What to Do If You Receive a Letter from the Office of the Traffic Commissioner

Getting a letter from the Office of the Traffic Commissioner (OTC) can feel like a punch to the stomach — even if you’re not entirely sure what it means yet.

But one thing is certain: this isn’t the kind of mail you ignore.

Whether it’s a request for information, a warning, or an invitation to a Public Inquiry, how you respond can determine whether you keep your licence or lose it.

In this guide, we’ll explain:

• What types of letters you might receive

• What they mean

• What action you must take

• What happens if you ignore it

• How to protect your business and Operator Licence

Let’s walk through it step-by-step.

📬 Types of Letters from the Office of the Traffic Commissioner

Here are the most common types of correspondence a Restricted Operator might receive:

Letter Type	What It Means
Request for Information	The OTC or DVSA wants records or explanation following an event
Notice of Concerns	DVSA raised issues during an inspection that may lead to further action
Warning Letter	Minor failings noted — improvement is expected
Notice of Public Inquiry	A formal hearing is being scheduled to consider your licence
Call-in Letter	You (or your representative) must attend a Public Inquiry
Variation Decision	Outcome of a requested change (e.g. adding an operating centre)
Revocation/Suspension Letter	Licence is being taken away or suspended — with or without a PI

Every letter from the OTC should be taken seriously — even if it looks minor.

🕵️‍♂️ Why You Might Be Contacted

You may receive a letter due to:

• A DVSA roadside stop resulting in prohibitions or offences

• A desk-based assessment showing weak systems or missing documents

• Complaints from the public (e.g. noise, illegal parking)

• Evidence of poor vehicle maintenance or repeated MOT failures

• Tachograph or driver hours offences

• Concerns over your financial standing

• Failing to respond to earlier correspondence or enforcement

Even one serious defect, or repeated small issues, can trigger a review by the Traffic Commissioner.

🧾 Step-by-Step: How to Respond to the Letter

1. Read It Carefully and Completely

• Don’t panic — but don’t delay.

• Understand exactly what’s being asked of you.

• Check for deadlines — often you must respond within 7–14 days.

2. Start Gathering Documentation Immediately

Depending on the issue, you may be asked to supply:

• Maintenance records (e.g. PMIs, defect reports)

• Tachograph data and infringement records

• Driver licence check logs

• Financial statements or bank records

• Written policies and procedures

Tip: Don’t wait until the deadline — the sooner you engage, the better your standing.

3. Respond Professionally and Clearly

• Use letterhead if available

• Be factual, honest, and polite

• Don’t make excuses — explain what happened and what you’ve done about it

• Use bullet points and label attachments clearly

A well-prepared response shows that you take the matter seriously and are managing your responsibilities.

4. Take Immediate Corrective Action

If the letter relates to a known issue (e.g. a defect found at roadside):

• Rectify the problem immediately

• Provide proof with your reply (invoices, photos, inspection reports)

• Explain any policy or system improvements you've made

This can avoid further enforcement or soften the Traffic Commissioner's response.

🧑‍⚖️ What If the Letter Refers to a Public Inquiry?

A Public Inquiry (PI) is a formal legal hearing, and you must attend if invited.

The letter will explain:

• Why you’re being called

• The date, time and location of the hearing

• What issues are under review (e.g. repute, financial standing, maintenance)

In most cases, you’ll be given a deadline to submit documents and statements before the hearing.

Failure to attend or provide documents can result in:

• Licence revocation

• Suspension of operations

• Reduction in authorised vehicles

👨‍💼 Should You Get Professional Help?

If you’ve been invited to a Public Inquiry, or the letter implies possible suspension or revocation, it’s wise to seek professional support.

This could be:

• A transport consultant

• A legal representative with experience in operator licensing

• Your external transport manager (if applicable)

They can help you:

• Draft formal responses

• Review your compliance systems

• Prepare evidence for submission

• Represent you or support you at the hearing

🚫 What Happens If You Ignore the Letter?

Failing to respond, missing deadlines, or submitting poor/incomplete information will likely result in:

• Further investigation

• Referral to Public Inquiry

• Loss or curtailment of your licence

• Being deemed to lack good repute or professional competence

The OTC expects responsible operators to engage — ignoring a letter is one of the fastest ways to lose your licence.

✅ Example: What a Good Response Looks Like

Subject: Response to Request for Maintenance Records – Licence ABC1234Dear [Office of the Traffic Commissioner],Further to your letter dated [date], I am writing to provide the requested maintenance records for vehicle AB12 XYZ.Please find enclosed:A full 15-month history of Preventive Maintenance InspectionsA copy of our maintenance plannerDefect reports and rectification logsInvoices for recent repairsWe have reviewed our systems and introduced the following improvements:Switched to 6-week inspection intervalsUpdated our defect reporting procedureIntroduced monthly compliance checksI hope this demonstrates our commitment to meeting our Operator Licence obligations.Yours sincerely,John SmithDirector, JS Transport Ltd

📂 Keep a Copy for Your Records

Always:

• Save a digital and printed copy of the letter

• Keep your response and all attachments

• Log the incident and actions taken in your compliance file

This shows the DVSA or Traffic Commissioner that you’re responsive and structured.

🧠 Final Thoughts

Receiving a letter from the Office of the Traffic Commissioner is serious — but it doesn’t have to lead to the end of your business.

What matters is:

• How quickly and thoroughly you respond

• How honestly you explain the situation

• What steps you take to correct and prevent further issues

Restricted Licence holders are expected to operate to the same high standards as national hauliers — and the OTC will act if they feel those standards aren’t being met.

So don’t ignore the letter. Respond, improve, and show that you care about compliance.

Next in the series:👉 How to Prove Financial Standing to the Traffic Commissioner