How to apply for a new Operator Licence online

While the process is fairly straightforward, applying for a new Operator Licence is also lengthy and demands your full attention, attention to detail and absolute honesty — any errors or omissions can lead to delays or even rejection. This guide takes you through every stage of the online application. If you would rather we handled it for you, our Operator Licence application service manages the whole process from a single fixed fee.

Step 1: Create your account

Enter the required information to set up your account (or sign in if you already have one). Specify your business type; for everything except a Sole Trader, keep the Companies House or Charity Commission website open in another tab so the organisation name matches exactly — copy and paste rather than type. After agreeing to the Terms & Conditions, click Create Account. Check your inbox (and junk folder) for two emails, follow the link in the second, sign in and create a new password of at least 12 characters including letters and numbers. A 'Password Updated Successfully' screen confirms your account is ready — then click Apply for a new licence.

Step 2: Choose the type of licence

Make two selections first: your location (Great Britain or Northern Ireland) and your vehicle type (Goods Vehicle / HGV, or Public Service Vehicle / PSV). You then choose the specific licence — Standard National, Standard International or Restricted. If you select Standard International you will be asked whether you will only operate light goods vehicles; choose accordingly for vehicles over 3,500kg. Choosing the correct licence type is essential for compliance, so consider the scope of your operations carefully.

Step 3: The 14 application sections

You are then presented with the full menu of 14 sections, each of which must be completed to submit. As you finish each one, its status updates to a green 'Complete'. Use Save and Continue or Save and Return to Overview — you can log out and resume at any time, so there is no need to complete everything in one sitting. The key sections are:

1. Business details — company name, nature of business, registered number, trading names and addresses; copy and paste from Companies House to match exactly.
2. Addresses — correspondence and (optional) establishment address. Double-check your email, as much of the process is handled by automated emails.
3. Directors — full name and date of birth for every director, matching Companies House. Each must be of good repute.
4. Operating centres and authorisation — add each centre with proof of authorisation and planning permission; declare HGV, light goods and trailer numbers, plus any UK Licence for the Community documents. A Google Maps boundary image is good practice.
5. Financial evidence — prove access to the required funds (for example, around £12,500 for two vehicles). Bank statements must be in the applicant's name, cover the 28 days before submission and show itemised opening and closing balances; explain any large deposits.
6. Transport Manager — required for a Standard Licence only. Enter your Transport Manager's name, date of birth and email so they receive a prompt to complete their part.
7. Vehicle details — add VRM and registered gross weight now, or later; apply for a small margin (e.g. 3 spaces for 2 vehicles) to allow for emergency hire.
8. Safety and compliance — set inspection intervals (6 weeks is generally recommended), state how you analyse tachograph data, name your safety inspector (ideally under a GV79 contract) and declare your maintenance arrangements.
9. Financial history — disclose any bankruptcy, IVA, liquidation, receivership, administration, CVA or director disqualification for everyone named.
10. Licence history — declare existing, refused, revoked, suspended or curtailed licences and any past Public Inquiry involvement.
11. Convictions and penalties — full disclosure of relevant convictions for all named parties; consult the GV79G guidance and disclose if in doubt.
12. Review and declarations — review every answer, then sign the declaration accepting the undertakings and conditions of the licence.

Repute is central to several of these sections. Disclosing a past issue does not automatically disqualify you, but failing to disclose can lead to refusal — so be transparent and provide explanations where needed.

Step 4: Review, declarations and undertakings

Before signing, review your entire application — this is your last chance to correct anything. By signing you legally affirm that your statements are correct, that you have the experience and training to hold a licence, and that you will notify the Traffic Commissioner of any relevant convictions or material changes (such as losing your Transport Manager) before a decision is made. You also accept the core undertakings: observing all driving and operating laws; keeping proper drivers' hours and tachograph records; keeping vehicles fit and serviceable with inspection records retained for 15 months; ensuring drivers report defects in writing; and not exceeding authorised vehicle numbers at each operating centre. You can sign online via GOV.UK One Login (with identity verification using a biometric passport) or print and return the declaration to the Central Licensing Office at OTC Leeds, Quarry House, Quarry Hill, Leeds, LS2 7UE.

Step 5: Pay the fees

The final step is payment. The fees are £257 for the licence and an additional £68 if you apply for an interim licence (which lets you begin operating while the full application is reviewed, though it is not guaranteed). Card payments are accepted, and refunds are not available whether or not your application succeeds. After paying, you can upload supporting documents — newspaper advert images, 28-day bank statements, a Google Maps image of the operating centre boundary, and any letter of authorisation or lease — using clear, descriptive filenames such as 'Bank_Statement.pdf'.

Need help with your application?

You are not alone in this process. If you would prefer expert hands to manage it, we can prepare and submit the whole application, source and vet your Transport Manager, and handle the newspaper advert. Learn more about our Operator Licence application support, or simply contact us for advice.