Your Record-Keeping Checklist for Restricted Licence Compliance

Running a transport operation under a Restricted Operator Licence comes with fewer regulatory hurdles than a Standard Licence — but record-keeping is not one of them.

Whether you're a sole trader with one vehicle or a small business running a handful of vans or trucks, you are still expected to:

• Keep accurate, up-to-date records

• Retain them for the correct amount of time

• Produce them on request for DVSA or the Traffic Commissioner

• Use them to manage your operation responsibly

This post lays out a full, practical record-keeping checklist tailored specifically to Restricted Licence holders — covering everything from maintenance and driver compliance to financials and tachographs.

Let’s make sure you’ve got the paper (or digital trail) to keep your licence safe.

🗂️ Why Good Records Matter

Good record-keeping helps you:

✅ Prove compliance during inspections

✅ Avoid fines and prohibitions

✅ Prepare for audits or Public Inquiries

✅ Plan maintenance and prevent breakdowns

✅ Spot risk before it becomes a violation

If it’s not recorded — it didn’t happen. That’s how the DVSA sees it.

✅ The Ultimate Restricted Licence Record-Keeping Checklist

Here’s what you should be keeping — broken down by category.

1. Vehicle Maintenance Records

Record	Required?	Retention
PMI sheets (safety inspections)	✅	15 months
MOT test certificates	✅	15 months
Brake test reports	✅	15 months
Tachograph calibration certificates	If applicable	2 years
Repair invoices	✅	15 months
Service records	✅	15 months
Maintenance planner/schedule	✅	Current & previous version

Tip: Keep a file or folder per vehicle with everything from day one.

2. Defect and Walkaround Checks

Record	Required?	Retention
Daily defect report forms (walkaround checks)	✅	15 months
Driver-reported defects	✅	15 months
Evidence of defect rectification	✅	15 months
Weekly or monthly defect summary logs	Recommended	15 months

Digital apps like CheckedSafe or Truckfile make this easier to manage.

3. Driver Records

Record	Required?	Retention
Driving licence check reports	✅	15 months (best: 2 years)
Copy of driver’s licence	✅	While employed
CPC card copy (if applicable)	✅	While employed
Driver tachograph card copy	If applicable	While employed
Driver training records	Recommended	Duration of employment + 12 months
Driver declaration forms (points, convictions)	Recommended	15 months
Driver employment records/contracts	✅	6 years (HMRC standard)

Even if you're the only driver, keeping your own copies helps if asked to prove entitlement.

4. Tachograph Records (If in scope)

Record	Required?	Retention
Driver card data downloads	✅	12 months
Vehicle unit downloads	✅	12 months
Records of out-of-scope declarations	✅	12 months
Infringement reports and actions taken	✅	12 months
Manual entries (e.g. for rest days, other work)	✅	12 months

Failing to keep these records is one of the most common causes of DVSA enforcement action.

5. Operating Centre and Business Details

Record	Required?	Retention
Proof of access/ownership of operating centre	✅	Duration of licence
Noise/nuisance complaints (and responses)	Recommended	15 months
Planning permission (if relevant)	✅	Indefinitely
Insurance documents (fleet, liability)	✅	6–7 years
Risk assessments (if applicable)	Recommended	3 years minimum

6. Financial Records

Record	Required?	Retention
Bank statements (to prove financial standing)	✅	12 months (minimum)
Invoices (sent and received)	✅	6 years (HMRC)
Receipts (fuel, maintenance, tolls)	✅	6 years
Tax records (Self Assessment, VAT returns)	✅	6 years
Budgeting or cash flow documents	Recommended	Current + previous year
Accountant correspondence (if applicable)	Recommended	6 years

Financial standing checks require actual statements, not summaries or projections.

7. Compliance and Communication

Record	Required?	Retention
Communications with DVSA or OTC	✅	Indefinitely (or min 5 years)
Public Inquiry documents	✅	Indefinitely
Prohibition notices and action taken	✅	15 months minimum
Internal audits or reviews	Recommended	2–3 years
Copies of Operator Licence	✅	While valid

📦 How to Organise Your Records

For each category, you can use:

• Paper folders (1 per vehicle, driver, year etc.)

• Digital folders (scanned and uploaded, searchable)

• Cloud platforms (Google Drive, OneDrive, Dropbox)

• Compliance systems (FleetCheck, R2C, etc.)

Structure matters. If DVSA ask for "maintenance records for vehicle AB12 XYZ," you don’t want to dig through random piles.

🧠 Best Practices for Small Operators

✅ Set a monthly admin day to scan, file, and review records

✅ Use standard naming formats e.g. PMI_AB12XYZ_2025-07-15.pdf

✅ Back up digital files automatically via cloud storage

✅ Retain “evidence of action” — not just reports, but your responses

✅ Keep a master checklist and tick off each compliance area monthly

🔁 What to Do Before a DVSA Inspection or Inquiry

If DVSA or the Office of the Traffic Commissioner request documentation:

• Respond promptly and fully

• Provide clean, organised, complete records

• Be ready to explain gaps or corrections

• Show evidence that you are in control of your systems

The strength of your records could determine whether your licence survives scrutiny.

🧠 Final Thoughts

Your Restricted Licence is a privilege — not a formality. DVSA and the Traffic Commissioner expect every operator, no matter how small, to:

✅ Keep full records

✅ Store them securely

✅ Retrieve them quickly

✅ Understand their importance

You don’t need complex systems — just a clear, consistent process. Use this checklist as your foundation and keep your compliance airtight.

Next in the series:👉 Top 5 Mistakes Made by Restricted Licence Holders