Top Tips for Managing Your Vehicles Without a Transport Manager

For many Restricted Operator Licence holders, managing vehicle compliance without a Transport Manager (TM) can feel like juggling on a unicycle.

No TM means you are fully responsible for ensuring your vehicles stay roadworthy, legal,

and compliant — from maintenance scheduling to driver checks and record-keeping.

This guide offers practical, straightforward tips to help you manage your vehicles effectively and confidently without a TM.

1. Create a Simple Maintenance Schedule

• Set regular Planned Maintenance Inspection (PMI) intervals (e.g., every 6–8 weeks)

• Use a calendar or spreadsheet to track upcoming inspections, MOTs, and brake tests

• Keep records of every inspection and repair for at least 15 months

2. Implement Daily Walkaround Checks

• Train yourself and any drivers on a thorough walkaround checklist

• Use standard forms to record checks and defects daily

• Address defects immediately before the vehicle goes out

3. Keep a Compliance File

• Organize folders (digital or physical) for each vehicle

• Store maintenance records, driver licence checks, tachograph data, and correspondence

• Review files monthly to spot gaps or overdue tasks

4. Use Digital Tools Where Possible

• Apps like Truckfile, CheckedSafe, or FORS FMS simplify inspections and record-keeping

• Set calendar reminders for key dates

• Scan paper documents to cloud storage for backup and easy access

5. Check Driver Licences Regularly

• Use the DVLA online licence checking service at least every 6 months

• Keep copies or screenshots for your records

• Include casual or agency drivers in your checks

6. Understand Tachograph Responsibilities (If Applicable)

• Know if your vehicles and journeys are in scope of tachograph rules

• Ensure driver smart cards are issued and used properly

• Download and analyse tachograph data monthly

• Keep records for 12 months

7. Communicate Clearly with Your Maintenance Provider

• Build a relationship with a trusted garage

• Agree inspection schedules and reporting requirements

• Ask for written job sheets and invoices for every job

8. Plan Your Finances to Cover Compliance Costs

• Budget monthly for fuel, tyres, maintenance, and insurance

• Monitor your bank balance to maintain financial standing

• Keep evidence ready to prove your ability to fund operations

9. Stay Informed About Compliance Changes

• Follow DVSA updates and Traffic Commissioner notices

• Join industry forums or groups

• Consider attending relevant training or webinars

10. Get Professional Help When Needed

• Don’t hesitate to hire a transport consultant or external TM if overwhelmed

• Early advice can prevent costly enforcement actions

🧠 Final Thoughts

Running your vehicles without a TM is challenging but manageable.

With organisation, discipline, and the right tools, you can maintain compliance, keep your licence safe, and operate confidently.

The key is to build simple, repeatable systems — and stick to them.

Next in the series:👉 What Is DVSA Earned Recognition & Should You Care as a Restricted Operator?