Understanding PMI Intervals and Record-Keeping for Restricted Licence Holders

For Restricted Operator Licence holders, managing vehicle maintenance is a vital part of staying compliant and keeping your vehicles safe on the road. A core element of this is conducting Planned Maintenance Inspections (PMIs) at appropriate intervals and maintaining thorough records of all inspections, repairs, and related activities.

This post explains:

• What PMIs are and why they matter

• How to determine the right PMI intervals for your vehicles

• The legal requirements for PMI record-keeping

• Best practices to keep your maintenance system compliant and efficient

• Tools and tips for managing PMIs without a Transport Manager

What Is a Planned Maintenance Inspection (PMI)?

A PMI is a comprehensive safety check performed on your vehicles regularly to:

• Identify defects or wear before they cause breakdowns or safety risks

• Ensure vehicles remain in roadworthy condition

• Fulfil your obligations under your Operator Licence undertakings

PMIs go beyond routine checks like daily walkarounds — they include inspections of brakes, tyres, lights, suspension, exhausts, and more.

Why Are PMIs Important for Restricted Licence Holders?

• Legal compliance: DVSA expects vehicles to be inspected regularly

• Prevent costly repairs: Early detection avoids expensive breakdowns

• Safety: Ensures your drivers and other road users are protected

• Licence protection: Good maintenance records demonstrate your good repute

• Operational reliability: Minimises downtime and disruption

Determining the Right PMI Interval

The frequency of PMIs depends on several factors:

Factor	Typical PMI Interval
Vehicle usage	Higher mileage = shorter interval
Vehicle type	Heavier or specialist vehicles need more frequent checks
Operating environment	Harsh or off-road conditions require more inspections
Manufacturer’s recommendations	Follow service manuals as a baseline
Past vehicle condition	History of defects may require shorter intervals

Typical PMI Interval Guidelines

• Light-use vehicles (e.g., under 10,000 miles/year): every 10 weeks

• Moderate-use vehicles: every 6-8 weeks

• Heavy-use or long-haul vehicles: every 4-6 weeks

Legal Requirements for Record-Keeping

By law, you must:

• Keep PMI records for at least 15 months

• Include date, vehicle details, defects found, action taken, and inspector signature

• Retain invoices and repair documentation

• Make records available for DVSA or Traffic Commissioner inspections or Public Inquiry

What Should PMI Records Include?

• Vehicle registration number and identification

• Date and time of inspection

• Inspector’s name and signature

• List of checked items and their condition

• Description of any defects or faults found

• Details of repairs or corrective action

• Follow-up inspection dates, if applicable

Best Practices for Effective PMI Management

• Use a maintenance planner or digital calendar to schedule PMIs

• Conduct inspections consistently and thoroughly

• Train drivers or staff in defect identification and reporting

• Keep records organised by vehicle and date

• Regularly review and audit your PMI system for gaps

• Use defect report sheets to link daily checks to PMIs and repairs

Managing PMIs Without a Transport Manager

• Set reminders for yourself using calendar apps or spreadsheets

• Partner with a trusted garage familiar with Operator Licence requirements

• Use digital record-keeping tools like Google Drive or specialist apps

• Consider external consultants for audits or advice if needed

Common Pitfalls to Avoid

• Missing PMI deadlines leading to non-compliance

• Keeping incomplete or illegible records

• Ignoring minor defects that can worsen

• Using unqualified personnel for inspections

• Failing to link repairs to PMI findings

Tools and Technology to Help

• Maintenance scheduling software (e.g., FleetCheck, Whip Around)

• Digital walkaround and defect reporting apps

• Cloud storage for easy access and backup of records

• Reminders and alerts via smartphone or email

Final Thoughts

Regular, well-documented PMIs are a cornerstone of compliance and safety for Restricted Licence holders. By understanding how to set intervals based on your operation, and maintaining thorough records, you protect your business, your vehicles, and your licence.

Start simple, be consistent, and build your maintenance system around your fleet’s needs.