and your licence at risk

🔄 What to Do If You’re Late or Missed a PMI

• Get it done immediately

• Record the reason for delay (e.g. illness, emergency repair)

• Log any action taken to prevent recurrence

• Inform the Traffic Commissioner if you believe compliance was affected

Being honest and showing corrective action is better than hiding it.

👣 Final Thoughts

As a Restricted Licence holder, you’re expected to maintain your vehicles to the same safety standards as national operators — even if you’ve got just one lorry.

With no transport manager to fall back on, it’s up to you to:

✅ Schedule PMIs and stick to them

✅ Keep accurate records

✅ Use qualified providers

✅ Maintain a defect reporting process

✅ Be ready to show evidence to the DVSA

It doesn’t have to be complicated — just consistent.

Build your regime, keep your records, and stay compliant. Your licence depends on it.

Next in the series:👉 Walkaround Checks: How to Stay Compliant Without a TM