What Records Do You Need to Keep for Your Operator Licence?

Legal Responsibilities of Licence Holders – Part 9

Introduction

Running a compliant transport operation in the UK isn’t just about keeping your vehicles safe and your drivers legal. It’s also about recordkeeping — and lots of it.

As an Operator Licence holder (whether Restricted, Standard National, or Standard International), you have a legal obligation to maintain clear, accurate, and complete records that prove your compliance with the undertakings you agreed to when your licence was granted.

Failing to keep — or being unable to produce — the required records is one of the top reasons operators face enforcement action or are called to a Public Inquiry.

In this guide, we’ll walk you through exactly:

• What records are required under your Operator Licence

• How long to keep each type of record

• Where and how to store them

• How to create a compliant system for audits and inspections

• What happens if your records are missing or incomplete

• How JS Transport Solutions can help you stay organised

Table of Contents

1. Why Recordkeeping Matters for Operators

2. Operator Licence Undertakings That Require Records

3. The Core Records Every Operator Must Keep

4. Record Retention Periods – By Document Type

5. Digital vs Paper: What’s Allowed?

6. How to Organise Your Records for Compliance

7. Monthly Record Review: Your 15-Minute Audit

8. What Happens If You Can’t Produce Records

9. Tools & Templates to Help You Get It Right

10. JS Transport Solutions Recordkeeping Support

1. Why Recordkeeping Matters for Operators

When you applied for your Operator Licence, you promised to:

✅ Keep your vehicles roadworthy

✅ Ensure your drivers are compliant

✅ Operate within the law

✅ Maintain proper records

✅ Produce those records to the DVSA or Traffic Commissioner on request

Your records are the only proof that you’ve met those undertakings.

Without proper documentation, even a well-run operation can be judged non-compliant — and that’s exactly what the DVSA or a Public Inquiry will conclude if your records are missing, incomplete, or incorrect.

2. Operator Licence Undertakings That Require Records

Here’s how your licence undertakings link directly to your documentation duties:

Undertaking	Related Records
Keep vehicles roadworthy	PMI records, defect sheets, repair invoices
Ensure daily checks are carried out	Walkaround check records
Follow inspection intervals	Maintenance planner
Report and fix defects	Defect reports and repair evidence
Keep drivers compliant	Licence checks, CPC records, training logs
Follow driver hours rules	Tachograph data, infringement reports
Notify material changes	Written notifications and confirmations
Provide financial standing	Bank statements, accounts
Allow enforcement access	Organised, accessible document system

If you can't prove it, you haven’t done it — as far as the DVSA is concerned.

3. The Core Records Every Operator Must Keep

📁 Vehicle Maintenance Records

• Preventative Maintenance Inspection (PMI) reports

• Maintenance planner

• Repair invoices or job sheets

• MOT certificates

• Calibration certificates (tachograph)

• Daily defect reports (driver walkaround checks)

🚛 Driver Management Records

• Driving licence check logs

• Driver Certificate of Professional Competence (CPC) records

• Induction and training records

• Driver conduct and disciplinary records

• Tachograph data (vehicle and driver card)

• Infringement reports and debriefs

• Working Time Directive logs (if applicable)

🏢 Operator Administration Records

• A copy of the Operator Licence

• Application and variation submissions

• Traffic Commissioner correspondence

• Insurance certificates

• Financial standing documents (bank statements, accounts)

• Operating centre proof (leases or ownership)

• Transport Manager CPC certificate and contract (for standard licence holders)

4. Record Retention Periods – By Document Type

Here's how long to keep each record type:

Document Type	Retention Period
PMI reports	15 months minimum
Daily defect reports	15 months minimum
Repair job sheets/invoices	15 months minimum
Maintenance planner	15 months minimum
MOT certificates	Best practice: 2+ years
Calibration certificates	2 years
Driving licence checks	Best practice: 3 years
CPC training certificates	Duration of employment + 12 months
Driver training/induction logs	Duration of employment
Tachograph driver data	12 months minimum
Tachograph vehicle unit data	12 months minimum
Infringement records	15 months
Working Time Directive records	2 years
Insurance policies	Duration + 6 years
Financial standing proof	Most recent 3 months
Operator correspondence	While licence is active
Operating centre agreements	While centre is in use

✅ Tip: Even if you change vehicles or drivers, keep all historical records for the required periods.

5. Digital vs Paper: What’s Allowed?

Both paper and digital records are acceptable — but each comes with pros and cons.

✅ Digital Records

• Must be secure, accessible, and legible

• Ideal for backing up paper records

• Allows sharing with DVSA, TCs, or auditors

• Good for fleets with multiple sites

✅ Paper Records

• Must be stored in good condition

• Must be complete and organised

• Must be made available on request

Best Practice: Scan and upload all paper documents to a secure digital folder system.

6. How to Organise Your Records for Compliance

Create a structured file system — either digital or physical — that separates records into clear categories.

Example File Structure

📁 Vehicle Records (by registration)

• PMI reports

• MOTs

• Maintenance planner

• Repairs

• Defect sheets

📁 Driver Records (by name)

• Licence check log

• CPC certificates

• Training and induction

• Tacho infringements

📁 Operator Admin

• Licence copy

• TC correspondence

• Insurance documents

• Financial statements

• Operating centre lease

📁 Archived (former vehicles/drivers)

• Clearly marked with dates and reason for archive

• Stored for full retention period

7. Monthly Record Review: Your 15-Minute Audit

Each month, run through this quick checklist:

✅ All PMIs up to date on the planner?

✅ All defect reports logged and followed up?

✅ Are driver licence checks up to date?

✅ Any missing CPC or training certificates?

✅ Tachograph downloads on schedule?

✅ All required records present, signed, and legible?

✅ Any changes that should be notified to the TC?

Keeping up with this audit monthly can save you major trouble later.

8. What Happens If You Can’t Produce Records

If the DVSA or Traffic Commissioner asks to see your records and you don’t have them, you may face:

• Immediate prohibition at the roadside

• Fixed penalties or court action

• A formal warning

• Referral to a Public Inquiry

• Licence suspension or revocation

Even if your vehicles are safe and your drivers well-trained, you must be able to prove it.

Failure to keep records is treated as non-compliance — and the TC will often assume you haven’t done what you’re required to do.

9. Tools & Templates to Help You Get It Right

We recommend creating or using:

• 📄 PMI Inspection Report Template

• 🧾 Defect Report Sheet

• 📅 Maintenance Planner

• 🗂️ Driver Licence Check Log

• 📊 Tacho Analysis Summary Template

• 📁 Record Retention Chart

• ✅ Monthly Audit Checklist

Need help setting these up? We’ve got you covered — see below.

10. JS Transport Solutions Recordkeeping Support

We know that running a business and staying compliant is hard work — especially for smaller firms and Restricted Licence holders without a Transport Manager.

That’s why we offer:

✅ Compliance File Setup

• We’ll build your full recordkeeping system (digital or paper)

✅ Templates & Tools

• We supply editable templates for every required record

✅ Monthly Coaching & Reviews

• We check your records monthly and flag issues early

✅ Pre-Audit Support

• If DVSA is on the way, we help you prepare fast

✅ Public Inquiry Documentation

• If you’re called to PI, we help you gather all necessary evidence

📞 Book a free consultation at👉 www.jstransport.uk

Conclusion

Your records are the foundation of your licence compliance. They’re not just admin — they’re your legal proof that you're meeting your commitments to safety, accountability, and lawful operation.

A well-organised, up-to-date record system:

• Keeps your licence safe

• Helps you grow confidently

• Saves time and stress

• Proves professionalism

Next Steps:

• Download your retention chart and checklist

• Review your current files against this guide

• Contact JS Transport Solutions for help setting up your compliance system

Next in the series: [How to Manage Driver Compliance Without a Transport Manager]