Top 5 Mistakes Made by Restricted Licence Holders – And How to Avoid Them

If you operate under a Restricted Operator Licence, you might think the rules are lighter.

It’s true you don’t need a professional Transport Manager or to carry third-party goods for hire and reward — but the compliance standards are just as high.

In fact, because Restricted Licence holders often run small, lean operations, they’re more prone to costly mistakes — mistakes that can lead to:

• DVSA prohibitions

• Public Inquiries

• Licence suspensions or revocations

• Major reputational and financial damage

This post exposes the five most common pitfalls made by Restricted Operators — and shows you how to stay well clear of them.

⚠️ Mistake #1: Thinking “I Don’t Need to Worry Like the Big Operators Do”

“I’m just a builder with a truck, not a haulage firm.”“It’s my own tools and gear, so it’s not a big deal.”“I only run one van — surely they won’t come after me.”

Wrong. If you hold an Operator Licence — restricted or not — you’ve signed up to the same core obligations:

• Keep vehicles roadworthy

• Retain maintenance records

• Monitor driver hours (if in-scope)

• Use a safe operating centre

• Prove financial standing

• Comply with all licence undertakings

🚫 There are no shortcuts for “small” operators.

✅ How to Avoid It:Treat your Restricted Licence like a Standard Licence — minus the haulage element. Build systems, keep records, and prepare like the DVSA is coming tomorrow.

⚠️ Mistake #2: Letting Maintenance Slide When Things Get Busy

You miss a PMI because a job overran.You skip a walkaround check because the load is urgent.You ignore a warning light because “it’ll be fine until Friday.”

These are the cracks that lead to compliance collapse.

Vehicle maintenance is one of the top reasons Restricted Licence holders get called to

Public Inquiry — because it’s visible, measurable, and safety-critical.

🚫 Skipping inspections, delaying defect repairs, or running without records is asking for trouble.

✅ How to Avoid It:

• Use a maintenance planner (even a basic spreadsheet)

• Stick to agreed PMI intervals (e.g. every 6–8 weeks)

• File and retain all records for 15 months

• Review your maintenance provider at least once a year

⚠️ Mistake #3: Not Knowing When Tachograph Rules Apply

Many small operators wrongly assume:

“I don’t need a tachograph — I’m not a haulier.”

But if you drive a vehicle over 3.5 tonnes, even for your own goods, and go outside the 100 km exemption or don’t qualify for another, you may be in-scope of EU or GB domestic drivers’ hours rules.

Failing to use a tacho correctly — or at all — when in scope can result in:

• Fixed penalties

• Prohibitions

• Public Inquiry referrals

✅ How to Avoid It:

• Assess every job: is it in-scope or exempt?

• If you cross the line, fit a digital tachograph, get a driver card, and log all data

• Create a basic tachograph policy for your business

Need help? Check out our blog: “Are You in Scope of Tachograph Regulations?”

⚠️ Mistake #4: Weak or Non-Existent Record-Keeping

You need to show the DVSA or Traffic Commissioner:

• What happened

• When it happened

• What action you took

If your response to an inspection request is “It’s somewhere in the van,” you're in trouble.

Common gaps include:

• No proof of daily walkaround checks

• No maintenance records

• No driver licence checks or CPC evidence

• No proof of financial standing

✅ How to Avoid It:

• Use our Restricted Licence Record-Keeping Checklist

• Set up digital folders or cloud storage by vehicle, driver, and year

• Scan everything monthly — even if you work alone

• Keep critical records for at least 15 months

⚠️ Mistake #5: Ignoring the Traffic Commissioner’s Letters

You receive a letter from the Office of the Traffic Commissioner. It might say:

• “You are being called to Public Inquiry.”

• “Please provide evidence of financial standing.”

• “We note a recent prohibition on vehicle AB12 XYZ.”

And you… do nothing. Or you reply late. Or without the required documents.

🚫 This is one of the fastest ways to lose your licence.

The OTC expects professional engagement, clear documentation, and honesty.

✅ How to Avoid It:

• Open and respond to all correspondence promptly

• If asked for documents, send full and accurate copies

• If you’re unsure, seek professional advice early

• Be proactive — show how you’re improving or addressing issues

🧠 Bonus Mistake: Not Asking for Help

You’re proud of running things yourself. But compliance is complex — and if you're unsure, guessing is dangerous.

You don't need a full-time TM — but you can hire an external consultant, CPC holder, or compliance adviser to:

• Audit your systems

• Review your maintenance regime

• Train drivers (even if it's just you)

• Prepare you for DVSA inspections or Public Inquiry

👉 Professional input is cheaper than losing your licence.

✅ Final Thoughts

Restricted Licence holders face all the same compliance responsibilities — with fewer built-in safeguards.

The good news? By avoiding these 5 mistakes, you put yourself ahead of the pack.

Quick Recap:

1. Don’t downplay your responsibilities — they are serious.

2. Never let maintenance or defect reporting slip.

3. Know exactly when tachograph rules apply to you.

4. Keep all compliance records, neatly and consistently.

5. Engage professionally with DVSA and the Traffic Commissioner.

Get these right, and your Restricted Licence can support a thriving, safe, and compliant business for years to come.

Next in the series:👉 What Happens at a Public Inquiry for a Restricted Licence Holder?