# Autocheck — Full Site Content Complete plain-text content of auto-check.uk, structured for LLM ingestion. Operated by Geminii Software Limited (Company No. 11085282), Preston, UK. Generated: 2026-08-10. --- # Home URL: https://auto-check.uk/ # Simple for the workshop. Powerful for the office. Autocheck was built with the people who use it every day: drivers, technicians and transport managers. Walkaround checks happen on a phone. Workshop jobs run from a tablet. Every check, defect and repair stays with the vehicle, so admin and leadership see the same live record as the workshop floor from a desktop. Book a Demo ## What does Autocheck do? Autocheck makes fleet maintenance and compliance effortless. It automates PMI schedules, defect tracking and vehicle inspections, keeping everything logged, tracked and stored securely, ready to share. ### Workshop maintenance Auto-schedule 6-weekly PMIs, MOT prep and LOLER checks so nothing slips through. Or create any job type on the fly and log it against the vehicle record. ### Defect tracking Defects raised on driver walkarounds flow to the workshop instantly. Photos, notes and repair history stay tied to the vehicle record. ### Driver checks Drivers complete walkaround checks on their phone. Every defect they raise appears in the workshop instantly, tied to the vehicle. ### Branded reports Every inspection sheet and completion report goes out as a PDF with your logo on it. Send straight to customers, no reformatting. ### DVLA integration Look up any UK vehicle by registration. Make, model, MOT status and tax are pulled in automatically. ### Job calendar Every job, PMI and inspection on one calendar. See upcoming workload at a glance, filter by depot or technician, and drag to reschedule. Is Autocheck DVSA compliant? Trusted by fleets large and small across the UK ## Explore each feature Everything Autocheck does, in one place. Click through for a full walkthrough of each tool. STANDARD FEATURE ### PC, Mobile & Tablet Learn more STANDARD FEATURE ### Inspections & PMI's Learn more STANDARD FEATURE ### Asset Management Learn more STANDARD FEATURE ### Customer Management Learn more STANDARD FEATURE ### Fleet Maintenance Learn more STANDARD FEATURE ### Driver Checks Learn more STANDARD FEATURE ### Job Scheduling Learn more STANDARD FEATURE ### DVLA Integration Learn more PREMIUM FEATURE ### Parts Management Learn more PREMIUM FEATURE ### Hire Desk Learn more ## What our customers say... ### “User friendly” The system is user friendly for our back office staff, fitters and drivers. Moving to a digital platform has greatly enhanced our efficiency. It's now much easier for us to track and retrieve information about vehicles we have repaired in the past. Nicky Babbs Worralls Commercials ### “Saves time and money” Now that we use Autocheck every day, it's saving us time and money. Any questions or issues are sorted out quickly, without the hassle of long calls or having to book appointments, keeping our operations running smoothly. We've had fantastic service from day one, and I wouldn't hesitate to recommend Autocheck to anyone looking to modernise their inspections and fleet management. Dean Cotton Cotton Commercials Ltd ### “Thank you” I just wanted to say thank you. Autocheck has changed the way I do everything. I absolutely love it! My mechanics and customers are really impressed at how easy and user-friendly it is. Michael Thomson Truck Tec SW --- # PRODUCT FEATURES --- # Fleet Maintenance URL: https://auto-check.uk/fleet-maintenance/ Standard Feature # Fleet Maintenance Look after all your assets. Managing fleet maintenance shouldn't feel like guesswork. Autocheck gives you full visibility over every inspection, repair and scheduled task, making it easier for transport and workshop managers to keep fleets roadworthy and audit-ready. Whether you're dealing with HGVs, PSVs, trailers or plant machinery, Autocheck brings inspections, defect management and scheduling into one connected system. ### Automatic scheduling PMIs, LOLER checks, MOT prep. Set the interval once and Autocheck repeats it forever. ### Every job type Routine services, ad-hoc breakdowns, roadside repairs. All logged against the vehicle. ### Live progress Technicians update job status in real time from the workshop or the roadside. ### Full records Documents, defects and repair history stored against every vehicle in the fleet. ## Empower your technicians Technicians play a vital role in the maintenance process, and Autocheck is designed with them in mind. Through the system, they can quickly complete a wide range of job types: - Routine PMI (Preventative Maintenance Inspections). - LOLER inspections for lifting equipment. - MOT preparation work. - Ad-hoc repairs and servicing. - Defect rectification flagged during driver walkaround checks. Jobs can be assigned in a few clicks through an intuitive calendar, and technicians can update progress in real time from any device. No paperwork, no confusion. Just clear, live updates everyone can see. ## Full visibility into your fleet Fleet maintenance isn't just about repairs. It's about record-keeping and being ready for audits. Autocheck lets you store important documents against each vehicle or trailer: - V5 certifications. - Tax and insurance documents. - Service contracts. - Maintenance histories and inspection reports. Everything is stored securely, fully searchable and accessible whenever you need it. No more hunting through filing cabinets or spreadsheets to find vital paperwork. ## See it running with your fleet Book a walkthrough and we'll show you how scheduling, technician updates and record-keeping work together. Book a demo --- # Job Cards & PMIs URL: https://auto-check.uk/inspections-pmis/ Standard Feature # Inspections & PMIs All workshop tasks logged. Keeping inspections organised, audit-ready and in line with DVSA guidance shouldn't be complicated. Autocheck was built to make creating, managing and completing inspections simple and flexible for any fleet. Whether you're running weekly driver checks, scheduling six or eight-weekly PMIs, or completing specialist inspections like LOLER or MOT preps, Autocheck puts everything you need in one system. ### Unlimited templates Build inspection templates for every vehicle type. Weekly walkarounds, 6-weekly PMIs, LOLER, MOT prep. ### Colour-coded reports Green for pass, amber for observation, red for defect. Every job card readable at a glance. ### Digital sign-off Technicians sign off from their phone or tablet. No paperwork to chase down or file. ### Full audit trail Every inspection stored indefinitely. Searchable and shareable when the audit comes. ## Build the inspections you need Create fully customisable inspection templates tailored to different vehicle types, set recurring schedules and assign inspections to technicians in a few clicks. Every completed inspection automatically generates a professional, branded job card, colour-coded for clarity and stored indefinitely. - Build unlimited inspection templates for different checks. - Automate PMI scheduling and technician assignments. - Capture photos, videos and roadworthiness status during inspections. - Instantly generate branded, professional job cards for every completed task. ## Clear records, built to last Autocheck keeps every inspection securely stored, fully searchable and ready to share whenever you need it. Whether you're preparing for an audit, sending reports to customers or reviewing a vehicle's history, everything is on hand. Inspections automatically link to job records, keeping your maintenance history organised and complete. - Download branded PDF reports with colour-coded flags for defects and observations. - Quickly share inspection sheets with customers, drivers or your internal teams. - Maintain a full, long-term inspection archive to stay audit-ready. ## See it running with your fleet Book a walkthrough and we'll build a sample inspection template around one of your vehicle types. Book a demo --- # Driver Walkaround Checks URL: https://auto-check.uk/driver-walkaround-checks/ Standard Feature # Driver Walkaround Checks Checks in the driver's pocket. Autocheck makes daily walkaround checks and driver defect reporting quick, easy and fully in line with DVSA guidance. Drivers complete inspections from their mobile app, with timestamps, GPS and roadworthiness sign-off recorded automatically. Any defects are flagged straight to the workshop for action, so repairs stay on track. Every check is stored securely against the vehicle for a complete audit trail. ### Mobile driver app Drivers complete walkaround checks on their phone. No paper, no chasing. ### Roadworthiness sign-off Every check ends with a clear roadworthiness confirmation, timestamped and stored. ### Instant defect alerts Defects flagged during a check appear in the workshop immediately. ### Admin oversight Managers see every check, dismiss, assign or escalate defects in a click. ## Checks that keep you audit-ready Autocheck's digital walkaround checks are designed to make daily inspections faster, easier and in line with DVSA guidance. From HGVs and PSVs to trailers and plant machinery, drivers complete their checks in minutes. - Custom daily checklists tailored to each vehicle type. - Roadworthiness status confirmed at the end of each check. - Attach photos, videos and notes to highlight defects. - Nil-defect reporting automatically recorded and stored. ## Real-time defect alerts When a driver flags a defect during a walkaround check, Autocheck makes sure nothing gets missed. Defects are instantly sent to the workshop, so you can review, assign and resolve them without delay. - Instant alerts for failed checks and reported defects. - Admins can dismiss, assign or escalate issues with ease. - Integrated with job scheduling to streamline repairs. - Full defect history saved securely for audit or review. ## See it running in a real workshop Book a walkthrough and we'll show you how the driver app, defect alerts and workshop queue connect end to end. Book a demo --- # Job Scheduling URL: https://auto-check.uk/job-scheduling/ Standard Feature # Job Scheduling Drag and drop calendar. Keeping your workshop organised and efficient doesn't have to feel like a juggling act. Autocheck's job scheduling tools make it easy to assign, track and complete tasks across the team. With simple drag-and-drop scheduling, live updates from technicians and automated recurring tasks, you'll never miss an inspection, service or repair. Everything stays visible on one calendar. ### Calendar-based planning Every job, PMI and inspection on one calendar. See the whole workshop at a glance. ### Recurring task automation Set 6-weekly PMIs, MOT prep and services to repeat. Autocheck rebooks them for you. ### Live technician updates Job status changes in real time as technicians work. No calls, no chasing. ### Simple job assignment Drag a job onto a technician. Autocheck handles the availability check. ## Smart scheduling for busy fleets Stay in control with Autocheck's intuitive job planner. Get a real-time view of everything happening across your workshop, from upcoming inspections to technician availability, all in one place. - Set up recurring inspections like 6-weekly PMIs, MOT preps and more. - Assign jobs with simple drag-and-drop scheduling. - See technician availability at a glance to avoid clashes. - Track progress in real time as technicians complete their work. Autocheck keeps your workshop organised, responsive and ready for whatever the day throws at you. ## Adapts to your workflow Workshop life doesn't always go to plan, and Autocheck is built to adapt. Reschedule jobs, reassign tasks or slot in an urgent breakdown without breaking your day. - Quickly move jobs to new days or time slots with a few clicks. - Assign work based on technician availability, workload or skillset. - Handle unexpected delays without losing track of priorities. - Keep the whole team synced with automatic real-time calendar updates. With Autocheck, you stay flexible, responsive and always in control of the workshop. ## See it planning a real workshop day Book a walkthrough and we'll load some sample jobs and show how the calendar, alerts and technician view work together. Book a demo --- # DVLA Integration URL: https://auto-check.uk/dvla-integration/ Standard Feature # DVLA Integration Vehicle info and licence checks. Autocheck connects directly with the DVLA to pull accurate, real-time vehicle information: make, model, engine code, VIN, MOT dates and tax status. That saves time and prevents the admin errors that come from manual entry. Instant DVLA driver licence checks are available too, so you can verify endorsements and check driver eligibility. Licence checks incur a per-search fee. ### Instant vehicle lookup Type a reg, get the record. Make, model, VIN and variant pulled straight from DVLA. ### Driver licence checks Verify licence status, points and endorsements without leaving Autocheck. ### Automated data pull MOT dates and tax status refresh automatically. No manual re-typing. ### Fewer admin errors Vehicle and driver records stay accurate because the data comes from source. ## Instant access to critical info Autocheck's direct integration with the DVLA streamlines admin and helps you keep records accurate. Instead of typing vehicle and driver details by hand, you pull them straight from the source in seconds. - Instantly look up vehicle make, model, variant, engine code and VIN. - Store and track MOT expiry dates, tax status and essential vehicle data. - Access real-time driver licence checks to verify endorsements and eligibility. - Keep all vehicle and driver records aligned with the latest DVLA data. ## Stay ahead of expirations Keeping fleets audit-ready starts with accurate, up-to-date information. Connecting directly with DVLA systems means you can stay ahead of licence expirations, MOT deadlines and tax renewals without spreadsheet reminders or manual chasing. - Stay informed about driver licence points, endorsements and status. - Ensure only legally eligible drivers are behind the wheel. - Track MOT and tax expirations before they become a problem. - Maintain a full, audit-ready history of every vehicle and driver. ## See the DVLA lookup in action Book a walkthrough and we'll punch in a real registration to show you what comes back and how it flows into the vehicle record. Book a demo --- # Asset Management URL: https://auto-check.uk/asset-management-2/ Standard Feature # Asset Management Manage anything. Autocheck makes managing vehicle, trailer and plant asset records simple. Every document, inspection history and compliance detail is stored securely and easy to find when you need it. No more digging through paper files or juggling spreadsheets. Whether you're managing five vehicles or five hundred, Autocheck keeps your entire fleet's information in one organised system, ready for audits, inspections or day-to-day operations. ### Unlimited asset records Vehicles, trailers, plant. No caps on the number of assets or users you can add. ### Document storage MOT certificates, V5s, insurance, contracts. All stored against the asset they belong to. ### Searchable history Full inspection, defect and repair history against every asset. Searchable by any field. ### Fast record access Pull up any asset in seconds. Filter by depot, type, hire status or your own custom tags. ## Everything at your fingertips Forget digging through paperwork or messy spreadsheets. Autocheck keeps everything you need securely in one place, making it easy to stay organised and audit-ready. - Store MOT certificates, V5 documents, insurance policies, contracts and more against each vehicle or asset. - Tag assets as hired, owned or third-party for clearer tracking. - Instantly access inspection records, defect reports and full repair histories. - Search and retrieve records quickly, keeping your fleet audit-ready at all times. - Track service intervals and maintenance schedules with ease. - Access your full fleet database securely from any device, anywhere. ## Designed for growing fleets Whether you manage 10 vehicles or 1,000, Autocheck is built to grow with your business. The platform handles fleets of every shape and size without extra costs or complicated upgrades. - No limits on the number of vehicles, trailers or users you can add. - Segment and filter assets by type, depot, hire status or custom tags. - Maintain a clear, searchable history of inspections, defects and repairs. - Stay audit-ready with detailed version histories and digital records. - Your data is safely stored, securely backed up and accessible whenever you need it. ## See it running with your assets Book a walkthrough and we'll show you how document storage, tagging and searching work for a fleet like yours. Book a demo --- # Customer Management URL: https://auto-check.uk/customer-management/ Standard Feature # Customer Management Every customer, every job, one click away. Managing customer relationships shouldn't be complicated. Autocheck gives you the tools to stay organised, responsive and professional whether you're running a busy commercial workshop or handling fleet maintenance for external clients. With everything stored in one place and a click away, you can focus less on admin and more on getting the job done. You can even give customers instant access to their completed job sheets. ### One-click reports Email inspection and job sheets straight to customers. Colour-coded, timestamped, sent in seconds. ### Branded communication Your logo on every PDF. Customers see your brand on every document that leaves the workshop. ### Centralised records Every job, inspection and message stored against the customer. Searchable at any point. ### Unlimited customers No caps and no extra cost for adding more clients. Grow the customer book without a bigger bill. ## Keep customers in the loop Autocheck makes it easy to manage workshop customers, send branded inspection reports and keep communication simple. - Built-in customer profiles.Contact details, job history and inspection records in one place. - One-click report sharing.Email inspection and job sheets directly to customers. Colour-coded and branded. - Custom templates for every job.Inspection templates tailored to MOT preps, LOLER checks or service reports. - Real-time job status.Customers see progress updates without needing to phone in. ## Professional reporting that builds trust Autocheck helps you create polished, transparent documentation that reflects the quality of your work. Whether it's a scheduled PMI or an emergency repair, customers get the full picture: branded, timestamped and easy to understand. - Branded PDF reports.Your logo, colour-coded defects and clear pass or fail indicators on every sheet. - Fully digital workflow.No paperwork. Clean, professional reports sent instantly from the system. - Defect documentation.Photos and videos from inspections included so customers can see exactly what needs doing. - Customer audit trail.Every job and inspection saved against the customer for future reference. ## Built for busy workshops and mobile teams Whether you manage one site or many, Autocheck keeps customer communication running smoothly across your team. Fast, easy to use and built with real-world workshops in mind. - Unlimited customers.No extra cost for adding more clients or jobs to the system. - Fast email integration.Reports land in a customer's inbox in seconds. - Device-friendly.Manage customer comms from a phone, tablet or desktop. - Reliable record-keeping.Everything stored securely and retrieved in a few clicks. ## See it in a workshop like yours Book a walkthrough and we'll show you how customer profiles, branded reports and one-click sharing work together. Book a demo --- # PC, Mobile & Tablet Access URL: https://auto-check.uk/pc-mobile-access/ Standard Feature # PC & Mobile Access Any device, anywhere. Autocheck is fully cloud-based, giving your entire team instant access to everything they need, no matter where they are. Manage jobs from a desktop in the office, complete inspections on a tablet in the workshop, or check updates on the move. ### PC, tablet & mobile Same interface, same features, on every device your team uses. ### Real-time syncing Changes appear instantly across every device your team logs in from. ### Device-friendly design Interface built for phones, tablets, laptops and desktops. All from the same login. ### No installation needed Just a web browser. No app stores, no downloads, no IT ticket. ## Work anywhere, anytime Autocheck is designed to fit the way your team already works. Whether that's in the office, the workshop or out on-site, you won't need complicated IT systems or software installations. Log in through any modern web browser and you're straight in. - Access Autocheck through any modern browser. No downloads required. - Works smoothly across phones, tablets, laptops and desktops. - Ideal for mobile technicians and on-site vehicle inspections. - Instant syncing so the whole team sees real-time updates. With Autocheck's cloud-based setup, your team can stay productive on the move, reduce paperwork, and manage inspections, jobs and reports without being tied to a desk. ## Designed for busy teams Autocheck is built to work the way your business does. With a clean, intuitive interface, your team can hit the ground running without long training sessions. Updates sync instantly across all devices, so everyone works from the latest information whether they're in the office, on-site or out in the field. - Fast, easy-to-use interface designed for busy teams. - Instant syncing between desktop, tablet and mobile devices. - No complicated downloads, app stores or software installs. - Access your system anytime, anywhere with just a web browser. Autocheck gives you the freedom to manage inspections, schedule jobs and track compliance without any tech headaches. Your fleet stays moving and your team stays focused. ## See it on your device of choice Book a walkthrough and try Autocheck live from wherever you work best. Book a demo --- # Parts & Inventory Management (Premium) URL: https://auto-check.uk/parts-inventory-management/ Premium Feature # Parts & Inventory Management Workshop stock, tracked properly. Autocheck makes parts and inventory management simple. Record parts used during inspections and repairs, link them to jobs and keep an eye on stock levels, all from one system. You can free-type parts into jobs, or manage a full inventory with stock locations, reorder points and supplier tracking. Linking parts directly to repairs means your labour and materials costs stay accurate. ### Parts tracking Log any part used on a job, either free-typed or picked from your stock catalogue. ### Stock control Set reorder points, track suppliers, know what needs ordering at a glance. ### Cost visibility Every part links back to a job. Total job cost stays accurate. ### Stock locations Track where each part lives across shelves, bins or multiple sites. ## Get the right parts, every time Keeping track of parts shouldn't be a guessing game. Autocheck lets you easily record, link and review parts used on every inspection or repair, so you always know where everything went. - Log parts during inspections and repairs with just a few clicks. - Attach parts directly to jobs for clear and accurate cost tracking. - Track usage by technician or job number to spot trends and manage costs. - Quickly see exactly what was used, when and on which asset. ## Free-type or full inventory. Your call. Not every workshop wants to run a full inventory system. Autocheck adapts to how you already work: type parts as free text on jobs to keep it lightweight, or build out a proper catalogue with stock counts, locations, reorder points and suppliers. - Free-type mode.Enter parts as text on jobs. Good for smaller workshops and mixed usage. - Full inventory mode.Structured catalogue with SKU, cost, stock and supplier data. - Reorder points.Get notified when stock drops below the level you set. - Multi-location.Track stock across depots, vans or specific storage areas. ## See it running with real workshop parts Book a walkthrough and we'll show you both modes: free-type parts for quick jobs, and full inventory for structured stock control. Book a demo --- # Hire Desk Tools (Premium) URL: https://auto-check.uk/hire-desk-tools/ Premium Feature # Hire Desk Tools Third-party assets, in one place. Autocheck's Hire Desk tools make it easy to track, manage and stay in control of assets hired out to third parties. Whether you manage a hire fleet or rent out plant, vehicles or trailers, every asset stays visible and audit-ready. You can also use Autocheck the other way round: tag hired-in assets that are temporarily part of your own fleet, so they get the same inspection cycle and job history as everything else. ### Hire asset tagging Tag any asset as hired-out, hired-in or owned. Filter and report on each cleanly. ### Separate job records Hire jobs sit alongside internal jobs, but stay filterable by hire status. ### Flexible scheduling Schedule handover checks, mid-hire inspections and returns like any other job. ### Full audit trail Inspection history and customer access to reports for every hired asset. ## What asset hiring means in Autocheck Asset hiring in Autocheck refers to managing hired or loaned vehicles, trailers and machinery within the system. Whether you're a company that hires assets out to customers, or you're temporarily using hired equipment in your own fleet, Autocheck keeps you organised. - Tag any asset as "hired" and view only hired assets using filters. - Treat hired assets exactly like owned ones: inspections, jobs, defects, records. - Give hire customers access to their inspection reports and job history. - Keep your reporting clean because owned and hired data stay separate. ## Track, manage and stay in control Hire operations demand different discipline to owned-fleet ops. Autocheck gives you the visibility and process to keep hired assets safe, compliant with your own service intervals and properly documented for handover and return. - See what's hired and where.Know at a glance which assets are out on hire and their current location. - Understand utilisation.Spot how often each asset is out and identify downtime. - Schedule and track repairs.Even hired assets get jobs scheduled to keep them safe and roadworthy. - Walkaround checks at handover.Create and complete inspections when delivering or collecting assets. - Complete audit trails.Full inspection history and customer access to reports. ## See it running with a hire scenario Book a walkthrough and we'll set up a sample hire asset, run a handover check and show the customer-facing report. Book a demo --- # TAKE ACTION --- # Book a demo URL: https://auto-check.uk/book-a-demo/ # Take a closer look. Ready to make fleet maintenance and compliance easier? Book a personalised demo of Autocheck and see how it can change the way you manage your vehicles, inspections and workshops. ## Book your demo Pick a time below. We'll send confirmation and joining details straight to your inbox. Around 30 minutes PC, laptop or tablet ## What to expect No pressure. No scripts. Just real advice and a look at how Autocheck can work for you. ### Live walkthrough See Autocheck running with real workshop data. Jobs, walkarounds, defects, DVLA lookups, all live. ### Questions answered Bring whatever's on your list. Setup, migration, mobile access, integrations, anything specific to your fleet. ### Practical examples Walk through day-to-day flows. Driver check to workshop job to compliance report, using data you'll recognise. ### No sales pitch Real advice from people who've helped hundreds of UK fleets go digital. No scripts, no pressure. Prefer to talk first? Call0300 373 2449 ·Emailhello@auto-check.uk --- # Download the brochure URL: https://auto-check.uk/download-brochure/ # Get the brochure Emailed straight to your inbox. A full PDF overview of Autocheck. Inspections, fleet maintenance, driver checks, DVLA integration, workshop scheduling, hire and parts. All in one document you can read at your own pace and share with your team. ## Download the brochure A few quick details and the PDF is on its way. ### Straight to your inbox Fill in a few details and the PDF lands in your inbox within minutes. ### Every feature covered Inspections, PMIs, driver checks, DVLA, scheduling, parts, hire. The full picture. ### Real workflow examples Screenshots and use cases showing how it fits into a working day. ### No sales pitch Read it at your own pace. We won't chase you unless you ask us to. Prefer a live walkthrough with real workshop data?Book a demo --- # Contact us URL: https://auto-check.uk/contact-us/ # Contact us Whether you want to see how Autocheck works, talk through pricing, or ask about fleet compliance, we're here to help. Give us a call, drop us an email, or book a demo. ## Send us a message Fill in a few details and we'll get back to you the same working day. ### Give us a call 0300 373 2449 Talk to the team direct. Call now ### Send an email hello@auto-check.uk We aim to reply the same working day. Email us ### Visit our office Pond View, Carr Place Preston PR5 8AU Open in Google Maps ## Prefer a live walkthrough? See Autocheck running with real fleet data. Book a time that suits your team. Book a demo Pond View, Carr Place, Preston PR5 8AUInteractive map goes here ### Have a question first? Common questions about setup, compliance, mobile access and more. See the FAQ --- # BLOG POSTS --- # Operator Licence Compliance: Everything URL: https://auto-check.uk/operator-licence-compliance-everything-transport-managers-need-to-know/ ←Back to blog # Operator Licence Compliance: Everything Transport Managers Need to Know 13 Apr 2026 ## Traffic Commissioners are responsible for the licensing and regulation of those who operate heavy goods vehicles, buses, and coaches.These vehicles play a vital role in the movement of people and goods across Great Britain, and the Traffic Commissioners expect these services to be delivered safely, fairly, and in compliance with legal and environmental standards. We aim to provide a trusted, UK-based resource on operator licence compliance and Traffic Commissioner expectations, and a practical guide to meeting operator licence undertakings, avoiding enforcement action, and staying audit-ready. We want to inform others to help reinforce a culture of compliance and continuous improvement across the industry. We’ll also provide you with aself-audit checklistandpublic inquiry evidence list, as well as the opportunity todownload our brochureandbook a demowith us.Table of Contents: - What is an Operator Licence and who needs one? - The Traffic Commissioner and what triggers enforcement - Core undertakings and what “good” looks like - Operator licence self-audit (step-by-step) - Preparing for a Traffic Commissioner Public Inquiry - Digital systems and audit-ready compliance - How Autocheck supports operator licence compliance - FAQs ## What is an Operator Licence and who needs one?The main purpose of an operator licence is to ensure the safe and proper use of goods vehicles, ensure fair competition through a consistent application of the rules, and to protect the environment around operating centres. There are three distinct types of operator’s licence for goods vehicles. The licence you need depends on where you transport goods to and from, and who you do it for: - Astandard international licenceallows you to carry your own goods, and goods for other people for hire or reward, both in the UK and on international journeys. Operators who are issued with a standard international licence will also receive a UK Licence for the Community, which are needed for all hire or reward operations in or through EU countries, and are documents required to be carried on the vehicle when abroad. - Astandard national licenceallows you to carry your own goods in the UK and internationally, and other people’s goods for hire or reward only in the UK. You can also take loaded trailers to or from ports within the UK as part of an international journey if your vehicles do not leave the country. - Arestricted licenceallows you to carry your own goods, but not other people’s goods, within the UK and EU. A restricted licence is only appropriate for the carriage of the operator’s own goods and on their own account. Operators must be fit to hold a licence, considering any relevant convictions and activities. Fitness is the ability of the operator to obey all the rules and to follow the requirements of an operator’s licence, including any undertakings or conditions. Operators must also have sufficient financial resources or be of the proper financial standing. This is needed to ensure they have enough money to keep vehicles in a fit and serviceable condition which is not undermined by the lack of finance available. Operators must ensure there are satisfactory facilities and arrangements in place for keeping vehicles in a fit and serviceable condition. A Traffic Commissioner may ask to see copies of any maintenance contracts or letters from a garage if they do not do this work themselves. Operators need to be able to show a Traffic Commissioner that they – and, for standard licences, their transport manager – have adequate systems in place to make sure they and their staff can obey all the rules, particularly: - Satisfactory arrangements for securing compliance with drivers’ hours rules - Satisfactory arrangements for ensuring vehicles are not overloaded - Ensuring drivers have the correct licence and training to drive the goods vehicle Operators holding heavy goods vehicle licences must specify an operating centre at which vehicles will usually be kept when not in use. Operators must advertise their intentions and applications are open to opposition. Operators who hold a standard licence must satisfy the Traffic Commissioner that they meet the following requirements: - Effective and stable establishment: this means you must have premises in which you keep your core business documents - Good repute: this refers to the conduct and fitness of the licence holder, including relevant convictions and fixed penalty notices that the operator or any of their employees have had in the last five years - Financial standing: the operator must have the right financial resources, and be able to show they are of the right financial standing, to assure the traffic commissioner that there is enough money to run the business properly - Professional competence: the requirements of professional competence can be satisfied by the operator holding a Certificate of Professional Competence in road haulage operations or equivalent qualification A Transport Manager is an individual employed by an undertaking, who effectively and continuously manages the transport activities of that undertaking. They must have a genuine link to the undertaking, which might be demonstrated if the transport manager is the licence holder, one of the partners whose name is on the licence, a director of the company in whose name the licence is held, or a full or part-time employee. A professionally competent person must be nominated on a standard national or international licence. If the Transport Manager has a certificate of professional competence for national operations only, you may only nominate them on a standard national licence. If they have professional competence for both national and international operations, you will be able to nominate them on either type of standard licence. There is no requirement to nominate a Transport Manager on a restricted licence, however, the licence holder must ensure that they have the required knowledge to ensure compliance with all relevant legislation, particularly the safe operation of vehicles. To be able to satisfactorily carry out their duties, a Transport Manager should: - Have sufficient capacity: enough time and support to undertake the Transport Manager role, which cannot be compromised by other duties - Have relevant knowledge and skills: be in possession of the relevant qualifications showing professional competence, and undertake regular refresher training, and keep abreast of key developments in the industry - Be involved in the transport decision-making processes and have a prominent level of autonomy: a Transport Manager must also be able to have the final say whether a vehicle is allowed to go on the road - Be able to have a real impact in a business To show continuous and effective management of the transport operation, a transport manager will be responsible for fulfilling the General Responsibilities set out in the Senior Traffic Commissioner’s Statutory Document on transport managers, which includes: - Driving licences and qualifications: making sure that drivers have the appropriate licence for the vehicle they’re driving, regular checks are carried out on the drivers’ licences, vocational drivers have a valid Driver Certificate of Professional Competence card, drivers are adequately trained and competent to operate all relevant vehicles and equipment, and you contribute to relevant training and disciplinary processes as required. - Drivers’ hours and parking time: making sure that drivers follow drivers’ hours uses, drivers take the right number of breaks and periods of rest based on the relevant regulations which apply, and that drivers are recording their duty, driving time and rest breaks on the appropriate equipment or in drivers’ hours books and their records are being handed back for inspection as required. - Keeping records: making sure that tachograph calibrations are up to date and displayed, you download and store data from the vehicle digital tachograph unit and drivers’ tachographs smart cards where appropriate, you keep all drivers’ hours records for at least twelve months, and you keep all working time records for at least twenty-four months. - Vehicles on operator licences: making sure that vehicles are specified on the operator licence as required, vehicles are secure so they cannot be used by someone without permission of the operator, and there is sufficient contingency within the level of authority. - Vehicle documents: making sure that operator licence discs are current and displayed correctly, there are up to date certificates of insurance indemnifying company cars, commercial vehicles, and plant vehicles, and that drivers have the correct documents they need for international journeys. - Safety checks, inspections, and tests: making sure that vehicles are safe to use and roadworthy. - Planning: making sure that safety inspections and other statutory testing are carried out within the notified operator licence maintenance intervals, you complete and display a maintenance planner to set preventative maintenance inspection dates at least six months in advance and including the MOT and other testing or calibration dates, you liaise with maintenance contractors, manufacturers, hire companies and dealers to ensure that vehicles are serviced in accordance with manufacturer recommendations, and that vehicles are available for safety inspections, service, repair, brake tests, and statutory testing. - Driver daily checks and defect reports: making sure that vehicle payloads notifications are correct, height indicators are fitted and correct, your driver’s complete and return their driver defect reporting sheets and record defects correctly, reported defects are either recorded in writing or in a format which is readily accessible, reported defects are reported promptly, and vehicles that are not roadworthy are taken out of service. Common misunderstandings ## The Traffic Commissioner and what triggers enforcementThe Department for Transport works with agencies and partners to support the transport network that helps the UK’s businesses and gets people and goods travelling around the country. They plan and invest in transport infrastructure to keep the UK on the move. The Traffic Commissioners for Great Britain is a tribunal of the Department for Transport. They are responsible for the licensing and regulation of those who operate heavy goods vehicles, buses and coaches, and the registration of local bus services. They are aided in this work by deputy Traffic Commissioners, who preside over a number of public inquiries.Traffic Commissioners’ priorities: - To ensure that people operating HGVs and PSVs are reputable, competent, and adequately funded - To encourage all operators to adopt robust systems, so that there is fair competition and that the operation of goods and public service vehicles is safe - To consider on behalf of the Secretary of State for Transport the fitness of drivers or those applying for passenger carrying vehicle or large goods vehicle driving licences based on their conduct - To consider, and where appropriate impose, traffic regulation conditions to prevent danger to road users and/or reduce traffic congestion and/or pollution - To ensure public inquiry proceedings are fair and free from any unjustified interference or bias - To engage with stakeholders by listening to industry, meeting with local authorities, trade organisations, passenger groups and operators and presenting seminars DVSA StopDVSA examiners may make visits to operating centres to examine vehicles or to check drivers’ records. They may also conduct spot checks at the roadside. They have the ability to enter and inspect a HGV or PSV and detain the vehicle during the time it is required for inspection, enter any premises they have reason to believe keep a HGV or PSV, and divert vehicles that are stationary at the roadside to another location for inspection within five miles. Their activities may extend beyond a visual inspection. They have a range of equipment that they may use during an inspection, such as roller brake testers and diagnostic equipment to check vehicle systems.InvestigationDVSA carries out maintenance investigations of vehicle operator licence holders in England, Wales, and Scotland. The investigations check if the operator has suitable systems, facilities, and arrangements in place. DVSA may report the outcome of a maintenance investigation to the Traffic Commissioners for Great Britain.Public InquiryA public inquiry is a formal tribunal hearing, where a traffic commissioner is the decision maker. There are three main types of public inquiry; those held to determine licence applications; reviews of operating centres (for goods operator licences only); and those held for regulatory reasons, where the future of transport operations will be considered. A traffic commissioner may decide that a public inquiry is necessary to clarify information that has been received, which raises concerns. Alternatively, a traffic commissioner must hold a public inquiry if they are considering taking regulatory action against an existing licence and the operator requests a hearing, or if they are considering taking regulatory action against a transport manager’s good repute and/or professional competence, and the hearing has been requested.Common triggers - Missed or extended preventative maintenance inspections (PMIs) beyond the stated interval - Poor defect reporting and poor rectification records - Gaps in evidence of brake performance over time - Poor management control - Driver compliance issues Risk signals checklist ## Core undertakings and what “good” looks like ## Maintenance systems and inspection intervalsA maintenance scheduling system, planner, or wall chart should be used to identify inspection dates at least six months in advance. A common failure for operators is missed or extended preventative maintenance inspections (PMI’s) beyond the stated interval. If you change your inspection schedule, the expected maximum equivalent time-frequency should be entered into the system. Then you must ensure the mixed frequency box is ticked on the vehicle operator licensing service (VOL) to record that a varied inspection frequency is being used. This same process should be used if a mixed time frequency is being used for different vehicles or trailers on the fleet. ## Defect reporting and rectification controlThere must be a system of reporting and recording defects that may affect the roadworthiness of the vehicle. This must include how they were rectified before the vehicle was used. A common failure for operators is weak defect reporting and poor rectification records. A robust driver defect reporting system details the initial walk-around check and any defects or ‘nil’ defects reported during the day for the various drivers of that vehicle. Reports must be recorded, and provision should be made to record details of any rectification work done.Brake performance evidenceEvery safety inspection should include a brake performance assessment using either a roller brake test (RBT), a suitable electronic braking performance monitoring system (EBPMS), or a decelerometer with temperature readings. A common failure for operators is providing insufficient evidence of brake performance over time. It is essential that the system provides braking performance evidence where this is to be used for the safety inspection braking performance report. A signed printout of the brake performance test from either the RBT, plate tester, or decelerometer should be attached to the safety inspection record. If the brake test equipment cannot produce a printout, the test results must be recorded by the inspector on the safety inspection report. ## Record retention and retrieval speedDriver walk-around checks, safety inspections, first-use inspections, and intermediate safety checks must be documented using either manual paper systems, electronic systems, or a hybrid of both, if the records are complete and accessible. A common failure for operators is paper records being incomplete, damaged, or missing. The result of this is often prohibitions, a negative impact on Operator Compliance Risk Score (OCRS), and audit exposure. Electronic records may be more suitable, but they must be tamper-proof and capable of producing hard copy information if needed, must be time-stamped and include secure signatures, and must show a clear audit trail from inspection to sign-off after repair. It is important that it includes a declaration that the vehicle is fit for service or whether repairs are needed.Contractor control (if maintenance outsourced)Even when a maintenance contract exists between you and a contractor, you are still legally responsible for the condition of the vehicle, the authorisation of any repair work undertaken and the retention of records. You need to be satisfied at all times that the level of maintenance agreed matches the demands placed upon vehicles and that the standards achieved by the contractor are kept at a sufficiently high level. A common failure with operators is needing to call upon the contractor to advise on a particular course of action, particularly when the operators' technical knowledge is limited. This is why you should talk regularly with the contractor to ensure that they are familiar with the operational needs of the vehicles they must inspect and repair. You should have a system for regularly watching the quality of work done.Management control: who takes vehicles off road, who signs them backIf you are the operator, you must ensure that someone within your organisation has the authority to decide whether a vehicle is always fit for service. That person must be available to decide whether a vehicle needs to be taken out of service and when it can be allowed back on the road after repairs. A common failure for operators is assuming this legal responsibility can be shared if the work is delegated. This activity may be delegated, in writing, if it is made clear what their responsibilities are, but the transport manager retains legal responsibility for vehicle roadworthiness, regardless of whether their activities are delegated. ## Operator licence self-audit (step-by-step) Maintenance Systems & Inspection Intervals - A safety inspection is a periodic inspection that is carried out at pre-set intervals in line with what an operator has declared on the vehicle operator licensing service, which confirms roadworthiness and mirrors MOT scope. An inspection frequency would normally range between four to thirteen weeks. The DVSA recommends ten to thirteen weeks for lightly loaded vehicles, six to ten weeks for general haulage, four to six weeks for arduous work, and four weeks for off-road vehicles. Safety inspections should, where practical, be programmed to follow a time-based pattern like above. The frequency at which inspections are undertaken should be decided by assessing the level of mechanical deterioration likely to be incurred over a period because of the vehicle’s duty cycle, mileage, age, and usage. Assessing these factors for each vehicle will, in most cases, enable a time-based programme of inspections to be formulated. It is encouraged to monitor outcomes of inspections and adjust intervals if the level of defects rise. Older vehicles and trailers will need more frequent maintenance. A minimum safety inspections frequency of six weeks is needed for vehicles and trailers aged twelve years and older, unless operations clearly justify longer. - A safety inspection report must be completed for each safety inspection for both vehicles and trailers. Each report should show the; name and signature of the inspector; location of the inspection; items to be inspected and the condition of each item inspected; details of any defects found; details of any remedial, rectification or repair work and who carried it out; and a signed statement declaring that all safety defects have been repaired satisfactorily and the vehicle is now in a safe and roadworthy condition. Safety inspection reports produced following an inspection not only provide the operator with the means to determine individual vehicle roadworthiness, but also the overall effectiveness of their maintenance systems that then allows them to find areas for review. - Mileage-based inspection programs may be more suitable for some operators, if rotes and workloads vary, but will need to be linked to time. If you change your inspection schedule, it is needed to update the vehicle operator licence, entering into the system the expected maximum equivalent time-frequency of thirteen weeks and ensuring the mixed frequency box is ticked to record that a varied inspection frequency is being used. It is also sensible to continue to monitor outcomes monthly. A maintenance scheduling system, planner, or wall chart should be used to identify inspection dates at least six months in advance. To allow some flexibility in planning safety inspections, it is recommended that the International Organisation for Standardisation (ISO) week numbering system is used. With this system, the safety inspection should be completed within the relevant ISO week it falls. Defect Reporting & Rectification Control - A driver, or appointed responsible person, must conduct a walk-around check of a vehicle prior to using it on the public highway. A minimum of one walk-around check must be carried out every day, or at least once in every twenty-four-hour period that the vehicle is in service. There must be a system of reporting and recording defects that may affect the roadworthiness of the vehicle. This must include how they were rectified before the vehicle is used. These reports and records must be kept. - Drivers should be aware that reporting defects promptly is a critical element of an effective vehicle roadworthiness system. Any defects, or symptoms of defects, that could prevent the safe operation of the vehicle, found during the walk-around check, while the vehicle is in use, or on its return to base, must be the subject of a written report by the driver or some other person responsible for recording defects. It is good practice to complete and keep ‘nil’ defects reported during reports as they are a useful means of checking that drivers are carrying out their duties and these forms can be used for audit purposes. A ‘nil’ defects reported during reporting system proves a check has been conducted and is a positive report that the vehicle is free from defects. It is recommended that ‘nil’ defect reports are kept for at least three months. - A robust driver defect reporting system details the initial walk-around check and any defects or ‘nil’ defects reported during the day for the various drivers of that vehicle. Reports must be recorded, and provisions should be made to record details of any rectification work done. Brake Performance Evidence - To follow best practice and legislation, there is an expectation that every safety inspection will include a brake performance assessment using either a roller brake test (RBT), a suitable electronic braking performance monitoring system (EBPMS), or a decelerometer with temperature readings. Operators must satisfy themselves that the methods used to assess brake performance are sufficient to meet the requirements of Regulation 18 of the Road Vehicles (Construction and Use) Regulations 1986. - To follow best practice and comply with legislation, there is an expectation that every safety inspection will include a brake performance assessment using either a RBT, a suitable EBPMS, or a decelerometer with temperature readings. A signed printout of the brake performance test from either the RBT, plate tester, or decelerometer should be attached to the safety inspection record. If the brake test equipment cannot produce a printout, the test results must be recorded by the inspector on the safety inspection report. If using RBT to monitor brake performance, the RBT report needs to be provided to the person conducting the safety inspection. A copy of the RBT report generated must be kept on the vehicle’s maintenance file. If using EBPMS to monitor brake performance, there must be an evaluation of the performance report before every safety inspection by a competent person who can interpret the data. The evaluation must be signed, dated, and attached to the vehicle record together with the performance data report. - At present, EBPMS is only available for use on trailers. Trailers fitted with EBPMS would only require a laden brake test if there was insufficient data to produce a report to confirm the correct operation of the system or where work has been carried out on the braking system that may have affected braking performance. Where EBPMS is not used, it is expected there will be a minimum of four laden brake tests spread evenly across the year. This can include the annual test. A decelerometer with temperature readings would be an acceptable means of a performance assessment, where this is done unladen, then refer to acceptable reasons for not carrying out a laden brake assessment. Where satisfactory results cannot be achieved, another method to assess the brake performance needs to be used. Where a satisfactory EBPMS evaluation report is not available or a laden RBT is not carried out with the safety inspection, a risk assessment must be completed by a competent person who understands braking systems and components. However, there is an expectation that every attempt must be made to conduct a laden RBT. Record Retention and Retrieval Speed - Records of driver walk-around checks, defect reports, safety inspections, first-use inspections, intermediate safety checks, and repair records, must be kept for at least fifteen months for all vehicles. This includes vehicles that have been removed from the operator licence or have been sold or otherwise disposed of. They must be documented using either manual paper systems, electronic systems, or a hybrid of both, if they meet the DVSA’s security and audit requirements and have the essential information that can be made available for examination. - If paper records are incomplete, damaged, or missing, the result is often prohibitions, a negative impact on Operator Compliance Risk Score (OCRS), and audit exposure. Contractor Control - It is essential to have a written contract that sets out precise details of vehicles covered, inspection frequency, type of check, and repair policy. Any subcontractors used should be detailed in the contract. The contract must be kept on the operator’s maintenance file and produced on request. You must also make sure the contracted maintenance provider details are up to date on the vehicle operator licensing service. Management Control - There must be an internal system to ensure that unroadworthy vehicles are removed from service, with someone responsible for taking vehicles off the road. If you are the operator, you must ensure that someone within your organisation has the authority to decide whether a vehicle is always fit for service. That person must be able to decide whether a vehicle needs to be taken out of service and when it can be allowed back on the road after repairs. The transport manager stays legally responsible for vehicle roadworthiness, regardless of whether their activities are delegated. Download ourself-audit checklist here. Preparing for a Traffic Commissioner Public InquiryA public inquiry is a formal tribunal hearing, where a traffic commissioner is the decision maker. There are three main types of public inquiry; those held to determine licence applications, reviews of operating centres, and those held for regulatory reasons where the future of transport operations will be considered. A public inquiry is not a criminal court and so the traffic commissioner will be concerned with the position of the operator at the date of the public inquiry. One way of showing that you meet the conditions of an existing licence is to bring the records requested in the letter calling you to public inquiry to the hearing. If the traffic commissioner finds that the requirements are not met, then they may refuse an application or take action against the licence or your refute as a transport manager. The letter advising operators and transport managers of a hearing will also include specific directions and instructions. These should be followed in full. It is usual for certain documents to be required to be sent in advance of a hearing. Commonly requested documents relate to vehicle maintenance records and evidence to show compliance with drivers’ hours. It is important that any document or evidence is sent to the relevant Office of the Traffic Commissioner in the period stated, so that there is sufficient time for it to be carefully considered. If documents are not received following instructions, a traffic commissioner may decide not to take them into account. This could have a negative impact for the operator or transport manager. When hearing an application, the traffic commissioner will consider evidence from the applicant and if required any valid opposition to the application. When reviewing an operating centre, the traffic commissioner will consider evidence from the operator and any valid complainants. In regulatory cases the traffic commissioner will consider evidence from the operator and usually evidence provided by the DVSA and/or other enforcement bodies. It may be helpful to prepare some notes in advance, listing the relevant points you wish to raise at the inquiry, baring in mind the factors the traffic commissioner may consider.Good Repute and FitnessAn applicant for a standard or restricted licence must be of good repute. Fitness is an essential element of an operator’s repute, and it is more than just convictions, it is the ability to meet the requirements/undertakings of the operator’s licence. A useful indication of relevant evidence would be attendance on an operator licence awareness course, run by either a trade association, a professional body, an approved examination centre offering the relevant transport manager CPC qualification for the type of licence held, or a firm of solicitors with significant experience with road transport regulatory and compliance issues. When compiling a submission to a traffic commissioner, members of staff should gather all relevant information, complete the template, provide facts, distinguishing information from evidence, and quote dates and licence numbers if applicable, be precise and to the point, and provide a recommendation which is fully supported by the relevant legislation.FinanceApplicants for a standard or restricted licence must be of the proper financial standing as required. Operators must be able to prove that it has at its disposal, always, capital, and reserves of £8,000 for the first heavy goods vehicle, £4,500 for each additional heavy goods vehicle and £800 for any authorised light goods vehicles. Operators of only light goods vehicles must show £1,600 for the first vehicle and £800 for each additional. The case law for standard licences refers to the statutory purpose for the requirement of having available finance, namely that the holder of an operator’s licence has the financial resources available to ensure that its vehicles are safe to use on public rods, its passengers and other road users are not put at risk by them, and that it can compete fairly with other operators, within the constraints of the regulatory regime. “It is necessary for road transport undertakings to have a minimum financial standing to ensure their proper launching and administration.” – Upper Tribunal, 2012/017NCF (Leicester) Ltd. The provisions allow flexibility in how the continuing and mandatory requirements might be satisfied for standard national and international operators, including certified annual accounts comprising balance sheet, profit and loss accounts and notes on accounts, certified opening balance for new operators – a properly accredited person can provide a statement of assets and liabilities before they start trading – and financial guarantee. The reference to the acceptability of certified accounts must be read in context whereby it will prove every year that it has capital and reserves meeting the prescribed sum. Arrangements might be provided in several ways, and the onus is on the applicant to prove that it meets the requirements. Examples of available money - where the only decision the operator must take is whether to spend the money - include a credit balance in a bank account, the unused part of an overdraft, or the unused credit limit on a credit card. “One purpose of the mandatory and continuing requirement to have appropriate financial standing is to avoid situations in which an operator says: ‘I know that this vehicle requires a safety critical repair but I cannot afford to have it done so I will carry on using the vehicle to earn enough money for the repair to be carried out.’” – Judge Broderick, 2014/065 Trevor Kevin Dibnah trading as Weyside Travel An operator may prove the availability of financial resources or capital and reserves if he has money in the bank, which is capable of being used, or an overdraft at his disposal in the sense that there is a balance indrawn before the limit is reached. Where a standard licence holder cannot prove financial standing, it is allowed, but not required, for the traffic commissioner to provide a period to rectify the situation. The operator may be given a limited time to make written representations before the traffic commissioner decides whether to allow time for rectification and for what period by way of a notice served under the legislation. On receipt of evidence from the DVSA, Courts, or other reputable sources that there are outstanding sums owed to a Court, then a request for an explanation and for proof of available finances should be sent to the operator before being given to the traffic commissioner. “When considering whether or not to grant a period of grace, Traffic Commissioners will need some tangible evidence, beyond mere hope and aspiration, that granting a period of grace will be worthwhile, and that there are reasonable prospects for a good outcome. Some sort of analysis along these lines will be necessary because, amongst other reasons, Traffic Commissioners have to decide how long to grant.” – Upper Tribunal, 2014/008 Duncan McKee. The largest allowable period of grace for financial standing is six months to show that the requirement will be met on a permanent basis. Financial standing is an important means by which a transport business becomes established and is intended to support the maintenance of vehicles and trailers during operation. It is a condition of an operators licence that changes in the availability of finance are notified to the traffic commissioner. On any application for a period of grace, a traffic commissioner will wish to be satisfied that the operator is not insolvent, there are no outstanding maintenance or other issues which might impact on road safety, and that this is not an attempted device to avoid responsibility for alleged failures in compliance. Operators should understand that if, upon expiry of a period of grace, financial standing has still not been proven, then the operator’s licence will have to be revoked. As an alternative to seeking a period of grace, operators might wish to consider whether other sources of finance might be secured or look to persuade the traffic commissioner to accept a voluntary reduction in authority to a level which can be supported by the available finance. If they wish to continue with a period of grace, the operator will need to set out how the absence of financial standing will be remedied. A traffic commissioner will require tangible evidence to show that financial standing can be met in the future.Transport ManagersA transport manager is a person employed by an undertaking or another person appointed by that undertaking by means of a contract, who effectively and continuously manages the transport activities of that undertaking. A designated transport manager must; be of good repute; be professionally competent; effectively and continuously manage the transport activities of the undertaking; not be prohibited from acting as a transport manager by a traffic commissioner, and; must not be designated to act as external transport manager for more than four operators or be responsible for more than fifty vehicles or such smaller number as the traffic commissioner considers appropriate. Transport managers should be able to supply a suitable certificate of qualification. They should be able to show that, however infrequently vehicles return to the operating centre, he or she is able to and does exercise continuous and effective management of the vehicles on a day-to-day basis. “Given the importance attached to operators complying with the regulatory regime and given that transport managers must effectively and continuously manage the transport activities of an undertaking holding an operator’s licence, it seems to us that whether or not an individual has the character, personality, ability and leadership qualities to ensure compliant operation as an operator or to effectively and continuously manage the transport activities as a transport manager is a factor which can be, properly, be taken into account when assessing good repute.” – 2014/050 Andrew Harris trading as Harris of Leicester When considering whether to disqualify a transport manager, the traffic commissioner will consider the available evidence when determining the need to disqualify and the length of any order relevant matters might include: admissions as to any misconduct, proposed remedial measures, reliability of the evidence provided and acceptance of the individual’s responsibilities. Applicants for the post of transport manager should have high-quality professional knowledge. Continuing Professional Development is the term used to describe the learning activities professionals engage in to develop and enhance their abilities. This practice promotes learning to be conscious and proactive, rather than passive and reactive. If there has been some time since CPD was undertaken, the starting point for evidence would be for the completion of a two day transport manager CPC refresher course, run by either a trade association, a professional body, an approved exam centre offering the relevant transport manager CPC qualification for the type of licence held, or a firm of solicitors with significant experience with road transport regulatory and compliance issues. A transport manager should expect to provide evidence of their capacity to meet the statutory duty through continuing professional development at Public Inquiry when considering whether a transport manager has exercised continuous and effective management. The person or persons concerned should have knowledge which would be shown with a compulsory written examination which may be supplemented by an oral examination. The production of an extract from a judicial record or an equivalent document issued by a competent judicial or administrative authority would be accepted as sufficient proof of good repute. A certificate issued by a competent judicial or administrative authority stating that conditions have been met would be accepted as sufficient proof if the document cannot be provided. That document or certificate may be replaced by a declaration on oath or by a solemn declaration made by the transport manager or any other relevant person before a competent judicial or administrative authority or before a notary. Such authority or notary shall issue a certificate authenticating the declaration on oath or the solemn declaration. “The case of good repute it does not automatically follow that good repute is restored at the end of a disqualification. Instead, it simply means that the person concerned has an opportunity to apply to act as a transport manager, (or in the case of disqualification from holding or obtaining an operator’s licence, to apply for a licence). It is open to a Traffic Commissioner to call in such an application to resolve any lingering doubts as to whether good repute, in either capacity, has, in fact, been restored. By contrast at the end of a period of disqualification… the person concerned can again use their Certificate of Professional Competence as conclusive proof that they are professionally competent.” – 2014/050 Andrew Harris trading as Harris of Leicester Demonstrate change by showing that effective systems are in place so that the transport manager either alone or jointly with one or more other persons, has continuous and effective responsibility for the management of the transport operations of the business. If someone else is aiding the transport manager, show what qualifications they hold, how they will be supervised and how the transport manager will meet the obligation to exercise continuous and effective responsibility. Show what technology and management systems will be utilised, and how the compliance management of the organisation will support the transport manager in meeting the statutory duty. Describe the number of times and length of period that the transport manager intends to visit each operating centre, and whether the transport manager has ready access to relevant records including records of remedial action. A Certificate of Professional Competence from any European Union member state should be taken as evidence of a transport manager’s capability to perform that role, subject to matters that might affect the transport managers’ good repute. The transport manager should be up to date with the current requirements of the operator licence and should be able to ensure that the required records are completed and maintained. ## Digital systems and audit-ready complianceDriver walk-around checks, safety inspections, first use inspections and intermediate safety checks must be documented using either manual systems or electronic systems or a hybrid of both. However, paper records come with the risk of being incomplete, damaged, or missing, having slow retrieval times, missing signatures, and not being able to control or update versions of records. In contrast, the right digital solution can add benefits to any maintenance system by providing ease of access to all relevant data in one place, including safety inspections, unplanned maintenance, inspection reports, driver defect reporting system, and fleet management. Electronic systems accepted by the DVSA must: - Be tamper-proof - Have a clear end-to-end audit trail from inspection to sign-off after repair - Have instant access to downloaded reports or be capable of producing hard copy information if needed - Have a back-up and disaster recovery system - Include effective date and time stamping to make sure data is reliable - Be accessible for sufficient delegated people to support effective management control in case of staff absence - Have digital authentication to support driver signatures and secure logins This applies to driver daily walk-around checks, in-service defects, PMI’s, brake results, planners, safety inspections, first-use inspections, and intermediate safety checks. These records must be kept for at least fifteen months as part of a vehicle’s maintenance history.How Autocheck supports operator licence complianceAutocheck was built to make creating, managing, and completing inspections simple and flexible for any fleet. Whether you are running weekly driver checks, scheduling six or eight weekly PMIs, or completing specialist inspections, Autocheck puts everything you need in one easy-to-use system. We provide you with unlimited templates – including digital inspection templates aligned to asset type – colour-coded reports, digital sign-off, and a full audit trail, all without extra fees. We are a UK hosted platform with 99.9% uptime and frequent backups. With Autocheck, you can create fully customisable inspection templates tailored to different vehicle types. We keep every inspection you complete securely stored, fully searchable, and ready to share whenever you need it. Whether you are preparing for an audit, sending reports to customers, or simply reviewing a vehicle’s history, everything is at your fingertips, with no paperwork and no delays. Every completed inspection automatically generates a professional, branded job card; colour-coded for clarity and stored indefinitely for full compliance and audit readiness. This helps keep your maintenance history organised and complete. Autocheck allows you to store important documents against each vehicle or trailer, such as V5 certifications, tax and insurance documents, service contracts, maintenance histories, and inspection reports. Everything is securely backed up, searchable, and accessible whenever you need it. We provide you with an audit trail that is tamper-resistant with time stamps, plus rapid exports for hearings. On our app, every action is logged and stored securely against the vehicle for a complete, easily accessible audit trail for inspections, compliance reviews, and internal checks. The process is simple, clear, and designed to keep your fleet safe, compliant, and on the road without delays. Whether you are managing a small fleet or hundreds of assets, we want to make it easier to stay organised, reduce errors, and meet your compliance obligations effortlessly. Everything is stored securely, so your records are always clean, current, and ready for audits or roadside inspections. Autocheck is built to grow with your business. Our flexible platform handles fleets of all shapes and sizes, without extra costs or complicated upgrades. There are no limits on the number of vehicles, trailers, or users you can add, so cadence is not limited by seat licences. You can segment and filter assets by type, depot, hire status, or custom tags. You can keep a clear, searchable history of inspections, defects, and repairs. You can stay audit-ready with detailed version histories and digital records. Your data is securely stored, backed up, and accessible whenever you need it. We give you the freedom to scale your operations without worrying about system restrictions or hidden fees, making it the smart choice for growing fleets. If you would like a closer look at how Autocheck can help you stay compliant, organised, and in control,download our free brochureto explore everything we offer. If you want genuine advice from real people about how Autocheck can work for you,book a demo hereand one of our team members will be in touch to book a time that suits you. ## FAQs How often should safety inspections be done?An inspection frequency would normally range between four to thirteen weeks. The DVSA recommends ten to thirteen weeks for lightly loaded vehicles, six to ten weeks for general haulage, four to six weeks for arduous work, and four weeks for off-road vehicles. Safety inspections should, where practical, be programmed to follow a time-based pattern like above. The frequency at which inspections are undertaken should be decided by assessing the level of mechanical deterioration likely to be incurred over a period because of the vehicle's duty cycle, mileage, age, and usage. Older vehicles and trailers will need more frequent maintenance. A minimum safety inspection frequency of six weeks is needed for vehicles and trailers aged twelve years and older, unless operations clearly justify longer.How long must records be kept?Records must be kept for at least fifteen months. This includes: - Records of safety inspections for all vehicles, including vehicles that have been removed from the operator licence or have been sold or otherwise disposed of - Drivers’ defect reports used to record any faults and rectification work, including nil returns if you use them - Brake performance evidence Driver walk-around checks, safety inspections, first-use inspections, and intermediate safety checks must be documented using either manual paper systems, electronic systems, or a hybrid of both, if the records are complete and accessible.What should be in a safety inspection report?A safety inspection report must be completed for each safety inspection for both vehicles and trailers. Each report should show: - The name and signature of the inspector - Location of the inspection - Items to be inspected and the condition of each item inspected - Details of any defects found - Details of any remedial, rectification, or repair work and who carried it out - A signed statement declaring that all safety defects have been repaired satisfactorily and the vehicle is now in a safe and roadworthy condition Safety inspection reports produced following an inspection not only provide the operator with the means to determine individual vehicle roadworthiness, but also the overall effectiveness of their maintenance systems that then allows them to find areas for review.What happens if you miss inspections?The DVSA and Traffic Commissioners require – under the Goods Vehicles (Licensing of Operators) Act 1995 and the Public Passenger Vehicles Act 1981 – for vehicles to be kept in a fit and serviceable condition through adequate facilities and satisfactory arrangements. Missed or extended preventative maintenance inspections (PMI’s) beyond the stated interval can be considered non-compliance. Operational needs must not override safety considerations. Failure to comply can lead to prohibitions, public inquiries, curtailment, or loss of vocational driving licence or operator’s licence.Can you use electronic records?Electronic records are acceptable to the DVSA, provided that they contain the essential information that can be made available for examination, show a clear audit trail from inspection to sign-off after repair, and are tamper-proof, capable of producing hard copy information if required, and time-stamped. They must remain available for fifteen months.What should I bring to a public inquiry?A public inquiry is a formal tribunal hearing, where a traffic commissioner is the decision maker. There are three main types of public inquiry; those held to determine licence applications, reviews of operating centres, and those held for regulatory reasons where the future of transport operations will be considered. A public inquiry is not a criminal court and so the traffic commissioner will be concerned with the position of the operator at the date of the public inquiry. One way of showing that you meet the conditions of an existing licence is to bring the records requested in the letter calling you to public inquiry to the hearing. If the traffic commissioner finds that the requirements are not met, then they may refuse an application or take action against the licence or your refute as a transport manager. The letter advising operators and transport managers of a hearing will also include specific directions and instructions. These should be complied with in full. It is usual for certain documents to be required to be sent in advance of a hearing. Commonly requested documents relate to vehicle maintenance records and evidence to show compliance with drivers’ hours. It is important that any document or evidence is sent to the relevant Office of the Traffic Commissioner in the time stated, so that there is sufficient time for it to be carefully considered. If documents are not received following instructions, a traffic commissioner may decide not to take them into account. This could have a negative impact for the operator or transport manager. When hearing an application, the traffic commissioner will consider evidence from the applicant and if required any valid opposition to the application. When reviewing an operating centre, the traffic commissioner will consider evidence from the operator and any valid complainants. In regulatory cases the traffic commissioner will consider evidence from the operator and usually evidence provided by the DVSA and/or other enforcement bodies. It may be helpful to prepare some notes in advance, listing the relevant points you wish to raise at the inquiry, baring in mind the factors the traffic commissioner may consider.Can I change my PMI interval?Yes, if you change your inspection schedule, it is sensible to monitor the effect on roadworthiness monthly. If an unacceptable increase in defects were seen, then a change back to the original schedule would be necessary. Update the vehicle operator licensing service (VOL) when you change the basis. VOL records a time-based frequency for both vehicles and trailers. Therefore, if a mileage-based frequency is adopted, the expected maximum equivalent time-frequency should be entered into the system. Then ensure the mixed frequency box is ticked on VOL to record that a varied inspection frequency is being used. This same process should be used if a mixed time frequency is being used for different vehicles or trailers on the fleet. Keep evidence that roadworthiness has not suffered and use the International Organisation for Standardisation (ISO) week numbering system, so safety inspections are completed within the relevant ISO week it falls and to prevent creep.Who is responsible if maintenance is outsourced?If you are an operator, you must decide whether to undertake your own safety inspection and maintenance work in-house or to contract all or part of the work to someone else. If you decide to provide your own safety inspection facilities, you must ensure that they are adequate, even if the inspection is contracted out. If you choose to outsource any of your maintenance, you need to take steps to ensure the maintenance facility is adequately equipped and completes any work to a satisfactory standard. The quality of the work and the workshop facilities should be periodically reviewed by undertaking quality assurance checks. If you decide to use a contractor, you are still responsible for the condition of vehicles that are inspected and/or maintained for you by your agents or contractors. Care must be taken to ensure that the facilities used by the contractor are adequate. This includes any work carried out by subcontractors. Facilities must be a safe working environment and should include: - Undercover accommodation for the largest vehicle in the fleet - Tools and equipment appropriate to the size and nature of the fleet - An adequate under-vehicle inspection facility - Adequate lighting - Access to brake test equipment - Brake temperature sensing device - Tread depth gauge - Tyre pressure gauge - Access to on-board diagnostic equipment - Access to emissions testing equipment - Access to steam or pressure under-vehicle washing facilities. If an operator does not keep vehicles in a safe and roadworthy condition with the facilities provided, the Traffic Commissioner may take regulatory action. Make sure that the contractors’ staff are competent. This can be done by obtaining evidence of technical training, qualifications, and continuous professional development (CPD). You should also establish that the contractor uses proper technical data and inspection manuals and has suitable systems to record safety inspections and repairs. ## See Autocheck in action A live walkthrough of how inspections, defect reporting and compliance record-keeping work together. Book a demo --- # The DVSA Guide to Maintaining Roadworthiness URL: https://auto-check.uk/dvsa-guide-to-maintaining-roadworthiness-15-month-rule/ ←Back to blog # The DVSA Guide to Maintaining Roadworthiness 15-Month Rule 06 Jan 2026 ## The DVSA Guide to Maintaining Roadworthiness 15-Month Rule #### What To Keep, Where To Keep It, and How To Find It FastTheDVSA Guide to Maintaining Roadworthiness15-month rule applies to defect reports, inspections, and repair records. Records of safety inspections, brake performance evidence, drivers’ defect reports, and rectification work must be retained for at least fifteen months.‘Driver walk-around checks, safety inspections, first-use inspections, and intermediate safety checks must be documented using either manual paper systems, electronic systems, or a hybrid of both, as long as the records are complete and accessible.’ –Autocheck: Fleet Compliance in the UK – Record Keeping ## What To Keep: Mandatory Records - Your records of safety inspections must be kept for at least fifteen months for all vehicles. This includes vehicles that have been removed from your operator licence or have been sold or otherwise disposed of. - A signed printout of your brake performance tests from either an RBT, plate tester or decelerometer should be attached to the safety inspection record. - Drivers’ defect reports used to record any faults, and any nil-defect reports must be kept for at least fifteen months. - Any report listing defects is part of the vehicle’s maintenance record and must be kept, together with details of any assessment, the rectification work and repairer, and roadworthiness declarations. - Maintenance contracts and workshop competence notes, where outsourced, should also be available promptly and kept for at least fifteen months. Electronic records are acceptable, if they meet the DVSA’s security and audit requirements, and hold the essential information that can be made available for examination. You can learn more aboutrecord keeping and retentionon our website. ### Recommended ExtrasIt is recommended that any of your MOT certificates which ensure roadworthiness, calibration logs which document repair or calibration activities carried out, and records of driver training which ensure competence, are also kept for fifteen months. ## Where To Keep It: Storage SystemsAs operators, you must ensure that records are complete and available. If you hire, lease, or borrow a vehicle, you are responsible for its roadworthiness and must have available copies of any inspections that have been carried out while the vehicle is in your possession. These records must be documented using either manual systems or electronic systems or a hybrid of both. The right digital solution, for electronic records, can add benefits to your maintenance system by providing ease of access to all relevant data in one place, including safety inspections, brake performance tests, drivers’ defect reports, rectification work, maintenance contracts, competence notes, MOT certificates, calibration logs, and driver training records. These records can be indexed by the vehicle identification number and the relevant ISO week. ## How To Find It Fast: Retrieval StandardsAn electronic system like Autocheck makes it easier for you to retrieve records and present them within minutes at DVSA roadside checks or audits. On request, you may need to present a maintenance planner showing past and upcoming safety inspections. You can use an electronic scheduling system to effectively plan maintenance activities for the fleet, which will prove that your safety inspections have been planned in advance. Alternatively, you may need to present maintenance contracts or workshop competence notes where tasks have been outsourced. It is essential to have a written contract that sets out precise details of vehicles covered, inspection frequency, type of check, and repair policy, all of which must be kept on the operator’s maintenance file and produced on request. You can read further intoaudit readinesson our website. ### Conclusion Autocheckallows operators to store important documents against each vehicle or trailer, and ensures everything is securely backed up, searchable, and accessible whenever you need it. With Autocheck, your electronic records can be viewed, exported, or audited at any time, and you can download, print, or securely email any report instantly, whether for internal use or to present at a roadside check or share with an auditor. We also provide users with unlimited templates, such as ourRecords Retention Checklistwhich is available to download.Book a Demo ## See Autocheck in action A live walkthrough of how inspections, defect reporting and compliance record-keeping work together. Book a demo --- # Are Digital Records Acceptable to DVSA? URL: https://auto-check.uk/are-digital-records-acceptable-to-dvsa/ ←Back to blog # Are Digital Records Acceptable to DVSA? 02 Dec 2025 ## Are Digital Records Acceptable to DVSA? Yes –if you do these seven things. ‘Electronic records are acceptable, provided that they contain the essential information that can be made available for examination. –DVSA Guide to Maintaining Roadworthiness ## What Are The Seven Must-Haves?Driver walk-around checks, safety inspections, first-use inspections, and intermediate safety checks must be recorded manually or digitally, or a mixture of both. If you choose to record digitally, the electronic records must: - Be tamper-proof, so, for example, your records cannot be changed at a later date. - Have time and date stamped entries to make sure that your system is secure and your data is reliable. - Have secure authentication or a suitable method of digital driver signature, as it must be clear what has been checked and by whom. - Have a clear, complete end-to-end audit trail. - Be printable and therefore capable of producing hard copy information if requested. - Have a data back-up and disaster recovery system for regular data back-up. - Be accessible for sufficient delegated people for management, continuity, and enforcement purposes, for instance, in case of staff absence. ## Why Do These Matter?As the operator, it is your responsibility to ensure that any computerised system you use meets at least the minimum required standards of a manual system and the additional features specific to an electronic system. If your electronic records do not meet DVSA requirements, it can lead to failed audits which may be investigated further. When a vehicle examiner visitedDolphin Autos Ltd,it was noted that some inspection records were not signed off. A warning was issued to the operator, and an independent compliance audit was undertaken which found several unsatisfactory areas within maintenance systems, records, and driver defect reporting. When further investigated, it was found that preventative maintenance inspection records were incomplete, and audits were stated as being carried out but no documentary evidence could be produced. A condition was imposed, curtailing the operator’s licence by six vehicles. ## Paper vs DigitalIf you use an electronic vehicle maintenance system rather than a manual system, it can provide ease of access and effective management of all the required information including safety inspections, inspection reports, unplanned maintenance and maintenance scheduling, driver defect reporting, and fleet management. All of this can be found in one place, digitally, which takes up less space than paper records. Electronic records can be retrieved quickly, and your systems can be linked to those run by maintenance providers. This can provide shared data on maintenance history, scheduled repairs, and invoicing, and give you the ability to create maintenance schedules which are both planned and dynamic. Using a digital system allows you to create automated processes that can help to organise and manage an efficient and well-planned system. This also makes records clearer and easier to understand. ### ConclusionAutocheck puts everything you need in one easy-to-use system. We provide you with unlimited templates, including ourDigital Compliance Checklistwhich is available to download. We ensure yourelectronic recordsare acceptable by recording every inspection, task, and repair in a secure, tamper-proof format. Our system logs all interactions with time and date stamps, and each inspection, update, or sign-off is linked to a named user, creating a transparent record of who did what and when. Autocheck maintains a full digital trail from the initial inspection through to defect rectification and final approval. Every stage can be viewed, exported, or audited at any time, and users can download, print, or securely email any report instantly, whether for internal use or to share with a customer or auditor. Autocheck is a UK hosted platform with 99.9% uptime and frequent backups, ensuring that everything is securely backed up, searchable, and accessible whenever you need it. This meets DVSA standards for record-keeping and is adigital tool for complianceaccepted by the DVSA. ## See Autocheck in action A live walkthrough of how inspections, defect reporting and compliance record-keeping work together. Book a demo --- # Traction-Only Work: What Are Your URL: https://auto-check.uk/traction-only-work-what-are-your-responsibilities-for-third-party-trailers/ ←Back to blog # Traction-Only Work: What Are Your Responsibilities for Third-Party Trailers? 25 Nov 2025 ## Traction-Only Work: What Are Your Responsibilities for Third-Party Trailers?Traction-only work can be done for customers who want to use their own trailers for branding and loading purposes but do not want to operate vehicles to tow them. As a traction-only operator, you maintain responsibilities for third-party trailers. You are required by law to have an authorisation for trailers as part of your operator’s licence. You are also responsible for carrying out walk-around checks and recording any defects and how they were repaired before use. ## What Are Your Legal Duties?As an operator, it is your responsibility to ensure that the vehicles you use, including third-party trailers, are roadworthy. It is an offence for you to use an unroadworthy vehicle on the road. Whether the vehicle belongs to you or is in your possession under an agreement for hire, hire purchase, loan, or lease, as the user of a towing vehicle it is your responsibility for the roadworthiness of the trailer even if it does not belong to you. Traffic commissioners require that all vehicles be kept in a fit and serviceable condition when operated under an operator’s licence. ### DVSA Roadside ChecksAtroadside checks, DVSA officers might check that your vehicles are in a fit and serviceable condition by: ·      Checking authorised load weights and type of load permitted ·      Checking vehicles for roadworthiness and mechanical faults ·      Looking at your tachograph records ·      Making sure you have a valid vocational driving licence ## What Should You Inspect at Hook-Up?You must complete a safety inspection report for each safety inspection for both vehicles and trailers. Inspections should include checks of: ·      Service and parking brake system condition and operation ·      Lights and reflectors ·      Type, size, and condition of tyres ·      Airlines ·      Trailer coupling condition and operation ·      Load restraint ## What Documentation Should You Request or View?The trailer owner is normally responsible for the routine maintenance of the trailer, including the safety inspection. They are also responsible for providing the required documents to the trailer user. As a traction operator, you should be provided with the last safety inspection report (ideally within thirteen weeks), evidence of brake test history (such as the EBPMS report), and the vehicle identification number (VIN) and plate details. A safety inspection is a periodic inspection that is carried out at pre-set intervals in line with what an operator has declared on the vehicle operator licensing service (VOL). The scope of the inspection should at least include all the items covered by the statutory annual test and employ the methods of assessment that are prescribed in the respective inspection manual. There is an expectation that every safety inspection will include a brake performance assessment. Brake performance can be monitored and assessed using EBPMS. Using this system means brake performance is continually monitored and compared against the statutory requirements for the type of vehicle or trailer fitted with EBPMS. To ensure that vehicles comply with legislation relating to exhaust emission requirements, they should be kept in line with manufacturers’ recommendations. Information on the levels of permitted exhaust smoke should be detailed on the manufacturer’s VIN plate or engine number plate. ## How Should You Record the Check?It is essential for operators who lease, hire, or borrow vehicles to conduct a first-use inspection to satisfy yourself that the equipment you have acquired is in a roadworthy condition, especially where vehicles and trailers have been off the road for some time. The scope of the inspection should at least include all those items that are inspected at annual test. In this case, you should enter ‘first-use’ on your own system. A first-use inspection is not always needed, for instance, where sufficient evidence is provided to show that the equipment has been subject to a safety inspection. With some types of vehicles and operation, it may be necessary for you to check some components more often than at full safety inspections. For example, to check components following repair work. Any additional intermediate safety checks you carry out should be documented and kept on the maintenance file. In this case, you should enter ‘intermediate’ on your own system to make it clear these are an intermediate safety check and not a full safety inspection. As explained in our guidance onrecord keeping, records of safety inspections, whether undertaken by operators or contracted out, must be kept for at least fifteen months for all vehicles. This includes vehicles that have been removed from the operator licence or have been sold or otherwise disposed of. ## How Should You Handle Mixed PMI Frequencies?To handle mixed PMI frequencies between your vehicles and third-party trailers if they are not on the same safety inspection frequency, as a default position the inspection frequency should not exceed thirteen weeks. The VOL should identify a mixed safety inspection frequency for trailers, and as the operator you must make sure that the trailer is safe to use and inspected on the agreed frequency. ### ConclusionYou can learn more aboutfirst-use and intermediate checkson our website and download ourTrailer Due-Diligence Checklisthere. ## See Autocheck in action A live walkthrough of how inspections, defect reporting and compliance record-keeping work together. Book a demo --- # PMI Scheduling: How to Pick the Right Interval URL: https://auto-check.uk/pmi-scheduling-how-to-pick-the-right-interval-without-guesswork/ ←Back to blog # PMI Scheduling: How to Pick the Right Interval Without Guesswork 18 Nov 2025 ## PMI Scheduling: How to Pick the Right Interval Without GuessworkApreventative maintenance inspection(PMI) is a type of safety inspection that is carried out at pre-set intervals in line with what an operator has declared on thevehicle operator licensing service(VOL). The VOL records a time-based frequency for both vehicles and trailers. Operators must ensure that safety inspections are carried out at the stated frequency as it is recorded on the VOL, and any changes intended to be made by licensed operators must be updated. ## DVSA Guidance by Duty TypeAn inspection frequency would normally range between four to thirteen weeks. The DVSA recommends ten to thirteen weeks for lightly loaded vehicles, six to ten weeks for general haulage, four to six weeks for arduous work, and four weeks for off-road vehicles. Operating Conditions Frequency Lightly loaded vehicles – easy operating conditions 10-13 weeks General haulage – trunking 6-10 weeks Arduous work – constant heavy loads 4-6 weeks Off road – difficult conditions 4 weeks Vehicle/trailer 12 years or older 6 weeks Safety inspections should, where practical, be programmed to follow a time-based pattern like above. For example, a 2016 trailer used on quarry work would require a six week PMI. ## Factors to WeighThe frequency at which inspections are undertaken should be decided by assessing the level of mechanical deterioration likely to be incurred over a period due to the age of the vehicle, the type of work undertaken, the mileage covered, the operating conditions, and the load type. Assessing these factors for each vehicle will, in most cases, enable a time-based programme of inspections to be formulated. Whatever the safety inspection interval is, its effectiveness in ensuring that the vehicle is safe for use on the road should be regularly monitored and proactively managed. ## Six-Weekly ExpectationOlder vehicles and trailers will need more frequent maintenance. As vehicles and trailers age, the average annual MOT failure rate increases, and they are more likely to experience in-service roadworthiness defects than newer vehicles. Therefore, guidance has reflected that older vehicles and trailers will need more frequent maintenance and has suggested a minimum safety inspection frequency of six weeks for vehicles and trailers aged twelve years and older. ## How to Use ISO Weeks to Prevent “Creep”Whichever safety inspection interval is chosen, the inspection frequency should not be extended without updating the VOL. The safety inspection should be carried up within the specified weekly or mileage-based time scale, and not beyond. To allow some flexibility in planning safety inspections, it is recommended that you use theInternational Organisation for Standardisation(ISO) week numbering system. Using this system ensures safety inspections are completed within the relevant ISO week it falls and prevents creep. ## When and How to Update VOL if Intervals ChangeThe VOL records a time-based frequency for both vehicles and trailers. However, mileage-based inspection programs may be more suitable for some operators, if routes and workloads vary, but this will need to be linked to time. If you change your intervals – for example, because you adopt a mileage-based frequency – it is required that you update the VOL, entering into the system the expected maximum equivalent time-frequency of thirteen weeks. Then, you should ensure the mixed frequency box is ticked on VOL to record that a varied inspection is being used. You should use this same process if a mixed time frequency is being used for different vehicles or trailers on the fleet, and you should keep evidence that roadworthiness has not suffered. It is sensible to monitor the effect of changing your inspection schedule on roadworthiness monthly. If an unacceptable increase in defects were seen, then a change back to the original schedule would be necessary. ### ConclusionYou should use a maintenance scheduling system, planner, or wall chart to identify inspection dates at least six months in advance. We have anISO-week PMI plannerwhich you can download here. On our website, you can also learn more aboutsafety inspection intervalsandhow to set the right PMI interval.You can stay in control with our intuitive job planner, giving you a real-time view of everything happening across your workshop in an easy-to-use calendar. You can set up recurring inspections like six-weekly PMIs, assign jobs, see technician availability, and track progress in real time. Learn more aboutjob schedulingwith Autocheck here. ## See Autocheck in action A live walkthrough of how inspections, defect reporting and compliance record-keeping work together. Book a demo --- # Driver Walk-around Checks: The 10 Faults DVSA URL: https://auto-check.uk/driver-walk-around-checks-vehicle-faults/ ←Back to blog # Driver Walk-around Checks: The 10 Faults DVSA Expects You to Catch 12 Nov 2025 ## Driver Walk-around Checks: The 10 Faults DVSA Expects You to CatchDriver walk-around checks are a legal requirement and a vital safeguard for public safety. The driver is always legally responsible for the condition of the vehicle while in use and the walk-around check ensures vehicles are safe, roadworthy, and fit for purpose. Conducting a daily walk-around check to prevent avoidable accidents and injuries, avoid roadside prohibitions, minimise downtime, protect the public, and show compliance, is an important aspect of a driver’s role. A minimum of one walk-around check must be conducted every day or at least once in a twenty-four-hour period that the vehicle is being used. Some vehicles may require multiple checks during the twenty-four-hour period. When more than one driver uses the vehicle during the day’s operations, the driver taking charge of the vehicle needs to make sure it is roadworthy and safe to drive by carrying out their own walk-around check. Drivers share the responsibility for the vehicle’s roadworthiness with the operator. They can be fined or prosecuted for roadworthiness offences found on vehicles if they are thought to be responsible. Traffic commissioners can take action against a driver who does not complete a sufficient walk-around check. This could lead to a driver conduct hearing, which may result in the loss of the vocational driving licence. ## The 10 Most Common Defects DVSA Inspectors FindA well-maintained vehicle is less likely to suffer mechanical failure, reducing the risk of collisions caused by defective brakes, tyres, steering, or lighting systems. A vehicle not subject to daily walk-around checks is at risk of having one or more of the following defects: ### Lamps and IndicatorsYou must check that all lights and indicators work correctly; all lenses are fitted, clean, and the right colour; and marker lights are fitted and working. ### Brake LightsYou must ensure that stop lamps come on when you apply the service brake and go out when you release it. ### Tyre Condition and InflationYou should check that the tyres and wheels are secure; the tyres have a tread depth of at least 1mm; the tyres are inflated correctly; there are no deep cuts in the tyre’s sidewall; there is no cord visible anywhere on the tyre; and there are no objects or debris trapped between the twin wheels. ### Wheel NutsYou must check that all wheel nuts are tight enough. You can check if wheel nut indicators have moved to do this. ### Mirrors and WindscreenYou must ensure that the windscreen is not cracked, scratched, or discoloured. Check that all mirrors are in place and not damaged or missing glass, obscured, or insecure. ### FluidYou should check that the fuel filler cap is fitted correctly. Turn on the engine and check underneath the vehicle for any oil, fuel, or coolant leaks. ### Windscreen Wipers and Washer FluidYou must make sure the windscreen wipers work, and check that they are not missing, damaged, or worn. Make sure the windscreen washer is working. ### Bodywork, Doors, and StepsYou must check that cab mountings and tilt devices are secure; body panels are secure and not likely to fall off; all doors work as needed and are secure when closed; and steps are secure and safe to use. ### Number Plates and ReflectorsYou should check that the number plate is not broken, incomplete, incorrect, spaced incorrectly, dirty, faded, or covered over by anything. Check that the reflectors (including side reflectors) are not missing, broken, insecure, fitted incorrectly, the wrong colour, or obscured by dirt or other objects. ### Trailer Coupling, Airlines, and Electrical ConnectionsYou must check that couplings are free from debris and are in the right place; there are no leaks; there is no damage or wear to the brake lines; and the parking brake for the trailer works. After the first brake test, leave the engine running so pressure can build up. This will make it easier to hear any leaks as you carry out the rest of the walk-around check. Check each connection and make sure that; all visible wiring is insulated and not likely to get caught or damaged; all electrical trailer couplings are connected securely; and all electrical switches work correctly. Check that your vehicle is securely attached to your trailer and that the trailer is found correctly in the fifth wheel or coupling, and secondary locking devices are in the correct position. ADVSA traffic investigationwas carried out on an operator in February 2024, where the examiner found vehicles that had driver-reportable defects, several of which were presented with dangerous defects such as loose wheel nuts and tyre defects. The issues raised by this investigation were found to be the responsibility of the transport managers, one of which was disqualified from acting as a transport manager for a period of one year and until he sat and passed again the transport manager certificate of professional competence. ## How to Record and Report DefectsYou must record and report all defects, or symptoms of defects, that could prevent the safe operation of the vehicle, that you find during the daily walk-around check or become aware of during your journey, as part of the vehicle’s maintenance system. To conduct a daily walk-around check, it is common practice to use a composite form that includes a list of the items that are checked each day. Where practical, the system should incorporate ‘nil’ reporting when each driver makes out a report sheet or confirms by another means that a daily check has been carried out, and no defects have been found. This is good practice as it is a useful means of checking that drivers are carrying out their duties, and these forms can be used for audit purposes. It is recommended that ‘nil’ defect reports are kept for at least three months. To report defects, you should record the vehicle registration or identification mark, the date, details of the defects or symptoms, your assessment of the defects, your name, and who you have reported the defect to. The report must include how defects were rectified before the vehicle is used and must be kept available for fifteen months along with any assessment, the rectification work, and repairer. ## Defect-to-Rectification TrailAny defects found during the daily walk-around check, while the vehicle is in use or on its return to base, must be the subject of a written report by the driver or some other person responsible for recording defects. All drivers’ defect reports must be logged with a responsible person with sufficient authority to ensure that the appropriate job is raised. This might include taking the vehicle out of service. Operators should ensure that adequate maintenance resources are available to confirm the rectification of the reported defects before the vehicle is used. ## ConclusionOurDriver Defect Appmakes daily walk-around checks and driver defect reporting quick, easy, and compliant. Drivers can complete inspections from their mobile app, with time-stamped records, photo uploads, and instant roadworthiness confirmation. Any defects are flagged immediately and sent to the workshop for action, keeping repairs on track. Every check is stored securely against the vehicle for a complete audit trail. You can learn more aboutdaily walk-around checkson our website or download awalk-around checklisthere. ## See Autocheck in action A live walkthrough of how inspections, defect reporting and compliance record-keeping work together. Book a demo --- # Fleet Compliance in the UK: URL: https://auto-check.uk/fleet-compliance-uk-dvsa-maintaining-roadworthiness-guide-2025/ ←Back to blog # Fleet Compliance in the UK: 10 Nov 2025 ## ## The Complete Guide to DVSA Roadworthiness The DVSA Guide to Maintaining Roadworthiness was produced to explain the responsibilities and systems involved in keeping vehicles in a roadworthy condition, regardless of operating conditions, fleet size, or vehicle type. The purpose of this guide - updated for DVSA’s April 2025 guidance - is to help transport managers, operators, workshop leads, drivers, and all those who are responsible for operating, maintaining, or providing commercial goods and passenger carrying vehicles, to understand exactly what DVSA expects, how to plan inspections, and how to prove compliance at short notice. It also shows where digital tools make this simpler, serves as a reminder that operators stay responsible for legal compliance, and summarises official sources and good practice. ## DVSA Roadworthiness Requirements ### Daily Walk-Around Checks A driver, or appointed responsible person, must conduct a walk-around check of a vehicle prior to using it on the public highway. A minimum of one walk-around check must be carried out every day, or at least once in every twenty-four-hour period that the vehicle is in service. There must be a system of reporting and recording defects that may affect the roadworthiness of the vehicle. This must include how they were rectified before the vehicle is used. These reports and records must be kept. ### Safety Inspection Intervals An inspection frequency would normally range between four to thirteen weeks. The DVSA recommends ten to thirteen weeks for lightly loaded vehicles, six to ten weeks for general haulage, four to six weeks for arduous work, and four weeks for off-road vehicles. Safety inspections should, where practical, be programmed to follow a time-based pattern like above. The frequency at which inspections aer undertaken should be decided by assessing the level of mechanical deterioration likely to be incurred over a period as a result of the vehicle’s duty cycle, mileage, age, and usage. Older vehicles and trailers will need more frequent maintenance. A minimum safety inspection frequency of six weeks is needed for vehicles and trailers aged twelve years and older, unless operations clearly justify longer. ### Record KeepingRecords must be kept for at least fifteen months. This includes: - Records of safety inspections for all vehicles, including vehicles that have been removed from the operator licence or have been sold or otherwise disposed of - Drivers’ defect reports used to record any faults and rectification work, including nil returns if you use them - Brake performance evidence Driver walk-around checks, safety inspections, first-use inspections, and intermediate safety checks must be documented using either manual paper systems, electronic systems, or a hybrid of both, as long as the records are complete and accessible. Photo placeholder paperwork, fleet complinace ### Service vs Safety Inspections A safety inspection is a periodic inspection that is carried out at pre-set intervals in line with what an operator has declared on the vehicle operator licensing service and checks roadworthiness to at least MOT standard. An inspection should not be confused with a service, which contains items requiring routine maintenance, usually determined in scope and frequency by the vehicle’s usage and the recommendations of the vehicle’s manufacturer. This is maintenance per manufacturer, and not the same thing as a safety inspection. ### First-Use and Intermediate Checks Before putting any newly acquired vehicle on the road, operators must conduct a first-use inspection to satisfy themselves that it is in a roadworthy condition. With some types of vehicles and operation, it may be necessary to check some components more often than at full safety inspections, such as where duty is harsh. Any additional intermediate safety checks carried out should be documented and kept on the maintenance file. It should be clear on the documentation that these are an intermediate safety check and not a full safety inspection. ### Electronic Records Electronic records are acceptable, provided that: - They are tamper-proof and capable of producing hard copy information if needed - They are time-stamped, and include secure signatures - They show a clear audit trail from inspection to sign-off after repair. It is important that it includes a declaration that the vehicle is fit for service or whether repairs are needed ## ## Why Fleet Compliance Matters The Traffic Commissioners for Great Britain are an independent tribunal with a mission to promote safe, fair, efficient, and reliable passenger and goods transport through effective licensing and regulation of the commercial vehicle industries. The DVSA and Traffic Commissioners require - under the Goods Vehicles (Licensing of Operators) Act 1995 and the Public Passenger Vehicles Act 1981 - for vehicles to be kept in a fit and serviceable condition through adequate facilities and satisfactory arrangements. Failure to comply can lead to prohibitions, public inquiries, curtailment, or loss of vocational driving licence or operator’s licence. What non-compliance looks like: - Missed or extended preventative maintenance inspections (PMI’s) beyond the stated interval: operational needs must not override safety considerations. - Insufficient evidence of brake performance over time: it is essential that the system provides braking performance evidence where this is to be used for the safety inspection braking performance report. - Weak defect reporting and poor rectification records: a robust driver defect reporting system details the initial walk-around check and any defects or ‘nil’ defects reported during the day for the various drivers of that vehicle. Reports must be recorded, and provision should be made to record details of any rectification work done. - Paper records are incomplete, damaged, or missing: the result is often prohibitions, a negative impact on Operator Compliance Risk Score (OCRS), and audit exposure. ## ## DVSA Guide to Maintaining Roadworthiness Requirements ### Daily walk-around checks A driver, or appointed responsible person, must conduct a walk-around check of a vehicle prior to using it on the public highway. A minimum of one walk-around check must be carried out every day, or at least once in every twenty-four-hour period that the vehicle is in service. The walk-around check should cover the whole vehicle or combination and include all interior and exterior items that can be safely assessed without the use of a workshop and are visible without dismantling the vehicle. Drivers should be aware that reporting defects promptly is a critical element of an effective vehicle roadworthiness system. Any defects, or symptoms of defects, that could prevent the safe operation of the vehicle, found during the walk-around check, while the vehicle is in use, or on its return to base, must be the subject of a written report by the driver or some other person responsible for recording defects. There must be a system of reporting and recording defects that may affect the roadworthiness of the vehicle, which forms part of the vehicle’s maintenance record which must be kept for at least fifteen months, together with details of any assessment, the rectification work, and repairer. It is good practice to complete and keep ‘nil’ defect reports as they are a useful means of checking that drivers are carrying out their duties and these forms can be used for audit purposes. A ‘nil’ defect reporting system proves a check has been conducted and is a positive report that the vehicle is free from defects. It is recommended that ‘nil’ defect reports are kept for at least three months. ### Regular safety inspections Safety inspections should, where practical, follow a time-based pattern. The frequency at which inspections are undertaken should be decided by assessing the level of mechanical deterioration likely to be incurred over a period because of the vehicle’s usage. An inspection frequency would normally range between four to thirteen weeks. For example, ten to thirteen weeks for lightly loaded vehicles, six to ten weeks for general haulage, four to six weeks for arduous work, four weeks for off-road vehicles, and six weeks for vehicles or trailers that are twelve years old or older. The DVSA produces annual test inspection manuals, which give details of inspection methods and pass/fail criteria. The standards for the annual test are the minimum legal standards and should be used as guidance for the safety inspection, which should meet or exceed the standard. A safety inspection report must be completed for each safety inspection for both vehicles and trailers. Each report should show the; name and signature of inspector, location of the inspection, items to be inspected and the condition of each item inspected, details of any defects found, details of any remedial, rectification or repair work and who carried it out, and a signed statement declaring that all safety defects have been repaired satisfactorily and the vehicle is now in a safe and roadworthy condition. Safety inspection reports produced following an inspection not only provide the operator with the means to determine individual vehicle roadworthiness, but also the overall effectiveness of their maintenance systems that then allows them to find areas for review. ### First-use and intermediate checks Prior to using a newly acquired vehicle on the public highway, operators must conduct a first-use inspection to satisfy themselves that the equipment is in a roadworthy condition. In some instances, a first-use inspection is not needed where robust evidence is provided to show that the equipment has been subject to an equivalent safety inspection. With some types of vehicles and operation, it may be necessary to check some components more often than at full safety inspections. It is sometimes necessary to check high-wear items where operations are harsh, or components that were recently repaired. Any intermediate safety checks carried out should be documented and kept on the maintenance file. It should be clear on the documentation these are intermediate safety checks and not full safety inspections. ### Record keeping and retention Records of defect reports, safety inspections, and repair records, must be kept for at least fifteen months for all vehicles. This includes vehicles that have been removed from the operator licence or have been sold or otherwise disposed of. Electronic records are acceptable, if they meet the DVSA’s security and audit requirements, and contain the essential information that can be made available for examination. ### Service vs Safety Inspection A safety inspection is a periodic inspection that is carried out at pre-set intervals in line with what an operator has declared on the vehicle operator licensing service, which confirms roadworthiness and mirrors MOT scope. An inspection should not be confused with a service, which contains items requiring routine maintenance, usually determined in scope and frequency by the vehicle’s usage and the recommendations of the vehicle’s manufacturer to preserve reliability and economy. This is maintenance per manufacturer, and not the same thing as a safety inspection. You need both safety inspections and services, and the safety inspection cadence must be maintained even if service intervals differ. ### How to set the right PMI interval DVSA’s guidance suggests that an inspection frequency would normally range between four to thirteen weeks. This will depend on factors such as the; age and type of vehicle operated, distance and speeds at which it travels and the journey times, type and range of operations on which it is likely to be engaged, type of terrain and nature of the environment in which it operates or is likely to operate, nature of its load, and the equipment and fittings it carries or supports. Assessing these factors for each vehicle will, in most cases, enable a time-based programme of inspections to be formulated. It is encouraged to monitor outcomes of inspections and adjust intervals if the level of defects rise. Older vehicles and trailers will need more frequent maintenance, so a minimum safety inspection frequency of six weeks is needed for vehicles and trailers aged twelve years or older. However, depending on usage, the frequency may be extended. Working examples from DVSA Operating conditions Typical frequency Lightly loaded, easy duty 10–13 weeks General haulage, trunking 6–10 weeks Arduous duty, constant heavy loads 4–6 weeks Off-road or very harsh conditions 4 weeks Vehicle or trailer 12 years+ 6 weeks minimum Mileage-based inspection programs may be more suitable for some operators, if routes and workloads vary, but will need to be linked to time. If you change your inspection schedule, it is required to update the vehicle operator license, entering into the system the expected maximum equivalent time-frequency of thirteen weeks and ensuring the mixed frequency box is ticked to record that a varied inspection frequency is being used. It is also sensible to continue to monitor outcomes monthly. A maintenance scheduling system, planner, or wall chart should be used to identify inspection dates at least six months in advance. To allow some flexibility in planning safety inspections, it is recommended that the International Organisation for Standardisation (ISO) week numbering system is used. With this system, the safety inspection should be completed within the relevant ISO week it falls. ### Brake Performance To follow best practice and follow legislation, there is an expectation that every safety inspection will include a brake performance assessment using either a roller brake test (RBT), a suitable electronic braking performance monitoring system (EBPMS), or a decelerometer with temperature readings. Operators must satisfy themselves that the methods used to assess brake performance are sufficient to meet the requirements of Regulation 18 of the Road Vehicles (Construction and Use) Regulations 1986. #### Roller Brake Test Conducting a laden brake test using a calibrated roller brake tester is the most effective method of measuring individual and overall braking performances. A plate brake testing device may also be suitable depending upon the design of the equipment. Vehicles can be presented for roller brake testing up to fourteen days before the safety inspection date. This allows the operator the flexibility to conduct a laden brake test during normal operational activities without the need to specially load it. In these circumstances, the RBT report needs to be provided to the person conducting the safety inspection. A copy of the RBT report generated must be kept on the vehicle’s maintenance file. #### Electronic Braking Performance Monitoring System If using EBPMS to monitor brake performance, there must be an evaluation of the performance report before every safety inspection by a competent person who can interpret the data. The evaluation must be signed, dated, and attached to the vehicle record together with the performance data report. The evaluation and data report may be a single document. At present, EBPMS is only available for use on trailers. Trailers fitted with EBPMS would only require a laden brake test if there was insufficient data to produce a report to confirm the correct operation of the system or where work has been carried out on the braking system that may have affected braking performance. Where EBPMS is not used, it is expected there will be a minimum of four laden brake tests spread evenly across the year. This can include the annual test. #### Decelerometer It is acceptable to use an approved and calibrated decelerometer to measure overall brake performance values for vehicles without trailers or for vehicles that cannot be tested on an RBT. A decelerometer will measure the overall brake performance but it may not identify individual braking issues. Decelerometer cannot be used for testing trailer brake performance. A decelerometer with temperature readings would be an acceptable means of a performance assessment, where this is done unladen, then refer to acceptable reasons for not carrying out a laden brake assessment. A temperature check needs to be carried out before and after the decelerometer test to help identify if individual brakes are operational. Final brake temperature readings need to be significantly higher than the first readings to accurately assess the brake performance, with consistent readings taken for each brake across an axle. Where satisfactory results cannot be achieved, another method to assess the brake performance needs to be used. Where a satisfactory EBPMS evaluation report is not available or a laden roller brake test is not carried out with the safety inspection, a risk assessment must be completed by a competent person who understands braking systems and components. However, there is an expectation that every attempt must be made to conduct a laden roller brake test. A signed printout of the brake performance test from either the RBT, EBPMS, or decelerometer should be attached to the related safety inspection record to keep the audit chain intact. If the brake test equipment cannot produce a printout, the test results must be recorded by the inspector on the safety inspection report. ## Digital Tools for Compliance Electronic systems accepted by the DVSA must: - Be tamper-proof (for example, records cannot be changed later) - Have a clear end-to-end audit trail - Be capable of producing hard copy information if needed - Have a data back-up and disaster recovery system Include date and time stamping - Be accessible for sufficient delegated people to maintain effective management control in case of staff absence - Have digital authentication to support driver signatures and secure logins This applies to driver daily checks, in-service defects, PMIs, brake results, and planners. ### Case Example: Preventing a Public Inquiry with Better Systems Imagine the scenario: a mixed fleet of HGV’s and trailers runs on eight-weekly PMIs. Several of the scheduled inspections slip to week ten. Drivers send photos of vehicle defects by text, which are not linked to jobs. Brake test receipts sit in a drawer instead of being kept with other vehicle records. A roadside check finds a dangerous brake defect on a vehicle, and the operator is issued with a prohibition. A call to public inquiry follows. What can change: - PMIs can be re-planned on ISO weeks with six-month visibility. - Walk-around checks can be moved to a digital template with secure signature and nil returns. - Defects can flow to jobs automatically, with timestamps, technician notes, and close-out. - Brake test results can be stored against the correct asset and inspection. - Outcome: the operator attends with clean audit packs and evidence of a functioning system that aligns with DVSA expectations and supports the case before the Traffic Commissioner. ## Free Templates and Resources Use these to standardise inspections and improve evidence quality: - DVSA Safety Inspection Record Examples: A safety inspection report must be completed for each safety inspection for both vehicles and trailers. If the safety inspection report is to be stored electronically, then the paper version does not need to be kept. This does not rule out the use of electronic devices in place of paper safety inspection reports. - Heavy Goods Vehicle (HGV) Safety Inspection Record example - Public Service Vehicle (PSV) Safety Inspection Record example - Light Goods Vehicle (LGV) Safety Inspection Record example - Small Trailer Safety Inspection Record example - PMI Planner: To allow some flexibility in planning safety inspections, it is recommended that the International Organisation for Standardisation (ISO) week numbering system is used. With this system, the safety inspection should be completed within the relevant ISO week it falls. - Maintenance Planner example - Driver Walk-around Checklist: Walk-around checks should cover the whole vehicle or combination and include all interior and exterior items that can be safely assessed without the use of a workshop. Where trailers are changed on multiple occasions, a check should be made on each trailer being used. - HGV Walk-around Check diagram PSV Walk-around Check diagram - Defect to Rectification Log: To prevent vehicles being used in an unroadworthy condition, there must be a robust system or process in place to ensure defects found during the walk-around check or developed during use are recorded and rectified. - HGV Walk-around Check Defect Report Form example - PSV Walk-around Check Defect Report Form example - Brake Evidence Cover Sheet: To follow best practice and comply with legislation, there is an expectation that every safety inspection will include a brake performance assessment using either a roller brake test (RBT), a suitable electronic braking performance monitoring system (EBPMS), or a decelerometer with temperature readings. A signed printout of the brake performance test from either the RBT, plate tester or decelerometer should be attached to the safety inspection record. ## Audit Readiness: What to show on request: - Maintenance planner showing past and upcoming PMIs: Safety inspections should be planned in advance. An electronic scheduling system can be used to effectively plan maintenance activities for the fleet. Or a simple method of drawing up a programme is to use a year planner or flow chart. - Complete safety inspections with signatures and declarations: A safety inspection report must be completed for each safety inspection for both vehicles and trailers. Each report should have a named, signed, and dated statement declaring that all safety defects have been repaired satisfactorily and the vehicle is now in a safe and roadworthy condition. - Driver defect reports including nil returns, plus rectification proof: Any defects found during the daily walk-around check, while the vehicle is in use, or on its return to base, must be the subject of a written report by the driver or some other person responsible for recording defects. The details recorded should include rectification work and the date rectification work was completed. It is also common practice to use a composite form that includes a list of the items checked each day. Where practicable, the system should incorporate ‘nil’ reporting when each driver makes out a report sheet. - Brake performance records attached to inspections: To follow best practice and comply with legislation, there is an expectation that every safety inspection will include a brake performance assessment using either a roller brake test (RBT), a suitable electronic braking performance monitoring system (EBPMS), or a decelerometer with temperature readings. A signed printout of the brake performance test from either the RBT, plate tester, or decelerometer should be attached to the safety inspection record. If the brake test equipment cannot produce a printout, the test results must be recorded by the inspector on the safety inspection report. - If using RBT to monitor brake performance, the RBT report needs to be provided to the person conducting the safety inspection. A copy of the RBT report generated must be kept on the vehicle’s maintenance file. - If using EBPMS to watch brake performance, there must be an evaluation of the performance report before every safety inspection by a competent person who can interpret the data. The evaluation must be signed, dated, and attached to the vehicle record together with the performance data report. - Maintenance contracts and workshop competence notes where outsourced: It is essential to have a written contract that sets out precise details of vehicles covered, inspection frequency, type of check, and repair policy. Any subcontractors used should be detailed in the contract. The contract must be kept on the operator’s maintenance file and produced on request. You must also make sure the contracted maintenance provider details are up to date on the vehicle operator licensing service. - Evidence that unroadworthy vehicles are removed from service and signed back when fixed: There must be an internal system to ensure that unroadworthy vehicles are removed from service, with someone responsible for taking vehicles off the road. If you are the operator, you must ensure that someone within your organisation has the authority to decide whether a vehicle is fit for service at all times. That person must be able to decide whether a vehicle needs to be taken out of service and when it can be allowed back on the road after repairs. The transport manager stays legally responsible for vehicle roadworthiness, regardless of whether their activities are delegated. All of this should be available promptly and kept for at least 15 months. ## How Autocheck helps operators stay roadworthy ### Driver walk-around checks Conducting a daily walk-around check is a vital part of a driver’s core role. Drivers are also legally responsible for the condition of their vehicle when in use on the road, and must report any defects, or symptoms of defects, that could prevent the safe operation of the vehicle. Autocheck makes daily walk-around checks and driver defect reporting quick, easy, and fully compliant. In addition to daily walk-around checks, drivers must monitor the roadworthiness of their vehicle when being driven and be alert to any sign that the vehicle is developing a fault. With Autocheck, drivers can complete inspections or observations directly from their mobile or tablet, with time-stamped records, mandatory photo uploads, real-time defect reporting, and instant roadworthiness confirmation. Any defects found during the daily walk-around check, while the vehicle is in use, or on its return to base, must be the subject of a written report by the driver or some other person responsible for recording defects. On our Driver Defect App, any defects are flagged immediately and sent to the workshop for action, so issues can be reviewed, assigned, and rectified quickly, keeping repairs on track and vehicles safe, compliant, and ready for the road. Records of reported defects must be available for fifteen months, along with any record of repair. On our app, every action is logged and stored securely against the vehicle for a complete, easily accessible audit trail for inspections, compliance reviews, and internal checks. The process is simple, clear, and designed to keep your fleet safe, compliant, and on the road without delays. ### Inspections & PMI’s Safety inspections should, where practical, be programmed to follow a time-based pattern. The frequency at which inspections are undertaken should be decided by assessing the level of mechanical deterioration likely to be incurred over a period as a result of the vehicle’s usage. With Autocheck, you can create fully customisable inspection templates tailored to different vehicle types, set recurring schedules, and assign inspections to technicians with just a few clicks. Every completed inspection automatically generates a professional, branded job card; colour-coded for clarity and stored indefinitely for full compliance and audit readiness. A safety inspection report must be completed for each safety inspection for both vehicles and trailers. Autocheck keeps every inspection you complete securely stored, fully searchable, and ready to share whenever you need it. Whether you’re preparing for an audit, sending reports to customers, or simply reviewing a vehicle’s history, everything is at your fingertips, with no paperwork and no delays. Inspections automatically link to job records, keeping your maintenance history organised and complete. ### DVLA Integration Autocheck connects directly with the DVLA to automatically pull correct, real-time vehicle information like make, model, engine code, VIN, MOT dates, and tax status from official records, instead of manually entering vehicle and driver details. This helps you streamline compliance, cuts down on admin time, reduces manual entry errors, and keeps your records reliable and up to date. We also offer instant DVLA driver licence checks, helping you stay ahead of licence expirations, MOT renewals, and tax deadlines, verify endorsements, and ensure drivers are legally fit to drive. Licence checks carry a small cost per search but give you peace of mind and full compliance with operator requirements. Whether you’re managing a small fleet or hundreds of assets, Autocheck makes it easy to stay organised, reduce errors, and meet your compliance obligations effortlessly. Everything is stored securely, so your records are always clean, current, and ready for audits or roadside inspections. ### Audit Trail To make certain that your vehicle maintenance system is secure, you should consider an audit trail on both the part of the maintenance provider and the operator. Autocheck allows you to store important documents against each vehicle or trailer, such as V5 certifications, tax and insurance documents, service contracts, maintenance histories, and inspection reports. Everything is securely backed up, searchable, and accessible whenever you need it. Autocheck provides you with an audit trail that is tamper-resistant with time stamps, plus rapid exports for hearings. ### Flat-Fee Pricing Autocheck is built to grow with your business. Our flexible platform handles fleets of all shapes and sizes, without extra costs or complicated upgrades. - No limits on the number of vehicles, trailers, or users you can add, so cadence is not limited by seat licences - Segment and filter assets by type, depot, hire status, or custom tags - Maintain a clear, searchable history of inspections, defects, and repairs - Stay audit-ready with detailed version histories and digital records - Your data is safely stored, securely backed up, and accessible whenever you need it Autocheck gives you the freedom to scale your operations without worrying about system restrictions or hidden fees, making it the smart choice for growing fleets. ### Digital Inspection Templates Autocheck was built to make creating, managing, and completing inspections simple and flexible for any fleet. Whether you’re running weekly driver checks, scheduling six or eight-weekly PMI’s, or completing specialist inspections, Autocheck puts everything you need in one easy-to-use system. Autocheck provides you with unlimited templates – including digital inspection templates aligned to asset type – colour-coded reports, digital sign-off, and a full audit trail, all without extra fees. Autocheck is a UK hosted platform with 99.9% uptime and frequent backups. ## FAQs ### Are digital inspection records acceptable to DVSA? Yes, digital inspection records and other electronic records are acceptable to DVSA, provided that they contain the essential information that can be made available for examination, show a clear audit trail from inspection to sign-off after repair, and are tamper-proof, capable of producing hard copy information if required, and time-stamped. They must remain available for fifteen months. ### What’s the difference between a safety inspection and a service? A safety inspection is a periodic inspection that is carried out at pre-set intervals in line with what an operator has declared on the vehicle operator licensing service (VOL). The scope of the inspection should check roadworthiness to at least MOT standard. A safety inspection should not be confused with a service. A service contains items requiring routine maintenance, usually determined in scope and frequency by the vehicle’s usage and the recommendations of the vehicle’s manufacturer. You still need the safety inspection cadence even if service intervals differ. ### How often should I brake-test? You must be able to show brake performance over time. To follow best practice and comply with legislation, there is an expectation that every safety inspection will include a brake performance assessment using either a roller brake test (RBT), a suitable electronic braking performance monitoring system (EBPMS), or a decelerometer with temperature readings. Conducting a laden brake test using a calibrated roller brake tester is the most effective method of measuring individual and overall braking performances. At present, EBPMS is only available for use on trailers. Where EBPMS is not used, it is expected there will be a minimum of four laden brake tests spread evenly across the year, which can include the annual test. It is acceptable to use an approved and calibrated decelerometer to measure overall brake performance values for vehicles without trailers or for vehicles that cannot be tested on an RBT. A signed printout of the brake performance test from either the RBT, plate tester or decelerometer should be attached to the safety inspection record. If the brake test equipment cannot produce a printout, the test results must be recorded by the inspector on the safety inspection report. ### Can I change my PMI interval? Yes, but if you change your inspection schedule, it is sensible to monitor the effect on roadworthiness monthly. If an unacceptable increase in defects were seen, then a change back to the original schedule would be necessary. Update the vehicle operator licensing service (VOL) when you change the basis. VOL records a time-based frequency for both vehicles and trailers. Therefore, if a mileage-based frequency is adopted, the expected maximum equivalent time-frequency should be entered into the system. Then ensure the mixed frequency box is ticked on VOL to record that a varied inspection frequency is being used. This same process should be used if a mixed time frequency is being used for different vehicles or trailers on the fleet. Keep evidence that roadworthiness has not suffered and use the International Organisation for Standardisation (ISO) week numbering system, so safety inspections are completed within the relevant ISO week it falls and to prevent creep. ## See Autocheck in action A live walkthrough of how inspections, defect reporting and compliance record-keeping work together. Book a demo --- # Is Autocheck DVSA Compliant? URL: https://auto-check.uk/is-autocheck-dvsa-compliant/ ←Back to blog # Is Autocheck DVSA Compliant? 06 Oct 2025 ## ### Understanding What the DVSA Really Says About Maintenance Software When operators ask whether Autocheck is “DVSA approved”, they’re often looking for reassurance that using digital systems won’t put them at odds with compliance requirements. The good news is that not only does theDriver and Vehicle Standards Agency (DVSA)allow the use of digital systems, it activelyencouragesthem. TheDVSA’s Guide to Maintaining Roadworthinessexplains how operators should manage inspections, maintenance, and defect reporting. It confirms thatelectronic record systems are fully acceptableprovided they meet specific standards. “Using an electronic vehicle maintenance system can provide effective management of all the required information including safety inspections, maintenance scheduling and driver defect reporting.” In short, the DVSA supports digital record systems that maintainintegrity, accessibility, and auditabilityof information. ## ## What the DVSA Expects from Digital Maintenance Systems The guide sets out what any compliant system must do. A digital platform should: - Keeptamper-proof recordsthat cannot be altered later. - Allowinstant accessto reports and print or share hard copies when needed. - Showwhat has been checked, by whom, and when. - Provide afull audit trailfrom inspection through to rectification and sign-off. - Ensuresecure data storage, backups, and disaster recovery. - Usedigital authentication and time stamping. - Comply withdata protection laws (UK GDPR). - Integrate withdriver walkaround checks, defect reporting, and maintenance planners. The DVSA also confirms that driver walkaround checks can be completed on handheld devices such as tablets or smartphones, withdigital signatures and timestamps. Records must be stored for at least15 monthsand made available for inspection. ## ## How Autocheck Meets DVSA Requirements ### Tamper-Proof Digital Records Autocheck records every inspection, task, and repair in a secure, tamper-proof format. Each action is attributed to a specific user. Where legitimate exceptions occur, such as a delayed part after a scheduled inspection, the system records this clearly, maintaining transparency and compliance. ### Instant Access to Reports All inspections are stored indefinitely within Autocheck. Users can download, print, or securely email any report instantly, whether for internal use or to share with a customer or auditor. ### Full Traceability and User Accountability Each inspection, update, or sign-off is linked to a named user. The system logs all interactions with time and date stamps, creating a transparent record of who did what and when. ### Complete Audit Trail from Start to Finish Autocheck maintains a full digital trail from the initial inspection through to defect rectification and final approval. Every stage can be viewed, exported, or audited at any time, meeting DVSA standards for record keeping. ## Data Security and Reliability ### Secure Cloud-Based Infrastructure Autocheck is hosted on UK-based, enterprise-grade cloud servers. Data is automatically backed up every 10–60 seconds and stored in multiple secure locations. If an outage occurs, the most recent snapshot is automatically restored using geographic redundancy, ensuringno loss of data and minimal downtime. ### Digital Authentication and Role-Based Access Each user has their own secure login and password. Role-based permissions ensure that administrators, technicians, and drivers can only access information relevant to their role, providing both security and operational control. ### GDPR Compliance Autocheck complies fully with theUK GDPRandData Protection Act 2018. Data is encrypted in transit and at rest, stored securely within the UK, and managed under strict access control. Operators can request exports, reviews, or deletions of their data in line with GDPR rights. ## ## Seamless Integration with Daily Operations ### Linked Walkaround Checks and Defect Reporting Autocheck integrates daily driver walkaround checks directly with the maintenance and repair workflow. When a defect is raised, it can be instantly converted into a repair job and assigned to a technician. ### Dynamic Calendar and Task Management A built-in digital calendar automatically schedules recurring inspections, MOTs, and services. Tasks can be easily moved between dates using drag-and-drop functionality, ensuring full visibility and flexibility. ## ## The Bottom Line The DVSA does not “approve” or “endorse” specific software systems. Instead, itexpects operators to use systems that meet its published standardsfor record integrity, accessibility, and security. Autocheck has been developed in direct alignment with those standards. ✅Yes, Autocheck is fully compliant with the DVSA’s Guide to Maintaining Roadworthiness. It meets every requirement the DVSA outlines for digital inspection and maintenance record systems, providing operators with confidence that their data, processes, and compliance are in safe hands. ## See Autocheck in action A live walkthrough of how inspections, defect reporting and compliance record-keeping work together. Book a demo --- # The Dangers of Digital Downloading URL: https://auto-check.uk/the-dangers-of-digital-downloading/ ←Back to blog # The Dangers of Digital Downloading 30 Sep 2025 ## The Dangers of Digital DownloadingIt is a legal requirement to download driver cards and digital tachographs in the vehicle. Digital tachographs create electronic records, which is easier and more efficient than using physical tachograph charts. ## Strict Download PolicyA strict download policy requires downloading all digital driver cards (DDCs) at least once per fortnight and all digital vehicle units (DVUs) at least once every fifty-six days. Procedures must be in line with regulations and recommendations. ## Increasing Download TimesAfter their initial introduction, downloading DVUs began to take an increasingly long time. When they were originally introduced, it could take over forty-five minutes to download a year of records from a DVU. For operators with a large fleet of vehicles, for example, fifty, all parked in the depot with all their DVUs to be downloaded over the weekend, forty-five minutes per download is a considerable amount of time. The solution is partial downloads, also known as download-from-the-last-download (DFLD). Instead of downloading a year of records each time, operators can download only the new details that have been created since the last download. ## Download Device SettingsMost download devices have buttons or software configurable options which allow: 1.     A full download of details 2.     A partial download or a download-from-the-last-download This allows you to collect the details you must legally have and store and save time as well. Downloading a full record initially, then partial or download-from-the-last-download from then on, allows you to collate every record. But what really happens when you adhere to this compliance procedure? ## Download-from-the-last-downloadTo download-from-the-last-download, the device needs to know the date of the last download, in order to download all data from that date. The date of the last download must be stored somewhere, for instance, in the digital tachograph. If so, you can gather the details from the date of the last download. ## DVSA Spot-CheckDownloads should be taken, in accordance with the compliance procedure, on the same date each month. This should result in twelve downloads throughout the year. However, DVSA spot checks may be taken out on a different date. This changes the date of the last download, therefore if an operator downloads from the date of the last download, it will leave a gap in the data, instead of creating a complete month’s details. The solution to this is to ignore the last download date in the DVU, and to store the last download date in the download device. However, if the operator acquires a new download tool, there will be no last download date on the device, so it will be unable to download-from-the-last-download. The default setting in this scenario is to undertake a full download. ### ConclusionEnsure you have all the relevant downloads for both card and vehicle. Check them for continuity and ensure any downloads by enforcement authorities are logged, which will allow you to find any gaps in record-keeping. Remember to always check what you have downloaded. If you need help from an expert,Tachograph Analysis Consultants Limited(TACL) specialises in tachographs and compliance and has a specific continuity checking service to ensure operators maintain proper conduct, along with courses designed to inform about digital downloading. They also provide a service for storing downloads and sending out prompt reminders to perform them. ## See Autocheck in action A live walkthrough of how inspections, defect reporting and compliance record-keeping work together. Book a demo --- # Top 10 Fleet Safety Best Practices Every URL: https://auto-check.uk/top-10-fleet-safety-best-practices-every-operator-should-follow/ ←Back to blog # Top 10 Fleet Safety Best Practices Every Operator Should Follow 24 Sep 2025 ## Top 10 Fleet Safety Best Practices Every Operator Should FollowFleet safety is important because it protects your employees and others, protects your business by ensuring compliance, avoids downtime, and helps improve road safety. The Driver & Vehicle Standards Agency (DVSA) and Traffic Commissioners expect high standards and give penalties for non-compliance. Both encourage best practice which includes high quality maintenance practices and efficient system management. Penalties can range from inconvenient to serious and, occasionally, catastrophic. People can be fined or prosecuted, and vehicles can be prohibited. If vehicles do not meet these standards, it can cause significant injury or fatalities. ## Best Practices ### Carry Out Daily Walk-around ChecksIt is a legal requirement for a driver or designated responsible person to conduct a walk-around check of a vehicle prior to using, with at least one walk-around check being carried out in a twenty-four-hour period that the vehicle is in service. The purpose is to ensure the vehicle is free from safety defects and is roadworthy. The person conducting the check must report any defects that could prevent the safe operation of the vehicle. If any defects are found, you must not use the vehicle until it is repaired. In addition to daily walk-around checks, drivers must monitor the roadworthiness of their vehicle whilst driving and be alert to any sign that the vehicle is developing a fault. Where more than one driver uses the vehicle during the day, each driver of the vehicle needs to make sure it is roadworthy by carrying out their own walk-around check. Any defects found during the initial walk-around check, while the subject is in use, or on its return to base, must be subjected to a written report by the person responsible for recording defects. A robust driver defect reporting system will detail the initial walk-around check and any defects or ‘nil’ defects reported by any driver of the vehicle that day. ‘Nil’ reporting confirms that a daily check has been carried out and no defects have been found and are a useful means of checking that drivers are carrying out their duties. It is recommended that ‘nil’ defect reports are kept for at least three months, as they can also be used for audit purposes. You can find guidance on how to carry outHGV walk-around checksandPSV walk-around checkshere. ### Maintain Robust Safety Inspection SchedulesRegular safety inspections are essential to an effective roadworthiness maintenance system. They form part of the overall maintenance plan of a vehicle, with the purpose of assessing items affecting roadworthiness and the environment. Regular inspections are also cost effective, as early signs of wear, damage, or maladjustment can prevent sudden failure, unscheduled downtime, or premature replacement. Safety inspections are pre-planned, time-based inspections carried out at the frequency recorded on the vehicle operator licensing service. They should be undertaken independently from routine servicing or repair, and a maintenance scheduling system, planner, or wall chart should be used to identify inspection dates at least six months in advance. The inspection should include all the items covered by the statutory annual test, which state the minimum legal standards and should be used as guidance for the safety inspection. Safety inspections should follow a time-based pattern, decided by assessing the level of mechanical deterioration likely to occur over a period due to the vehicle’s usage. An inspection frequency would normally range between four to thirteen weeks, depending on operating conditions: #### Operating Conditions #### Frequency Lightly loaded vehicles – easy operating conditions 10-13 weeks General haulage – trunking 6-10 weeks Arduous work – constant heavy loads 4-6 weeks Off-road – difficult conditions 4 weeks Vehicle/trailer 12 years or older 6 weeks The inspector should also consider the frequency of inspection, age of the vehicle, expected mileage, and type of work undertaken to assess whether a part would remain in a serviceable condition before the next inspection is due. Mileage-based inspection programs may be more suitable for some operators but will need to be linked to time. Systems of safety inspections should be regularly monitored and audited. Records must be fully completed, and the vehicle must be declared roadworthy before it returns to service. Any work carried out as a result of safety inspections must be recorded. Safety inspection and repair work records must be kept for at least fifteen months as part of a vehicle’s maintenance history. You can find guidance onHGV inspectionsandPSV inspectionshere, and examples of safety inspection records forHGVs and trailers,PSVs,LGVs, andsmall trailershere. ### Brake Testing & Performance MonitoringIt is expected that every safety inspection will include a brake performance assessment using either a roller brake test (RBT), a decelerometer with temperature readings, or a suitable electronic brake performance monitoring system (EBPMS). Roller brake tests are the most effective method of measuring individual and overall braking performances. Vehicles can be presented for RBT up to fourteen days before the safety inspection date. An approved and calibrated decelerometer can be used to measure overall brake performance values for vehicles without trailers or for vehicles that cannot be tested on an RBT, but a temperature check needs to be carried out before and after the decelerometer test to help identify if individual brakes are operational. If using EBPMS to monitor brake performance, there must be an evaluation of the performance report before every safety inspection by someone who can interpret the data.“Every part of every braking system and of the means of operation thereof fitted to a vehicle shall be maintained in good and efficient working order and be properly adjusted.” – Regulation 18(1) of the Road Vehicles (Construction and Use) Requirements 1986A signed printout of the brake performance test should be attached to the safety inspection record, or the test results must be recorded by the inspector on the safety inspection report. The safety inspection record should also state the date of the assessment, how the braking performance was assessed, and whether the vehicle or trailer was laden. It is essential for brake test reports to be reviewed and understood to ensure the brakes are working correctly and meet the required standards for roadworthiness. You can find guidance onheavy vehicle brake test best practicehere. ### Tyre ManagementYou may see on the sidewall or in the grooves of the tread pattern that tyres can deteriorate with age. This is why tyre age must be recorded and monitored for the entire fleet on the tyre management system, and tyres aged more than ten years old legally cannot be used on the front steered axles of vehicles, or as any single wheels fitted to a minibus. - When a tyre is nine years old, this should be noted on the safety inspection - When a tyre is over ten years old and cannot be legally used, it must be reported as a defect - When a tyre is more than ten years old but can be legally used, their age should be recorded and a specific risk assessment should be completed that considers the distance, speed and loading conditions that the vehicle will operate under. The tyre manufacture date code must be legible on all tyres fitted to vehicles. Tyre pressures must be monitored, recorded as presented on the safety inspection report, and maintained to the correct pressure. Where a tyre is found to be under-inflated, this should be investigated, and any rectification action must be recorded on the safety inspection report. Additionally, tyre tread depths must be monitored and recorded on the safety inspection report. An accurate tread depth gauge should be used to do so. You can findadvice about tyres for professional road usershere. ### Driver Hours Compliance & Fatigue ManagementCompliance with tachograph rules regarding drivers’ hours is a critical part of an operator’s safety system, and helps to prevent fatigue-related incidents, protect public safety, and ensure fair working conditions for professional drivers. An investigation intoOnix Transcom Ltdfound multiple shortcomings in the management of drivers’ hours and tachographs. A newly qualified driver had driven before his digital driver card had arrived, and positioning journeys were not recorded. This resulted in the operator’s licence being suspended for nearly three months, the transport manager being disqualified for ten years and being required to retake the Certificate of Professional Competence before returning to the role, a driver having their vocational entitlement revoked and being disqualified from holding the entitlement for a year, and another driver being suspended for one month. Another investigation, intoConcept Scaffolding Services Ltd, found that a driver failed to insert his driver digital tachograph card, no operator licence disc was available, the vehicle unit had not been downloaded for two-thousand, six, hundred and seventy-nine days and had not been locked or downloaded by the company, and no driver card had been inserted into the vehicle unit in the preceding twenty-eight days. The Commissioner deemed the case to fall within the serious category, and it was only on receipt of onerous undertakings that the Commissioner was able to draw back from revoking the licence and instead curtailed it for a period. ### First-Use & Ad-hoc InspectionsFirst use and ad-hoc inspections are essential for operators who lease, hire, or borrow vehicles. These are especially important where vehicles and trailers have been out of service for some time. Prior to using a new vehicle, operators must conduct a first use inspection to satisfy themselves that the equipment is in a roadworthy condition. ### Use Competent Maintenance ProvidersIt is the operator’s responsibility to make sure that work is completed to a satisfactory standard, even when outsourcing maintenance work. Operators must ensure the facility being used is adequately equipped to meet these standards. The Maintenance Provision Rating Scheme (MPRS) can help by giving operators confidence in the quality of work being carried out on their vehicles. The scheme is being managed by the Institute of Road Transport Engineers (IRTE) with support from the DVSA and Traffic Commissioners, with the aim to raise the bar for commercial vehicle maintenance, by rating workshops on staff skills and facilities. Operators will be able to find skilled maintenance providers to keep their vehicles safe to drive and be able to make more informed choices on finding a provider that suits their needs. The MPRS will rate workshops based on staff skills, processes, and the quality of their facilities. Ratings range from ‘qualified’ for workshops with basic tools and staff skills, to ‘platinum’ for those with advanced facilities. Choosing a workshop with an MPRS rating means your vehicles are more likely to be properly maintained and less likely to get prohibitions. You can learn more about joining theMPRS schemehere. ### Leverage Telematics & TechnologyAdvanced Driver Assistance Systems (ADAS) provide drivers with active safety support features that use automated technology. Sensors and cameras are used to detect nearby obstacles or driver errors, and drivers can respond accordingly. Many ADAS features support safety critical systems, therefore, effective maintenance procedures are essential to ensure that they function correctly and deliver the road safety benefits they are capable of. You can use telematics systems to monitor driver behaviour and performance. Telematics systems encourage safer practices and optimise routes based on data, resulting in a more efficient operation, as well as reduced fuel consumption. Effective driver training can also help reduce fuel consumption. Fuel consumption is linked to vehicle emissions. Decreasing unnecessary fuel use will reduce costs and aid in the reduction of harmful emissions. There are specific risks for each fuel type, so maintenance staff and drivers must be trained and be made aware of measures to be taken in emergency situations. ### Accurate Record KeepingDrivers must report any defects promptly. Reports must be recorded, as well as details of any rectification work done. Records must be kept for at least fifteen months for all vehicles. This includes vehicles that have been removed from the operator licence or have been sold or otherwise disposed of. Driver walk-around checks, safety inspections, first use inspections, and intermediate safety checks must be documented using either manual systems or electronic systems, or a hybrid of both. Electronic records are acceptable, if they hold the essential information that can be made available for examination. Using an electronic vehicle maintenance system can provide effective management of all the required information including safety inspections, maintenance scheduling, and driver defect reporting. ### Promote a Culture of Safety & AccountabilityIn order to promote a culture of safety and accountability, it is important to remember that it is a shared responsibility between drivers and operators to maintain vehicle roadworthiness. We aim to contribute towards the culture of safety and accountability, which is why our Fleet Compliance Checklist is based on DVSA Roadworthiness Guidance and Traffic Commissioner Priorities, and details the following: ·      Driver Daily Checks ·      Safety Inspections & Maintenance ·      Record Keeping & Documentation ·      Workshops & Maintenance Providers ·      Operator Licence Responsibilities ·      Culture & Continuous Monitoring You can download ourFleet Compliance Checklisthere. ## ConclusionIt is also important to remember that fleet safety protects your employees and others, protects your business by ensuring compliance, avoids downtime, and helps improve road safety. You can review your current processes against DVSA standards and learn how to adopt best practices by reading theDVSA Guide to Maintaining Roadworthinesshere. ## See Autocheck in action A live walkthrough of how inspections, defect reporting and compliance record-keeping work together. Book a demo --- # Can better vehicle check processes reduce accidents? URL: https://auto-check.uk/can-better-vehicle-check-processes-reduce-accidents/ ←Back to blog # Can better vehicle check processes reduce accidents? 15 Sep 2025 Photo placeholder ## Can better vehicle check processes reduce accidents?Vehicle checks are the first line of defence for road safety. If we do checks incorrectly, our vehicles are at higher risk of causing collisions due to mechanical failures such as defective brakes, tyres, steering, or lighting systems.‘A robust maintenance regime depends on drivers carrying out risk-based walk-around checks, prompt defect reporting, and regular, scheduled preventative maintenance inspections.’ – Traffic Commissioners for Great Britain: Annual Report to the Secretary of State 2024-2025Thorough vehicle checks can reduce the risk of collisions, protecting lives. They can reduce downtime, as police and DVSA officers can stop you to do checks on your vehicles, but are less likely to find defects if the vehicle has already been checked in the past twenty-four hours. They can prevent prohibitions, such as being stopped from driving until problems are fixed, being issued with a fine, or facing a prison sentence for using a vehicle in a dangerous condition. ## The Legal FrameworkAccording to operator licence conditions, it is the operator’s duty to keep vehicles roadworthy. Operators should be aware that a minimum of one walk-around check must be carried out at least once in a twenty-four-hour period that the vehicle is used. The DVSA can ask for a record of a walk-around check at a roadside check to ensure the vehicle is safe. Theguide to maintaining roadworthinessoutlines that the driver is always legally responsible for the condition of the vehicle while in use. Therefore, conducting a daily walk-around check is a vital part of a driver’s core role. Any report listing defects becomes part of the vehicle’s maintenance record, including electronic records of reported defects, and must be kept for at least fifteen months, alongside details of any assessment, rectification work, and the repairer. ## What do good check processes look like?Good check processes look like clear, standardised checklists that cover the whole vehicle including all interior and exterior items that can be safely assessed without the use of a workshop. The DVSA recommends using a form that includes a list of the items checked each day, and to record ‘nil’ defects if no defects are found. You can download a template to use or use the system that your employer provides. Vehicle checks are different for HGVs and PSVs, but you should always allow plenty of time to check your vehicle is safe before you drive. Remember this counts as working time, and if your vehicle is not safe, you risk an incident, prohibition, fine, and penalty points on your licence. You can complete vehicle checks digitally or on paper, as long as the records are kept available for fifteen months. The process should involve both drivers and the workshop, as they share responsibility for the vehicle's roadworthiness. ## What is the role of daily walk-around checks?The DVSA requires operators to follow the proper vehicle construction, road safety, environmental, and operating standards required by law in the UK. They state that record-keeping is necessary, and that drivers are responsible for the condition of their vehicle when in use. Any defects found during the daily walk-around check, while the vehicle is in use, or on its return to base, must be reported according to the guide to maintaining roadworthiness. Completing and keeping ‘nil’ defect reports is a useful means of checking that drivers are carrying out their duties, and these forms can be used for audit purposes. If we don’t do vehicle checks correctly or at all, it can have a real-world impact. Something as simple as missing a tyre defect or a loose wheel nut can cause major accidents. ## What about first-use and ad-hoc checks?Vehicles coming out of storage, hire, or maintenance may require multiple checks during the twenty-four-hour period, with a focus on systems and parts which are likely to face damage before returning to the road. This can prevent immediate prohibitions at roadside checks, because if a defect is found then drivers can be stopped from driving until the defect is fixed, or they can be issued with a fine. ## Recording and Reporting DefectsDrivers should record and report all defects that they find during the daily walk-around check to the garage or operator. If drivers become aware of defects during their journey, they should find a safe place to stop to assess and report any defects to the garage or operator. The DVSA states that dangerous defects must be fixed before the journey is continued. There must be a system of reporting and recording defects that affect the roadworthiness of the vehicle, and this must include how they were rectified before the vehicle was used. Linking defects to job sheets leads to timely repairs and efficient record-keeping. Daily defect checks are crucial, and defect reporting is one of the fundamental elements of any effective vehicle roadworthiness system. Ignoring minor issues until they escalate can lead to dangerous mechanical failures, increasing the risk of collision as well as the risk of receiving prohibitions. ## How can using technology improve checks?OurDriver Defect Appmakes daily walk-around checks and driver defect reporting quick, easy, and compliant. Drivers can complete inspections from their mobile app, with time-stamped records, photo uploads, and instant roadworthiness confirmation. Any defects are flagged immediately and sent to the workshop for action, keeping repairs on track. Every check is stored securely against the vehicle for a complete audit trail. Advanced driver assistance systems can also be included in checklists, covering systems such as automatic emergency braking, adaptive cruise control, lane keeping assist, and blind spot detection. ## Case Studies and Common FailuresIt is the operator’s responsibility to ensure that all vehicles are kept in a roadworthy condition. When anoperator failed to carry out brake performance assessments during safety inspectionsand vehicles were presented with dangerous defects, a transport manager was disqualified from managing transport for a year and would have to resit and pass the Transport Manager Certificate of Professional Competence again after the year had passed. It is important that drivers are aware of the overall vehicle dimensions, including trailer and load. It is also important to consider route planning before a driver starts their journey if low bridges need to be avoided.‘32% of drivers set off whilst not being aware of the height of their vehicle, and 56% don’t consider low bridges when planning their journey.’ – Network RailWhen anoperator’s vehicle was involved in a bridge strike after being improperly allocated to a driver, the Traffic Commissioner issued a formal warning, but the case led to significant financial loss for the operator. In October 2024, the Senior Traffic Commissioner reissuedguidanceto operations of large vehicles, highlighting the costs of accidents which pose serious safety risks and financial burdens, including infrastructure damage, service disruptions, and potential regulatory penalties.Learn how to prevent vehicles from hitting bridges here. ## How can we build a safety culture?Drivers must be made aware of their legal responsibilities regarding vehicle condition and the procedures for reporting defects, and operators must ensure that drivers are sufficiently trained to do so. This may be part of their Driver’s Certificate of Professional Competence training. Drivers need to take checks seriously as they share responsibility for the vehicle’s roadworthiness with the operator and may be fined or prosecuted for roadworthiness offences found on vehicles if they are found responsible. Traffic Commissioners can take action against a driver who fails to complete a satisfactory walk-around check, which could lead to a driver conduct hearing, and can result in the loss of the vocational driving licence. Traffic Commissioners have supported the launch of theMaintenance Provision Rating Schemedesigned to enhance standards and professional practices within the commercial vehicle maintenance sector. A safety culture can be built by focusing on rewarding good reporting habits such as regular checks and ‘nil’ defect reporting, rather than penalising drivers who find defects. ### In conclusion…Remember that better checks mean fewer accidents, fewer prohibitions, and less downtime. You can review your current check process against DVSA standards by looking at the following guidance:How to carry out HGV daily walk-around checks How to carry out bus or coach daily walk-around checksIf you’d like to learn more about our Driver Defect App,Book a Demo ## See Autocheck in action A live walkthrough of how inspections, defect reporting and compliance record-keeping work together. Book a demo --- # Fleet Compliance Checklist Download URL: https://auto-check.uk/the-importance-of-a-fleet-compliance-checklist/ ←Back to blog # Fleet Compliance Checklist Download 09 Sep 2025 Photo placeholder ## Does your fleet compliance process meet DVSA standards? Photo placeholder Fleet compliance is a constant challenge. DVSA inspections and Traffic Commissioner hearings can have a serious impact on operators who do not meet compliance standards. What happens if your compliance process doesn’t meet these standards? Is there an easy way to make sure it does? Failure to manage compliance can lead to prohibitions, fines, and even licence loss. Traffic Commissioners for Great Britain reported that, in a public inquiry at the end of April this year, Deputy Traffic Commissioner Nick Denton revoked the international goods vehicle operator’s licence held by Transglobal Solutions Ltd. This was the result of a pattern of non-compliance, including vehicles being operated without MOT’s and road tax, failure to download tachograph data, and extended operation of vehicles without driver cards. Our free Fleet Compliance Checklist gives fleet operators, workshops, and transport managers a clear, practical way to measure their systems against DVSA standards. We provide the easiest way to put it all into practice, for your peace of mind. ## Why is it important to meet DVSA standards? DVSA standards relate to the responsibilities and systems involved in keeping vehicles in a roadworthy condition. These standards are often required under Road Traffic law, Health and Safety legislations, and the legal undertakings of the Traffic Commissioner. The DVSA Guide to maintaining roadworthiness and the Traffic Commissioner Strategic Objectives from 2023 to 2025 focus on the following: ### Key areas • Roadworthiness: this means following the appropriate vehicle construction, road safety, environmental, and operating standards required by law in the UK. • Record-keeping: storing records securely, e.g., keeping records of safety inspections for at least 15 months for all vehicles. • Driver oversight: recognising that drivers are legally responsible for the condition of their vehicle when in use, and that any defects found during the daily walk-around check, while the vehicle is in use, or on its return to base, must be reported by the driver or someone responsible for recording vehicle defects. • Fair competition: the aim is to promote and develop a safe road transport industry, which delivers compliance, fair competition, and protects the environment. ## What are common failings that lead to enforcement actions? • Insufficient maintenance records, policies, and procedures • Misuse of tachograph • Breaches of licence, regulations, or advise • Unidentified or unreported vehicle defects ## Is there an easy way to manage compliance? Our Fleet Compliance Checklist is a valuable, free resource for the use of fleet operators, commercial garages or workshops, transport managers, compliance officers, and business owners. The checklist is based on DVSA Roadworthiness Guidance and Traffic Commissioner priorities, and features the following sections: ### Checklist sections • Driver Daily Checks • Safety Inspections & Maintenance • Record Keeping & Documentation • Workshops & Maintenance Providers • Operator Licence Responsibilities • Culture & Continuous Monitoring These sections ensure that vehicles maintain roadworthiness, records are made correctly and kept securely, drivers are aware of their responsibilities, and a safe road transport industry is developed. Our Fleet Compliance Checklist is the practical, simple solution to managing this, and is designed specifically for operators, workshops, and transport managers. ## What are the benefits of using the Fleet Compliance Checklist? Our Fleet Compliance Checklist enables operators to take a quick self-assessment of compliance systems, such as daily walk-around checks, safety inspections, quality assurance checks, and internal audits. The checklist highlights gaps relating to roadworthiness, record-keeping, driver oversight, and fair competition, before the DVSA or Traffic Commissioner identify them during compliance checks. It provides a simple, structured framework for operators, workshops, and transport managers to use and to keep record of. ## Why Autocheck? We take the checklist from theory into practice, helping you stay compliant by automating inspection reminders, storing all records securely indefinitely, linking defects to repair jobs for a full audit trail, and producing instant audit-ready reports. If you’d like to see how Autocheck automates this process, book a quick demo. Photo placeholder ## See Autocheck in action A live walkthrough of how inspections, defect reporting and compliance record-keeping work together. Book a demo --- # What Should a Daily Defect App Actually Do? URL: https://auto-check.uk/what-should-a-daily-defect-app-actually-do/ ←Back to blog # What Should a Daily Defect App Actually Do? 26 Jun 2025 ## Is your daily defect check solving problems or just ticking boxes? Drivers carry out required walkaround checks before heading out on the road. But how often do those checks lead to real action? Does your system catch defects and do something about them, or are you left looking at a list of unresolved issues? Here are the key questions every fleet or workshop manager should ask when choosing a daily defect app. ## ## Does it go beyond reporting defects? Your app should do more than log faults. It needs to send real-time alerts, complete with photos and timestamps, directly to your maintenance system or transport office. This allows teams to act quickly, whether that means assigning jobs, dismissing false alarms, or scheduling repairs straight away. What happens after a defect is logged is what really keeps your vehicles roadworthy. If an issue just sits there with no follow-up, nothing gets fixed. A proper daily defect app should trigger action: - Real-time alerts ensure the right people are notified immediately - Admin staff can review defects, rule out false alarms, or confirm genuine issues - Integration with your maintenance system allows faults to be dismissed, escalated, or turned into repair jobs on the spot Without this kind of workflow, you risk delays, missed problems, unroadworthy vehicles on the road and potential non-compliance. Your defect reporting tool should feed directly into the system that runs your workshop. It is not just about logging a problem; it is about starting the process of fixing it. ## ## Can drivers log defects anytime and anywhere? Defects do not only appear during the morning check at the depot. They can happen mid-journey when a tyre blows, a light fails or a hose splits. That is why the best inspection apps let drivers report faults at any time, using guided checklists. Drivers should be able to take multiple photos and add detailed notes, even when the signal is weak or offline. Why does this matter? Because if your system only allows pre-use checks, you are likely to miss faults that develop during the shift. A proper inspection app lets drivers log issues as they happen, with prompts that ensure the right information is recorded. - Photos and notes provide context to the fault - Offline capture makes sure nothing is lost, even with poor mobile signal - Real-time syncing updates the back office as soon as the app reconnects This makes it easier to catch and resolve issues quickly, reducing the risk of roadside prohibitions or unsafe vehicles being used without anyone knowing. It keeps your inspection process live, not just a once-a-day routine. ## ## Is compliance bulletproof? It needs to be, because when the DVSA or a traffic commissioner gets in touch, good intentions will not cut it. Regulators want clear, timestamped proof that checks were carried out correctly, defects were logged, and unroadworthy vehicles were not used. Without a proper audit trail, you could be looking at penalties, prohibitions or even the loss of your operator’s licence. Your inspection app needs to go far beyond box ticking: - Log every check, defect and “nil” return with a date, time, user and location - Record who found the defect, who reviewed it, what action was taken, and when - Store records securely and prevent tampering - Keep everything for at least 15 to 18 months, ideally longer A reliable system also lets you access reports instantly. You will not be scrambling for paperwork when an audit or roadside incident occurs. You should be able to bring up the full inspection history for any vehicle, trailer or asset in seconds. In short, bulletproof compliance means being ready to prove everything, any time. ## ## Does it support all your vehicle types? It should, because most fleets are not made up of just one type of vehicle. Whether you operate HGVs, vans, plant, trailers or a mix of them all, your inspection app needs to handle that variety. A tipper working in a quarry has different requirements from a box van doing trunking work. The same goes for plant machinery under LOLER or trailers subject to ADR rules. Your system should allow you to: - Create specific checklists for each vehicle type, with relevant items - Use DVSA-approved templates as a base and customise them as needed - Include fields for things like tyre pressure, hydraulic lines or body condition - Apply different inspection schedules depending on how the asset is used This flexibility ensures your cheques are relevant and thorough. It also prevents drivers from wasting time on irrelevant items or missing important ones. For mixed fleets, a one-size-fits-all solution does not work. Your inspection system needs to reflect the real variety and risk levels in your operation. ## ## What does the back office dashboard do? An app on its own is not enough. If you do not have a proper admin dashboard behind it, you are just collecting data without doing anything useful with it. The real power of a defect system lies in what happens behind the scenes. The back office is where data becomes action. Fleet managers, workshop teams and admin staff need to be able to: - Review defects, dismiss false ones or escalate the real issues - Create and assign repair jobs linked to technicians or external workshops - Track unresolved defects, with clear visibility of who is doing what - Generate digital job cards technicians can access and update in real time - Analyse trends across vehicles, drivers or types of defect - Monitor compliance indicators like nil-return rates and overdue inspections - Filter information by depot, fleet or customer, useful for in-house and third-party work With a dashboard like this, you are not chasing paperwork or wondering if something has been fixed. You are tracking every issue from the moment it is reported right through to sign-off. Without this, a defect is just a red flag on a phone. With it, you have a full loop that keeps vehicles safe, staff accountable, and compliance solid. ## ## What makes it practical to use? Drivers are busy. If your defect app is not simple and quick, it will not get used properly or at all. A practical app should feel straightforward from the moment a driver opens it. Look for features like: - Easy login, ideally connected to the driver’s mobile - One-tap vehicle selection with no long scrolling lists - Guided, mandatory checklists that follow a logical order - Pre-set defect options to speed up entries and standardise reports - Free-text fields for extra detail when needed - Fast photo and video capture so drivers can show exactly what is wrong - Live photo enforcement so drivers must take a fresh picture, not one from the camera roll All of these features reduce friction. That makes reporting quicker, easier and more accurate. If logging a defect feels clunky, drivers are more likely to put it off or avoid it. But if the process is fast and clear, they are much more likely to report issues as they happen. And that leads to better data, stronger compliance, and fewer surprises. Practicality is not just about making life easier; it is what makes your defect system reliable and usable every day. ## ## What are the key takeaways? - Save timeby cutting out paperwork, enabling instant reports and creating jobs straight away - Stay compliantwith a strong audit trail, DVSA-ready checks and secure records - Reduce downtimethrough faster alerts and quicker repairs - Improve safetyby spotting patterns in defects or driver behaviour - Lower admin costswith digital storage, automatic reporting and better insights The bottom line? A proper daily defect app does more than just record faults. It connects people, sends alerts, and drives the repair process. If your current solution does not link drivers to workshops with clear dashboards and compliance logs, then you may as well still be using paper. See the Autocheck Walkaround check feature here ## See Autocheck in action A live walkthrough of how inspections, defect reporting and compliance record-keeping work together. Book a demo --- # A quiet rule change could affect your licence URL: https://auto-check.uk/dvla-electric-van-licence-update-2025/ ←Back to blog # A quiet rule change could affect your licence compliance 12 Jun 2025 Photo placeholder ## New DVLA Rules: Heavier Electric Vans Now Allowed on a Standard Licence As of 10 June 2025, drivers with a standard UK car licence (category B) can legally drive heavier electric or hydrogen vans, up to 4,250kg maximum authorised mass (MAM). This is a big change, and it matters for fleet operators, compliance managers, and anyone switching to zero-emission vehicles. Let’s break down what’s changed, why it matters, and how it could affect your operation. ## What’s Changed? Before this update, category B licence holders were limited to vehicles up to 3,500kg MAM. That worked fine for most diesel vans, but many electric ones are heavier due to the size and weight of their batteries or hydrogen systems. Now, drivers with a valid category B licence can operate a zero-emission vehicle (ZEV) weighing up to 4,250kg MAM. This only applies to electric or hydrogen-powered vehicles. Hybrids and other fuel types are still capped at 3,500kg. This change applies to anyone who passed their car test on or after 1 January 1997. Drivers who passed before that date often already have permission to drive larger vehicles and trailer combinations. You can read the full details on GOV.UK: Driving an electric or hydrogen-powered vehicle – GOV.UK ## Why It’s Happening The DVLA has made this change to reflect the extra weight of batteries and fuel cell systems. In many cases, a like-for-like electric van ends up heavier than its diesel version, even with the same load. This rule change levels the playing field, making it easier for companies to adopt cleaner vehicles without having to upgrade their drivers' licences. ## Who Benefits? This update helps a wide range of operators: - Courier and last-mile delivery firms adopting electric vans - Construction and utility fleets running battery-powered crew cabs - Local authorities introducing hydrogen-powered service vehicles - Waste and recycling firms trialling low-emission alternatives Anyone managing vehicles close to the 3.5-tonne limit should take note. It might open the door to new vehicle choices without the licensing complications. ## What You Need to Do If you're involved in fleet compliance or maintenance, this change means reviewing a few key areas: - Check that driver records include licence categories and test dates - Flag any ZEVs over 3,500kg in your fleet system - Adjust maintenance schedules where relevant (heavier vehicles may affect tyre wear, braking and suspension) - Make sure walkaround checks and inspection sheets account for battery systems, high-voltage cut-offs and other ZEV-specific risks Tools like Autocheck can help keep all this organised, with custom checklists, licence monitoring and automated inspection scheduling. ## Final Thoughts This rule change removes one of the obstacles to adopting zero-emission vans. It allows operators to use larger electric or hydrogen vehicles without needing specialist drivers. For fleets aiming to cut emissions without adding admin headaches, it's a welcome move. If you're thinking about shifting to electric or already running heavier ZEVs, now is a good time to make sure your systems and staff are aligned with the new rules. ## See Autocheck in action A live walkthrough of how inspections, defect reporting and compliance record-keeping work together. Book a demo --- # Changes to Roller Brake Testing URL: https://auto-check.uk/hgv-roller-brake-test-law/ ←Back to blog # Changes to Roller Brake Testing 25 Feb 2023 Photo placeholder ## The Big Change on Roller Brake Testing: What It Was All About InApril 2025, major changes came into effect regardingHGV roller brake testing (RBT)inspections, as introduced by theUK Driver and Vehicle Standards Agency (DVSA). These changes require that all brake performance evaluations be carried out using either: - Laden Roller Brake Tests (RBTs)– vehicles must be tested while loaded toat least 65%of their maximum gross weight. - Electronic Brake Performance Monitoring Systems (EBPMS)– systems that track brake performance in real time, based on actual operating conditions. In a move to improve road safety and the accuracy of brake testing, failure to comply may result in sanctions, failed inspections, or even legal action against fleet operators and workshops. ### ### Step 1: Understanding the Need for Laden Roller Brake Testing Previously, many HGV brake tests were conducted unladen. From April 2025 onwards, RBTs have been required to be conducted with the vehicle loaded to at least 65% of its maximum weight. This change has led to: 🔹More accurate brake force calculations 🔹More consistent and reliable test results 🔹Improved safety and complianceacross the fleet ### ### HowAutocheckHelps Autocheck’s digital system ensures all RBT requirements are tracked and helps schedule reminders for vehicles due for a laden brake test. While brake testing equipment cannot connect directly withanydigital system, Autocheck allows users to upload each test as aPDF document or image, which is then permanently linked to the vehicle and job record, supporting full traceability over time. ### ### Step 2: Understanding Electronic Brake Performance Monitoring Systems EBPMS continuously monitors braking performance while the vehicle is in operation. Among its benefits: 🔹Ongoing compliance monitoring 🔹Early identification of braking issues 🔹Reduced reliance on frequent RBTs ### ### HowAutocheckHelps Although EBPMS cannot yet integrate directly with any digital inspection platform, Autocheck allows all brake test documents to be uploaded and managed in one central location. It also providesreal-time analyticson inspections and maintenance schedules, helping users make informed, proactive decisions. ### ### Step 3: LetAutocheckTake Control of Your Compliance Remaining compliant doesn’t have to be a challenge. Autocheck simplifies workshop and fleet inspections by automating key processes: ✅Digital scheduling– never miss a laden RBT or scheduled service ✅Automated reports– generate DVSA-compliant digital records effortlessly ✅Secure document storage– upload and attach brake test PDFs to vehicle records for easy access ✅Cloud-based record keeping– access every inspection record, any time, from anywhere ## See Autocheck in action A live walkthrough of how inspections, defect reporting and compliance record-keeping work together. Book a demo --- # The Ultimate Guide to HGV Inspections: What You URL: https://auto-check.uk/ultimate-hgv-inspection-guide/ ←Back to blog # The Ultimate Guide to HGV Inspections: What You Need to Know 25 Feb 2023 Photo placeholder ## Making Sure HGVs Stay Roadworthy: A Guide to Inspections and Compliance Keeping Heavy Goods Vehicles (HGVs) safe, legal, and fit for the road is one of the most important responsibilities for anyone managing a fleet. Regular checks help prevent expensive breakdowns, reduce the risk of accidents, and keep your business on the right side of the law. In this guide, we’ll look at how HGV inspections work, the most common reasons vehicles fail, and how using digital tools like Autocheck can help simplify the entire process. ## Understanding HGV Inspections Inspections are a key part of running a safe and reliable fleet. They’re not just about ticking boxes, they help you catch problems early, often before they cause any real disruption. HGVs need a range of inspections throughout their life on the road, forming a core part of any effective HGV maintenance programme. ### HGV Inspection Types Daily Walkaround Checks Drivers are expected to check their vehicles at the start of each working day. This includes lights, tyres, brakes, mirrors, and anything else that could affect the vehicle’s roadworthiness. A properly completed HGV inspection sheet helps make sure no detail is missed and that findings are clearly recorded. Preventative Maintenance Inspections (PMIs) PMIs are more thorough than daily checks. These are usually scheduled every six to eight weeks and take place in a workshop, where vehicles are lifted or placed over a pit so technicians can inspect the underbody and key systems. This structured approach to automotive inspections ensures consistent vehicle condition monitoring. Annual MOT Test Every HGV must pass an annual test approved by the DVSA. It’s a legal requirement and checks overall roadworthiness, emissions, and mechanical condition. Ad-Hoc Spot Checks The DVSA can carry out random roadside checks without warning. If your vehicles are in poor condition, you may face prohibitions, fines, or even licence action. ## How Often Should HGVs Be Inspected? There’s no fixed schedule that suits every operation. The right inspection frequency depends on how your vehicles are used, the type of loads they carry, and even the terrain they drive on. Getting the inspection intervals right is a fundamental part of managing HGV maintenance successfully. Light Loads, Easy Conditions Vehicles that carry lighter goods on well-maintained roads tend to wear more slowly. In these cases, inspections every 10 to 13 weeks might be appropriate. General Haulage and Trunking For fleets running regular trunking routes between depots, inspections every five to ten weeks are often enough to keep problems in check. Heavy or Arduous Work If your trucks are under constant strain from heavy loads or demanding environments, inspections should happen more often, usually every four to eight weeks. Off-Road or Harsh Terrain Vehicles working on construction sites, in quarries, or across unpaved roads will pick up damage more quickly. A four-week inspection cycle is generally recommended. Older Vehicles For any vehicle over 12 years old, a six-week maximum interval is strongly advised, regardless of workload. Age alone increases the chance of parts wearing out or failing unexpectedly. ## Key Compliance Areas and Common Reasons for Failures There are a few recurring faults that lead to failed inspections or roadside prohibitions. Understanding these can help you stay ahead of problems and reduce the risk of delays or safety incidents. This is especially relevant during a fleet safety inspection where vehicle condition must be clearly demonstrated. Braking System Faults Worn components, missed servicing, or poor brake test records are all common causes of failure. Lighting and Signalling Faulty lights, blown bulbs, or damaged wiring are easy to overlook but regularly result in enforcement action. Steering and Suspension Wear Loose steering joints, worn bushings, or leaking suspension parts can seriously affect handling and road safety. Tyre Defects Bald tyres, incorrect pressures, or sidewall damage are a constant risk, especially on older trailers. Emissions Problems HGVs must meet strict emissions standards. Problems with AdBlue systems or DPF faults can lead to MOT failures. Chassis and Body Issues Rust, cracked welds, or structural damage are not always obvious but must be checked carefully. Load Security Failures Loads that aren’t properly secured pose a serious safety risk and can attract immediate prohibitions. The key is to address faults before they develop into something more serious. Good record-keeping, regular inspections, and clear communication between drivers and workshop staff all play a role here. ## What to Monitor When Changing Inspection Intervals If you’re thinking of adjusting how often inspections happen, perhaps moving from fixed intervals to mileage-based checks, there are a few things you’ll need to keep an eye on. Making these adjustments correctly helps keep your HGV inspection routine aligned with operational needs. Track Defects Carefully Keep a close watch on any new issues that appear between inspections. If faults are cropping up more often, that could be a sign the current interval is too long. Focus on Safety-Critical Parts Brakes, tyres, steering, and lighting systems need particular attention. These are the areas most likely to show early signs of trouble. Carry Out Monthly Reviews Take time each month to look at recent inspection reports. If you notice a trend, say, a rise in brake-related faults, act quickly. Stay Flexible If changing your schedule leads to more breakdowns or compliance failures, don’t be afraid to revert to the old routine. What works on paper doesn’t always hold up in practice. Being proactive in your monitoring allows you to make informed adjustments while staying compliant with your O-licence undertakings. ## How Operating Conditions Impact HGV Inspection Schedules The type of work your vehicles do makes a big difference when it comes to planning inspection intervals. Light Use, Easy Roads If your trucks mainly stick to well-surfaced roads and carry lighter loads, wear and tear is reduced. This means you can usually allow longer gaps between checks, up to 13 weeks in some cases. General Haulage and Trunking Vehicles that run consistent routes, especially on motorways or A-roads, fall into a mid-range category. A five to ten-week inspection cycle is typically enough to stay ahead of wear. Heavy Loads and Tough Jobs Where trucks are always operating near capacity, the physical strain takes its toll. These vehicles need inspecting every four to eight weeks to catch wear before it becomes dangerous. Off-Road or Harsh Conditions Construction work, unsealed roads, and poor site conditions all increase the risk of damage. In these cases, you should carry out inspections every four weeks. Older Vehicles Anything over 12 years old should be inspected every six weeks, no matter how easy the workload. Parts degrade with time, and age-related faults can appear with little warning. Photo placeholder hgv checklist ## Customising Inspection Schedules for Your Fleet Not every vehicle in your fleet will need the same schedule. If you run a mix of older trucks, newer models, and trailers working different types of jobs, it makes sense to tailor your inspections. Some operators choose to move from a time-based model to one that tracks mileage. This can give a better picture of how much wear a vehicle has actually experienced. But if you take this approach, make sure your admin is in order. Set the maximum interval in the VOL system. If you inspect every 13 weeks based on mileage, record that. Tick the “mixed frequency” box on your licence records if some vehicles follow different intervals. Review monthly. If defect levels increase, reduce the gap again. Document everything. Compliance means being able to show your process is working, not just having a plan. A flexible system only works if you keep a close watch on results and are ready to change course if things start to slip. ## How Digital Tools Like Autocheck Make Inspections Easier Managing inspections on paper is time-consuming. It also makes it harder to track trends, flag recurring faults, or demonstrate compliance when DVSA comes calling. That’s where software like Autocheck can make a real difference. ### What Autocheck Offers Digital Inspection Templates Set up custom inspection sheets for every vehicle type and ensure technicians carry out consistent, complete checks. Each digital HGV inspection sheet is stored automatically, helping reduce the chance of paperwork being missed or lost. Photos and Video Logging Visual evidence of faults supports decision-making and helps with audits. Remote Review and Sign-Off Inspectors can upload results instantly. Managers can review and approve them from anywhere. Task Scheduling and Parts Tracking Manage PMIs, services, repairs, and parts all in one place. Centralised Record Storage Access vehicle history and compliance documents at any time, from any device. Simple Pricing Autocheck works on a flat monthly fee. There are no per-user charges or hidden extras. By using Autocheck, fleet managers save time, reduce paperwork, and stay in control of compliance. It’s a practical tool that makes automotive inspections easier and more reliable. ## Why Roadworthiness Matters: Legal and Moral Reasons There’s more to compliance than keeping the DVSA happy. A well-maintained fleet helps protect the people who drive your vehicles, as well as everyone else on the road. The consequences of poor maintenance can be serious, fines, prohibitions, or even criminal liability in the worst cases. But beyond the legal side, there’s a duty of care. Your drivers rely on their vehicles being safe. Other road users trust that your vehicles won’t put them at risk. By staying on top of inspections and fixing faults promptly, you reduce the risk of accidents, unplanned downtime, and enforcement action. It’s about doing the job properly and running a business you can be proud of. Autocheck Home ## See Autocheck in action A live walkthrough of how inspections, defect reporting and compliance record-keeping work together. Book a demo --- # Compare your fleet's MOT stats to the UK's 2024 data URL: https://auto-check.uk/uk-2024-mot-data/ ←Back to blog # Compare your fleet's MOT stats to the UK's 2024 data 25 Feb 2023 Photo placeholder This MOT stats data set, sourced from the Driver and Vehicle Standards Agency (DVSA), covers testing for commercial vehicles such as lorries, buses, and trailers in the UK. It’s important to note that this data is not classified as an “official statistic” and, therefore, does not undergo the same level of scrutiny as other government statistics. ## Overview of Annual Tests for Lorries, Buses, and Trailers The annual tests for commercial vehicles are similar to the MOT tests that cars undergo each year. The primary goal is to ensure these vehicles are roadworthy and comply with safety standards. Key Data from Annual Tests (2024 to 2024 – Quarter 4: January to March) Photo placeholder ## Top 10 Reasons for Vehicle Fails Vehicles may fail their tests for multiple reasons, and here are the most common causes of failure during inspections: ### Heavy Goods Vehicle (HGV) Failures Photo placeholder ### Public Service Vehicle (PSV) Failures Photo placeholder ### Vehicle Initial Test Fail Rate by Age The failure rate for vehicles tends to increase with age. Here’s a breakdown of failure rates based on vehicle age: Photo placeholder ### Vehicle Initial Test Fail Rate by Fleet Size Failure rates are also influenced by the size of a fleet: Photo placeholder ## Specialist Tests In addition to the annual test, certain vehicles may require specialised inspections. Here are some of the key schemes: ### Certificate of Initial Fitness (COIF) This certificate is necessary for vehicles with more than 8 passenger seats used for profit. These vehicles may require additional tests if: They are not registered in the UK but were built before the type approval scheme was introduced. They are registered in the UK but lack type approval as a passenger vehicle with more than 8 seats. ### Number of COIF Inspections (2023 to 2024 – Quarter 4 - - PSV Inspections: 167 - - Retests: 18 - - Total Inspections: 185 ADR Test for Vehicles Carrying Dangerous Goods The ADR test is a specialist inspection for vehicles transporting hazardous goods by road. ### Number of ADR Applications (2023 to 2024) - - Applications for Certificates: 17,911 - - Retests: 301 - - Total Applications: 18,212 ### ATP Scheme for Perishable Foodstuffs The ATP (Agreement on the International Carriage of Perishable Foodstuffs) scheme is for vehicles that carry perishable foodstuffs internationally, ensuring they comply with international refrigeration standards. ### Number of ATP Inspections (2022 to 2023) - - Design Types Approved: 4 - - CRT Issued Certificates: 1,621 - - Replacement Certificates: 0 ## See Autocheck in action A live walkthrough of how inspections, defect reporting and compliance record-keeping work together. Book a demo --- # 6-8 Weekly Vehicle Inspection Guide URL: https://auto-check.uk/weekly-vehicle-inspection-checklist/ ←Back to blog # 6-8 Weekly Vehicle Inspection Guide 25 Feb 2023 Photo placeholder ## Why Daily Vehicle Inspections Matter Daily vehicle inspections play a vital role in fleet management and road safety. By catching issues early, such as worn tires, faulty lights, or brake problems, these checks help prevent minor defects from turning into dangerous and costly breakdowns. For fleet operators, that means fewer unexpected repairs, less downtime, and a reduced risk of roadside incidents. Most importantly, regular inspections contribute to the safety of both drivers and other road users. With the demands of long hours and tight schedules, even experienced drivers can miss subtle signs of trouble. A systematic daily check keeps everyone alert to potential problems, ensuring vehicles remain roadworthy and compliant with UK regulations, including those set out by the DVSA. Staying proactive with daily inspections supports both operational efficiency and legal compliance, making it a key responsibility in any fleet maintenance programme. This blog post outlines the key areas that should be covered during these inspections, drawing from the guidance provided by the Driver and Vehicle Standards Agency (DVSA). ## Daily External Fleet Vehicle Inspection Checklist Before hitting the road each day, it’s essential to carry out a thorough walkaround check to catch any issues that could cause safety concerns or lead to costly downtime. Here’s what your daily external inspection should include: • Examine the condition of the vehicle’s bodywork, checking for any visible damage, dents, or corrosion. • Ensure windows, mirrors, lights, and the number plate are clean and unobstructed for maximum visibility. • Inspect the windscreen and wiper blades for chips, cracks, or excessive wear. • Check tyres for cuts, bulges, uneven wear, and verify they’re inflated to the correct pressure. • Confirm the security of the load, trailer, or any items stored on a roof rack, nothing should be loose or at risk of shifting. • Verify the presence of essential spares, such as a roadworthy spare wheel and a functional jack. Making these checks a daily habit helps maintain compliance and keeps your fleet running safely and efficiently. ## 6–8 Weekly Vehicle Inspection (incorporating DVSA recommendations) ### Internal Cabin Checks Before operating any fleet vehicle, it’s essential to conduct a thorough inspection inside the cab. These checks help ensure your comfort, safety, and compliance with legal requirements, especially important if you share your vehicle with other drivers, or if the vehicle has been recently maintained. Key areas to review inside the cab include: • Seat and mirror adjustments: Ensure the seat, headrest, and all mirrors are correctly positioned for clear visibility and comfort. You may need to readjust if another driver used the vehicle previously. • Seat belt: Inspect for wear or damage and confirm proper function. Fasten and release to check the locking mechanism. • Dashboard warning lights: Before starting your journey, turn the ignition and verify that all dashboard warning lights illuminate, then extinguish as expected. Watch for any persistent alerts indicating underlying issues. • Controls and visibility features: Test the operation of indicators, headlights, brake lights, horn, and windscreen wipers/washers to guarantee they’re working as intended. • Brakes and fuel: Confirm the parking brake engages and releases smoothly. Ensure there’s enough fuel for your planned route, and check for any unusual brake feel or noise. Completing these checks not only keeps you safe and legal but also helps prevent avoidable breakdowns or delays down the road. ### Engine Compartment • Belts and hoses • Battery and connections • Air and fuel filters • Exhaust system ### Undercarriage • Suspension components • Steering linkages • Brake components (drums, discs, callipers) • Exhaust system ### Brakes • Brake performance test (road test or using a brake tester) ### Steering • Steering play and response ### Tyres • Thorough inspection of all tyres, including sidewalls ### Lights and Signals • Function test of all lights and signals ### Bodywork • Check for any damage or signs of wear and tear ### Load Security • If applicable, check load securing equipment ## Photo placeholder ## Cleanliness for Effective Inspections Keeping vehicles clean and tidy isn't just about appearances, it plays a key role in facilitating thorough inspections and ongoing maintenance. Dirt and grime can hide developing faults such as fluid leaks, cracks, or wear on key components, making issues harder to spot before they become serious problems. A clean vehicle allows for easier identification of new damage, corrosion, or general wear and tear that could impact safety or compliance. Additionally, regular cleaning helps ensure that critical inspection points, such as lights, reflectors, undercarriage components, and braking systems, are easily accessible and visible. In the long run, maintaining a tidy vehicle not only supports efficient inspections but also contributes to prolonging the lifespan of your fleet and upholding DVSA standards. ## Equipment Storage and Organisation Proper storage of equipment is an often-overlooked aspect of keeping fleet vehicles road-ready. Ensuring all tools and loose items are securely stowed reduces the risk of injury during transit and makes daily checks quicker and more effective. • Use designated storage compartments or toolboxes to prevent loose equipment from moving around the cab or trailer. • Routinely tidy the cab area and remove unnecessary clutter, so it’s easier to spot new hazards or faults. • Secure all load-securing devices and emergency kits after use. • Regularly check that straps, nets, and brackets are properly fastened and free from damage. Taking time to organise and secure equipment not only promotes driver safety but also helps staff identify maintenance issues before they become a problem. ## Essential Equipment to Carry In addition to conducting thorough inspections, it's important to ensure each fleet vehicle is equipped with key items to support safety and compliance. The following should always be present: • Vehicle manual for reference while on the road • A compliant fire extinguisher suitable for vehicle use • Fully stocked first aid kit • Reliable torch or flashlight for low-light situations • Warning triangle (such as the AA or Halfords models) to provide advance notice in case of roadside emergencies Having these essentials on board not only helps drivers respond effectively to unexpected situations but also supports best practice in line with UK regulations. ## Trailer-Specific Checks (aligned with DVSA best practices) ### Coupling and Uncoupling Mechanisms • Check for proper operation and security ### Brakes • Check brake operation and adjusters ### Suspension • Inspect for any damage or signs of wear and tear ### Tyres and Wheels • Check tyre pressures, tread depth, and condition ### Lights and Signals • Check function of all lights and signals ## Record Keeping Maintain accurate and up-to-date records of all inspections. These records should include: • Date and time of inspection • Name of the person conducting the inspection • Vehicle registration number • Details of any defects found • Actions taken to rectify defects The image below showcases a portion of a completed 6–8 weekly HGV inspection carried out on Autocheck. ## Simplifying Inspections with Autocheck Autocheck is a user-friendly, cloud-based workshop and inspection system designed to streamline your vehicle maintenance processes. With a fixed monthly fee, you can: • Easily add an unlimited number of vehicles and users. • Create and customise digital inspection sheets specifically for 6–8 weekly checks, ensuring consistency and compliance with DVSA guidelines. • Conduct inspections on any device. • Capture images and videos of defects directly within the system. • Generate automated reports and notifications. • Track maintenance history and service schedules. • Improve communication and collaboration between drivers, mechanics, and management. By utilising Autocheck, you can significantly improve the efficiency and accuracy of your 6–8 weekly inspections. Our system helps you: • Reduce paperwork and administrative burden. • Minimise the risk of missed inspections or overlooked defects. • Improve vehicle uptime and reduce downtime. • Demonstrate compliance with DVSA requirements. ## Important Notes ### Defects Any defects found during the inspection must be rectified promptly. ### Professional Inspections For more thorough inspections, consider engaging a qualified mechanic or vehicle inspector. ### Legal Compliance Adhering to these inspection requirements is crucial for legal compliance and to avoid fines and penalties. By conducting regular and thorough inspections, and leveraging the power of Autocheck, you can help to ensure the safety and reliability of your HGVs, PSVs, and trailers, while also minimising the risk of breakdowns and costly repairs. Contact us today for a free demo and see how Autocheck can transform your business. By conducting thorough, regular inspections and using a purpose-built system like Autocheck, fleet operators can ensure their vehicles are always safe, compliant, and ready for the road. Contact us today for a free demo and discover how Autocheck can transform your inspection process. Visit Autocheck to digitise your inspection sheets ## See Autocheck in action A live walkthrough of how inspections, defect reporting and compliance record-keeping work together. Book a demo --- # New Operator Compliance Audit Guidelines URL: https://auto-check.uk/key-operator-compliance-audit-guidelines/ ←Back to blog # New Operator Compliance Audit Guidelines 25 Feb 2023 Photo placeholder ### 1.1 Purpose of Audits Operator licence holders must have systems ensuring the safe and legal operation of vehicles. Independent audits help identify compliance issues, and traffic commissioners may require these as proof of compliance to avoid regulatory actions. This guide outlines the requirements for acceptable audits. ### 1.2 Key Audit Guidelines Audits should be conducted by independent, qualified personnel. An ISO 9001:2015 certification is a good qualification indicator, though not required. Audits are often done in line with DVSA standards, and operators should verify that an audit provider’s process meets these needs. Generally, audits are conducted in person, but some elements may be reviewed remotely if auditors have access to relevant documentation. ### 1.2.1 Audit Evidence Requirements - Preferably, documents should be viewed in hard copy; otherwise, high-quality scanned images are acceptable. - Publicly accessible data (e.g., vehicle tax and MOT history) should be utilised. - Login credentials must remain secure and not shared with auditors. - Remote access can be provided at the operator’s discretion, and video conferencing can be used for remote verification. - Auditors should confirm the identity of key personnel before interviews and debriefs, which ideally include both a director/partner and the Transport Manager for standard licences. ### 1.3 Sample Sizes When checking vehicle and trailer records, the following sample sizes are appropriate: Photo placeholder When checking driver records, the following sample sizes are appropriate: Photo placeholder ## Standard Audit Framework with Autocheck Integration ### 2.1 Auditor and Audit Scope Audits should clearly outline the auditor’s qualifications and experience, describing the audit’s approach, evidence review, and individuals involved. For multi-licence holders, audits should specify which licence was reviewed and any operating centres visited. ### 2.2 Operator Business Profile The audit should verify key details like licence type and status, number of vehicles, compliance with VOL (Vehicle Operator Licensing) requirements, and employee count. It should also check for industry memberships (e.g., FORS, CLOCS) and review the operator’s key contracts. Autocheck Advantage: Autocheck helps maintain these records in a centralised system, offering easy access to data on drivers, vehicles, and compliance documents. ### 2.3 Management Structure and Processes Audits assess decision-making, driver employment contracts, driver assessments, and bonus schemes, ensuring they align with compliance standards. Checks are made to see if drivers are hired on a PAYE basis or through agencies, with appropriate employment contracts. Autocheck’s Role: Autocheck assists in maintaining driver information, making management oversight seamless. ### 2.4 Company Repute The audit examines any past convictions or pending actions related to directors, owners, or managers. ### 2.5 Operating Centre and Transport Manager Compliance Audits confirm the operator’s right to operate from their site, as well as the transport manager’s status and involvement in daily operations. ### 2.6 Driver Management Audits look into recruitment, induction, ongoing training, and policies for safety checks, drink and drug testing, and medical requirements. Driver qualification and licensing are closely monitored. Autocheck’s Role: Autocheck provides customisable inspection sheets, including driver checks and compliance monitoring. ### 2.7 Driver Hours, WTD, and Routing Compliance Audits assess compliance with driver hours and Working Time Directive (WTD) policies, analysing tachograph data, route planning, and safe navigation (e.g., avoiding restricted areas). Systems for tracking driver cards and compliance are reviewed. ### 2.8 Vehicle and Trailer Specifications Audits verify vehicle allocation, insurance, and whether vehicles are suitable for their intended jobs. Autocheck’s Role: Autocheck includes unlimited customisable DVSA compliant inspection sheets for daily driver checks, HGV MOT check, 6-8 weekly inspections, roller brake tester (RBT), plus more, helping operators meet compliance needs without added costs. ### 2.9 Maintenance Standards The audit reviews maintenance scheduling, inspection records, calibration certifications, and adherence to MOT and PMI requirements. Auditors check VOR (Vehicle Off Road) records, brake tests, and defect reports. Autocheck’s Role: Autocheck simplifies maintenance scheduling, document storage, and defect reporting with inspection sheets and storage options, ensuring all records are easily accessible and compliant. ### 2.10 Dangerous Goods and PSV Compliance (if applicable) Audits check dangerous goods safety protocols, vehicle tests, and driver certifications, as well as PSV (Public Service Vehicle) compliance requirements. ## AutocheckOverview Autocheck is a comprehensive, fixed-monthly-fee workshop and inspection system designed to simplify compliance for operators. With no per-user or per-vehicle fees, Autocheck provides unlimited customisable DVSA compliant inspection sheets from daily driver checks to 6-8 weekly inspections, RBTs, and more. This system centralises compliance documentation, enabling operators to efficiently track and meet DVSA standards across all vehicles and personnel. ### Interested in seeing howAutocheckcan work for your business? Book a call or schedule a demo to explore the system in detail. Or, if you'd like a deeper dive into Autocheck’s features, fill out our form to receive the Autocheck brochure and see how it will streamline your operations and compliance. Click Here For The Full DVSA Article ## See Autocheck in action A live walkthrough of how inspections, defect reporting and compliance record-keeping work together. Book a demo --- # DVSA Moving to a Digital First Approach URL: https://auto-check.uk/dvsa-moving-to-a-digital-first-approach/ ←Back to blog # DVSA Moving to a Digital First Approach 25 Feb 2023 Photo placeholder ### Transitioning to a Digital-First Approach in Heavy Vehicle Testing The DVSA is committed to modernising its services to enhance efficiency and better meet the needs of the heavy vehicle industry. As part of an ongoing digital transformation, theManage Your Vehicle Testing(MyVT) service has been successfully rolled out, providing ATFs and pre-funded account holders with a comprehensive digital platform to manage their transactions. This update outlines the process behind the development of this new service, created in collaboration with industry partners, and details the next steps for heavy vehicle testing in the digital sphere. ### Transitioning Customers to Digital Accounts The objective of the digital transformation initiative has been to provide a more efficient and user-friendly platform for vehicle testing services. By introducing the MyVT platform, the DVSA has significantly improved the overall user experience, providing access to real-time data and clearer transaction management. Last year, all pre-funded account holders successfully migrated from their old accounts to the MyVT service. While the transition process initially presented some challenges, the platform is now operating smoothly, and users have begun to see the benefits. The real-time transaction data and enhanced ability to analyse testing outcomes, particularly in understanding vehicle test failures, are among the improvements. Over time, this valuable information will be shared with the wider industry. ### Real-Time Access to MOT Certificates One of the significant advancements brought about by the new MyVT service is the ability to access MOT test results in real-time. Upon completion of an annual MOT test, results are instantly available via the MOT history service, allowing users to view and download pass certificates immediately. Currently, certificates from 2021 onwards can be downloaded from the MOT history service, with vehicle and trailer test histories available from 2018. ### Moving to Digital Certificates for HGV and PSV Testing With the introduction of digital certificates through the MOT history service, the DVSA aims to discontinue the printing of paper pass certificates at the time of testing. TheMOThistory service provides a comprehensive digital record for each vehicle, ensuring the most up-to-date and secure way to verify MOT history, reducing the need for paper documentation. From 29 April this year, MOT pass certificates will no longer be printed by default. In most cases, a physical copy is unnecessary, as the digital version is accessible online. Operators are encouraged to check the MOT history service to review certificate details and any advisory notes. In exceptional cases, such as limited access to the internet, the Vehicle Standards Assessor (VSA) will still be able to print a copy upon request. For the time being, failure certificates will continue to be issued in paper format. The DVSA is considering moving to a digital format for these as well and is open to feedback from the industry on this matter. Any potential changes will be communicated in due course. Photo placeholder ### Adopting Digital Record Keeping Operators are encouraged to consider how their businesses can adopt the digital approach, especially if they have not already begun accessing MOT certificates online. While there are requirements associated with operator licences, in nearly all cases, a physical paper certificate is no longer needed. The digital records available online will suffice if requested by the DVSA or traffic commissioners. The DVSA is working closely with industry stakeholders, testing staff at ATFs, and enforcement colleagues to ensure all parties are fully informed about the changes. Until the digital process is fully integrated, printed MOT certificates will continue to be issued where necessary. Relevant publications, such as theInspection ManualandGuide to Maintaining Roadworthiness, are being updated to reflect the shift towards digital services. The DVSA has also engaged with the Traffic Commissioners to ensure they are aware of these changes and the ability to access vehicle records digitally. In some circumstances, such as when vehicles are used for international journeys, it may still be useful to print a certificate from the MOT history service. ### Future Developments in Digital Vehicle Testing The DVSA is working towards a fully digital process across vehicle testing services. This includes plans to make "Ministry Plates" more accessible online, eliminating the need for their physical display on vehicles. Updates on these developments will be provided as further progress is made. ### Modernising the Vehicle Testing Service This transition to digital services is a significant change for some in the heavy vehicle industry. However, it is a necessary step towards delivering a modern, efficient, and environmentally friendly vehicle testing service. Leveraging available technology ensures the service continues to meet the evolving needs of the industry. This digital-first approach aligns with the DVSA’s broader vision for 2030, which also includes extending similar changes to the light vehicle MOT testing scheme. Any questions or concerns about these changes, including specific cases where paper copies may still be required, can be directed to the DVSA. See the original artcile on the .gov website ## See Autocheck in action A live walkthrough of how inspections, defect reporting and compliance record-keeping work together. Book a demo