Walkaround Checks: How to Stay Compliant Without a TM

If you operate under a Restricted Operator Licence, you’re not required to employ a Transport Manager — but that doesn’t mean you’re off the hook when it comes to safety.

Daily walkaround checks are a legal requirement for all commercial vehicles — and failure to carry them out properly can lead to roadside prohibitions, DVSA action, and even a Public Inquiry.

This guide will show you how to stay compliant without a Transport Manager, by setting up a simple, effective daily checking process.

🚛 Why Walkaround Checks Matter

A vehicle on the road must be safe and roadworthy — every single day. The DVSA and the Office of the Traffic Commissioner expect operators to:

• Check vehicles before they are driven

• Record and report any defects

• Ensure defects are repaired before the vehicle is used

• Keep records of checks and repairs

This applies even if:

• You’re the only driver

• You do short, local journeys

• The vehicle passed its MOT recently

• You think you “know the vehicle inside out”

A safe vehicle yesterday might not be safe today.

🧾 Your Legal Obligations as a Restricted Licence Holder

Under your licence undertakings, you must:

✅ Ensure daily driver walkaround checks are carried out

✅ Record all defects and rectification

✅ Prevent use of any vehicle that is not roadworthy

✅ Retain defect and check records for at least 15 months

✅ Make these records available to DVSA or the OTC on request

The DVSA treats failure to do this as a serious compliance breach.

🔧 What Must Be Checked During a Walkaround?

The DVSA provides clear guidance on what to inspect. At a minimum, your walkaround should include:

Area	Items to Check
Brakes	Warning lights, pedal feel, parking brake
Tyres & wheels	Tread depth, pressure, sidewall damage, wheel nuts
Lights & indicators	All functions, reflectors, clean lenses
Mirrors & glass	Secure, not cracked, good visibility
Bodywork	Doors secure, trailer condition, no sharp edges
Load security	Lashings, sheeting, bulkheads
Fluids & leaks	Fuel, oil, coolant, washer fluid, air leaks
Wipers & washers	Working and effective
Horn & electrics	Horn, dashboard lights, warning buzzers
Tachograph (if required)	Functioning and legal use
Registration & plates	Clean, correct, legible

✅ Tip: Use the DVSA’s official walkaround check guide as a reference. You can find this on gov.uk

📝 Recording the Check: What’s Required?

A check is not complete unless it’s recorded.

Your record must include:

• Vehicle registration

• Date and time of the check

• Name of the person who did the check

• List of items checked

• Defects found (or “nil defects”)

• Signature (digital or paper)

You can use:

• A printed walkaround check sheet

• A mobile app or digital form

• A vehicle defect book (carbon copy pad)

Example (Nil Defect Record):

Field	Entry
Reg	AB12 XYZ
Date	15/07/2025
Driver	John Smith
Defects	None reported
Signature	J. Smith

Retain this record for 15 months — even if no faults are found.

🔧 What to Do If a Defect Is Found

If the vehicle is not roadworthy, do not drive it.

Follow these steps:

1. Record the defect on the check sheet

2. Notify whoever is responsible for repairs (even if that’s you)

3. Arrange for the defect to be fixed before the vehicle is used

4. Log the rectification — include date, action taken, and signature

5. File the report and repair invoice together

If the defect is minor and does not affect safety (e.g. washer bottle empty), it can be rectified before departure — but must still be recorded.

🛠️ Setting Up Your Own Walkaround Process (No TM Required)

As a Restricted Licence holder, you must manage the process yourself. Here’s how:

1. Create or adopt a checklist

Use a printed or digital template with every required item. You can use the DVSA version or customise one for your fleet.

2. Keep check sheets in each vehicle

If you’re using paper, keep a pad in the cab or glovebox. If you’re digital, use an app like:

• Truckfile Driver

• CheckedSafe

• FORS FMS

• Whip Around

3. Train yourself (or your drivers)

Even if you’re the only driver, take 30 minutes to walk through the official checklist. Know what to look for and where to look.

4. Log defects and repairs

Use a simple filing system:

• /Defect Reports/2025/AB12XYZ

• /Repairs/AB12XYZ_BrakeFault_2025-07-16.pdf

5. Audit your records

Once a month, review:

• Any missed check sheets

• Unresolved defects

• Repeat issues (e.g. tyres, lights, brakes)

📂 Digital vs Paper Records

Option	Pros	Cons
Paper	Easy to start, no tech needed	Risk of loss, hard to search
Digital	Searchable, backed up, sharable	Requires phone/app setup

Even if using paper, consider scanning records monthly to a cloud folder (Google Drive, OneDrive, Dropbox).

🚨 What DVSA Looks for at the Roadside

During a roadside stop, the DVSA will ask:

• Have you done a walkaround check today?

• Can you show the check sheet?

• Were any faults reported recently?

• Were they fixed?

Failure to show a check record may result in:

• Immediate prohibition

• Fixed penalty fine

• Inspection referral

• Score increase on OCRS

⚠️ Remember: The excuse “I didn’t know I needed to” will not cut it.

🔄 Real-World Example

Scenario:You run a 3.5-tonne flatbed under a Restricted Licence. You do local deliveries and use the same vehicle five days a week.

Your walkaround process might look like:

• 7:30am: Conduct walkaround check before loading

• 7:45am: Fill in defect sheet (paper pad in the cab)

• 8:00am: Hand in sheet at home office (or scan it to Google Drive)

• Log any faults found (e.g. low washer fluid) and top up before leaving

At the end of each week, you scan all forms and save them in a digital file.

🧠 Final Thoughts

Even without a Transport Manager, you can — and must — carry out professional, compliant walkaround checks. It’s your first and best defence against:

• Roadside enforcement

• Vehicle prohibitions

• Compliance audits

• Licence risk

Set up a process that fits your business. Keep it simple, consistent, and above all — documented.

When it comes to daily checks, “If it’s not recorded, it didn’t happen.”

Next in the series:👉 Driver Licence Checks for Small Fleet Operators