Step-by-Step Operator Licence Application Guide
- stuart47304
- Jul 7
- 5 min read
Applying for an Operator Licence (O-Licence) in the UK can feel overwhelming, especially if it’s your first time. With legal obligations, regulatory requirements, and industry-specific terminology, many new operators struggle to navigate the process.
This guide breaks it all down into a simple, step-by-step process. Whether you’re applying for a Restricted, Standard National, or Standard International licence, this article will help you understand:
What documents you need
How to complete your application
How long the process takes
Common mistakes to avoid
What happens after your licence is granted
What Is an Operator Licence? (Quick Recap)
An Operator Licence is a legal requirement for any business using goods vehicles over 3.5 tonnes (or 2.5 tonnes for international journeys) for business purposes.
There are three types:
Restricted – For carrying your own goods only
Standard National – For carrying goods for others within the UK
Standard International – For carrying goods for others internationally
Your application must be approved by the relevant Traffic Commissioner, who ensures you meet all the criteria to run commercial vehicles safely and responsibly.
Step-by-Step: How to Apply for an Operator Licence
Step 1: Determine Your Licence Type
Start by identifying what you plan to do with your vehicles:
Important: Don’t apply for the wrong licence — operating under an incorrect licence can lead to prosecution, fines, and vehicle seizure.
Step 2: Register for an Online Account with VOSA/OTC
You’ll need to apply through the Vehicle Operator Licensing (VOL) self-service system.
How:
Go to: https://www.vehicle-operator-licensing.service.gov.uk
Create a user account
Begin a new Goods Vehicle Operator Licence application
Step 3: Gather Your Information & Documentation
Before starting your application, make sure you have the following ready:
a) Business Details
Company or sole trader name
Business trading address
Correspondence address
b) Operating Centre Details
Address of each operating centre
Proof of permission to use each site (e.g., lease, letter from landlord)
Number of vehicles and trailers to be based there
c) Maintenance Arrangements
Name and contact of maintenance provider
Copy of your planned inspection schedule
Details of workshop facilities (if in-house)
d) Financial Evidence
To prove you meet the financial standing requirements, prepare:
You’ll need:
Recent business bank statements (last 3 months)
Business loan agreements (if applicable)
Savings or credit lines (as supporting evidence)
e) Transport Manager (for Standard Licences)
Name and CPC certificate of your nominated Transport Manager
Certificate of Professional Competence
Contract (if using an external TM)
TM1 form (Transport Manager declaration)
Step 4: Complete the Online Application
Log in to your VOL account and start a new Goods Vehicle application. You'll be asked to complete sections on:
Business type and legal entity
Contact and correspondence details
Operating centres and vehicle numbers
Financial standing evidence
Maintenance provider information
Transport Manager (Standard licences only)
Declarations and agreements
Take your time. Mistakes or missing details can delay the process significantly.
Step 5: Pay the Application Fee
Application fee: £257
Licence issue fee: £401 (payable once licence is granted)
Payment is made online. Fees are non-refundable, so triple-check your details before submitting.
Step 6: Advertise Your Application (Legal Requirement)
You must place a public notice in a local newspaper circulating in the area of your proposed operating centre.
The notice must:
Be placed within 21 days of applying
Include your business name, licence type, number of vehicles/trailers, and operating centre address
Appear exactly as worded in the OTC guidelines
Failure to do this correctly will delay or invalidate your application.
Step 7: Await Responses and Prepare for Objections
Once your application and advert are submitted, there’s a 21-day public objection period.
Objections can come from:
Local residents
Local councils
Other operators
Tip: Objections are more likely if you’ve chosen an unsuitable operating centre (e.g., residential street, no planning permission, noise concerns). Engage with locals early to avoid disputes.
Step 8: Traffic Commissioner Review
Once the objection period ends, your application goes to the Traffic Commissioner for review.
They will assess:
Your professional competence
Your financial standing
The suitability of your operating centre
Your maintenance arrangements
Your compliance history (if previously licensed)
If there are no issues, you’ll receive your licence documents shortly after approval.
If there are concerns, you may be called to a Public Inquiry, where you’ll need to present evidence and answer questions under oath.
Step 9: Receive and Display Your Licence
Once approved, you’ll receive:
Your official Operator Licence
A disc for each authorised vehicle (must be displayed in the windscreen)
Your licence details online in VOL
You can now operate legally under the terms of your licence.
Ongoing Responsibilities After You Receive Your Licence
Getting your licence is just the beginning. Here’s what you must do after it’s issued:
a) Maintain Financial Standing
Keep a sufficient bank balance for your fleet size at all times
The Traffic Commissioner can request proof annually
b) Vehicle Maintenance
Set inspection intervals (usually 6–10 weeks)
Record all inspections, repairs, and defect rectifications
Ensure driver defect reports are completed daily
c) Keep Records
Retain vehicle maintenance records for 15 months
Keep tachograph and driver hours records
Monitor driver behaviour and training
d) Notify Material Changes
You must inform the Traffic Commissioner if:
You move or change operating centres
You change business structure
You increase or decrease vehicle numbers
Your Transport Manager leaves
e) Compliance Audits
DVSA may inspect your operation at any time
Failing a roadside inspection or audit can result in enforcement action
Timelines: How Long Does It Take?
Tip: Avoid delays by submitting complete, accurate information and handling the newspaper ad immediately.
Common Mistakes and How to Avoid Them
Failing to place the advert correctly
Always follow the OTC's format requirements exactly
Missing financial evidence
Submit up-to-date, clear bank statements
Incorrect maintenance details
List a real garage or provide an inspection schedule if doing in-house
Wrong licence type
Don’t apply for a Restricted Licence if you're working for hire/reward
Missing TM paperwork
For Standard licences, always include TM1 and CPC certificate
Underestimating setup time
Many applicants rush and submit incomplete information, causing long delays
Tips for a Successful Application
✅ Plan ahead – Gather documents, choose an operating centre, and line up your maintenance provider early
✅ Engage with neighbours – Especially if you're applying in a residential or mixed-use area
✅ Hire an expert – Consider using a transport consultant or external Transport Manager
✅ Be honest – Don’t try to operate before your licence is issued
✅ Read the guidance – Check gov.uk for the latest rules and requirements
What Happens If Your Application Is Refused?
If your application is rejected:
You’ll receive a formal explanation from the Traffic Commissioner
You may be invited to a Public Inquiry or given a chance to reapply with corrections
Serious issues (fraud, unfitness, bad repute) can result in bans
Renewing and Updating Your Licence
Operator Licences don’t last forever. Standard licences are subject to five-year continuations, and any licence can be revoked if you breach conditions.
Always keep your:
Vehicle numbers up to date
Operating centres correctly listed
Transport Manager records accurate
Financial standing maintained
Conclusion
Applying for an Operator Licence can be daunting — but when broken down step by step, it’s completely manageable. The key is preparation, accuracy, and understanding what’s expected of you.
Whether you’re a small business moving your own goods or a large haulage firm aiming to expand into Europe, your O-Licence is your legal gateway to the road transport industry.
✅ Choose the right licence
✅ Submit complete, accurate documentation
✅ Follow up promptly
✅ Stay compliant after approval