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Our detailed DVSA-style compliance audit covers all critical aspects of your operation to ensure full adherence to regulations and help you maintain a strong OCRS score. Explore the key areas we meticulously review:
Ensuring details are accurate on Government websites, including your Vehicle Operator Licence (VOL) and Companies House checks, is fundamental to compliance.
A legal entity is a person or organisation recognised by law as having its own rights and responsibilities. In the UK, common types include companies, partnerships, trusts, and charities.
The most common legal entity in the UK transport sector is a company. A company is a separate legal person from its owners, meaning it can own property, enter contracts, and sue or be sued in its own name. Companies are also subject to specific laws and regulations.
Partnerships, another common legal entity, involve a business owned by two or more people. Unlike companies, partnerships are not separate legal entities from their owners, making partners personally liable for the partnership's debts and obligations.
Our audit includes checking your business's status, directors, and any changes against the Companies House register. This rigorous verification helps us ensure the accuracy and validity of your business entity, a crucial aspect of your compliance.
We review evidence supporting your designated Operating Centres, including locations and the number of vehicles per centre, ensuring they meet regulatory standards.
An operating centre for a UK transport business is the primary location where goods vehicles are typically kept when not in use. This can be a depot, warehouse, or even a customer's premises. When applying for an operator's licence, you must provide the address(es) of your proposed centre(s) and details of the trailers and vehicles to be kept there. Your operating centre must demonstrate that it is:
The Traffic Commissioner must be satisfied that your operating centre(s) are suitable before issuing an operator's licence. Key considerations when choosing an operating centre include:
It is crucial to select an operating centre that is both suitable for your operational needs and fully compliant with all regulations. If you are unsure where to start, seeking advice from the DVSA or a transport consultant can provide invaluable guidance.
We assess the availability, quality, and rigorous checks in place to ensure your vehicles are roadworthy and safe.
Preventive Maintenance Inspections (PMIs) are vital for identifying potential equipment problems before they cause costly failures. These inspections are typically scheduled based on manufacturer recommendations or the equipment's operating history.
The numerous benefits of performing regular PMIs include:
During a PMI, a technician meticulously follows a comprehensive checklist. This checklist typically covers items such as:
Should any issues be found during a PMI, the technician will take immediate steps to rectify them, which may involve repairing the equipment, replacing a faulty part, or adjusting a setting.
PMIs are a critical part of any effective equipment maintenance programme. By performing regular PMIs, you can significantly prevent equipment failures, minimize downtime, and extend the operational life of your fleet.
For more about PMIs, visit our dedicated page.
We review the systems in place for drivers to perform essential walkaround checks and report defects, ensuring daily roadworthiness.
HGV driver walkarounds are a mandatory safety check that drivers must conduct before each journey. These checks are specifically designed to identify any potential issues with the vehicle that could compromise its safety on the road.
The comprehensive checks cover the entire vehicle, including any attached trailer. Drivers are required to carefully assess both interior and exterior components that can be safely inspected. Key items to check include:
If any problems are identified during the walkaround, the driver must *not* operate the vehicle until the issues have been rectified. Drivers are also legally obligated to record the results of their walkaround and report any defects to their employer.
The DVSA (Driver and Vehicle Standards Agency) routinely conducts roadside checks on HGVs. Drivers can be stopped and prevented from continuing their journey until defects are fixed, or they may face fines. Driver walkarounds are therefore a crucial part of maintaining HGV safety on the road. By diligently performing these checks, drivers significantly contribute to preventing accidents and ensuring the safety of themselves and other road users.
For a comprehensive list of things to check during a driver walkaround, click here.
We examine the system in place to report defects and ensure a robust closed-loop process that guarantees all issues are promptly fixed.
Driver defect reporting is the critical process of documenting and reporting any faults discovered on a Heavy Goods Vehicle (HGV) during the mandatory daily walkaround check. This is a legal requirement for all HGV drivers operating in the UK.
The primary purpose of driver defect reporting is to ensure that HGVs remain safe to drive and that any identified defects are rectified as quickly as possible. Unreported defects pose a serious risk to the safety of the driver, other road users, and pedestrians.
Drivers are required to carry out a comprehensive daily walkaround check of their HGV before commencing their journey. This check should include a thorough inspection for any obvious defects, such as:
If any defects are found, the driver must report them immediately to their employer or the person responsible for HGV maintenance. The defect must also be officially recorded on a vehicle defect report form.
Crucially, the driver must *not* operate the HGV until the defect has been rectified. If the defect is deemed dangerous, the driver must stop the vehicle immediately and not drive it until it is safe to do so.
Drivers who fail to perform daily walkaround checks or neglect to report defects can face fines from the Driver and Vehicle Standards Agency (DVSA), and in severe cases, may even be disqualified from driving. Adhering to these responsibilities is vital for all HGV drivers to ensure their own safety and that of everyone else on the road.
We meticulously review your maintenance facilities or contracts with third-party service providers, ensuring compliance and quality workmanship.
The DVSA issues comprehensive guidelines for both in-house and third-party maintenance facilities, designed to ensure all vehicles are maintained to the highest standards and are safe for road use. These guidelines cover a wide range of topics, including:
If you are considering using a maintenance facility, it is paramount to verify their adherence to DVSA guidelines. You can typically do this by requesting their DVSA inspection report or by contacting the DVSA directly.
Key points of the DVSA guidelines for maintenance facilities emphasize that:
In our detailed compliance audits, Fleet Transport Consultants (FTC) places significant emphasis on how effectively operators manage and communicate with third-party service providers for services such as inspections, tyre repairs, and other essential maintenance tasks. Our audit specifically examines:
By focusing on these crucial areas, our audits empower operators to establish robust control and communication mechanisms with their third-party service providers, ensuring all maintenance and repair work consistently meets necessary standards and supports overall compliance and safety.
We review your systems for measuring fuel and AdBlue usage, ensuring environmental compliance and efficient operation.
AdBlue is a solution of urea and deionized water, essential for reducing emissions from diesel engines. It is a key component of Selective Catalytic Reduction (SCR) technology, widely used in many HGV vehicles. SCR technology functions by injecting AdBlue into the exhaust stream, where it reacts with nitrogen oxides (NOx) to convert them into harmless nitrogen and water.
The use of AdBlue is critical in the UK as it significantly contributes to reducing air pollution. NOx emissions are a major pollutant, linked to various health problems including respiratory issues, heart disease, and cancer. By minimizing NOx emissions, AdBlue actively helps improve air quality and protect public health.
Furthermore, AdBlue is vital for meeting European Union emission standards. The EU has established stringent emission standards for diesel vehicles, and AdBlue is a core technology enabling compliance. By utilizing AdBlue, HGV operators ensure their vehicles adhere to these crucial EU standards.
Proper control and management of AdBlue are also paramount in the UK. AdBlue is a hazardous substance, requiring safe handling and storage. The UK government has enacted regulations concerning AdBlue handling and storage, which all businesses using AdBlue must rigorously follow.
In summary, the correct usage and control of AdBlue in HGV vehicles are indispensable in the UK. They contribute to reducing air pollution, complying with European Union emission standards, and ensuring the safe handling and storage of this important substance.
We assess the effectiveness of your wheel security systems and tyre management policy, crucial for vehicle safety and compliance.
Here is a sample wheel and tyre policy for your HGVs, highlighting best practices:
All HGVs must be fitted with tyres that are in excellent condition and fully meet all legal requirements.
The following procedures should be rigorously followed to ensure all HGVs maintain safe and well-maintained tyres:
The following critical records must be meticulously kept:
This is a sample policy and should be adapted to meet the specific and unique needs of your business to ensure optimal safety and compliance.
We review your load security practices to ensure maximum safety for goods in transit and full compliance with UK regulations.
Here is a sample load security policy for your HGVs in the UK:
This policy outlines the stringent requirements for load security on all HGVs operated by [Company Name]. Its purpose is to ensure all loads are transported safely and securely, in strict accordance with all applicable laws and regulations.
The primary responsibility for load security rests with the driver. However, all employees involved in the loading or unloading of HGVs must be thoroughly familiar with this policy and take all necessary steps to ensure loads are secured safely.
All loads must be secured in accordance with the following critical procedures:
All load restraint equipment must be in excellent condition and used strictly in accordance with the manufacturer's instructions.
All drivers and loading/unloading staff must receive comprehensive training in load security procedures.
All HGVs must be regularly inspected to ensure they are in good condition and that load restraint equipment is in proper working order.
All load security inspections and checks must be meticulously recorded for audit purposes.
All employees must strictly comply with this policy. Any employee failing to comply may be subject to disciplinary action.
This policy will be reviewed annually to ensure its continued effectiveness and alignment with current regulations.
This is a sample policy that you should adapt to meet the specific requirements and unique operations of your business, ensuring optimal load safety and compliance.
We review your site security and vehicle key management practices, crucial for protecting your fleet from unauthorised access and use.
Security and vehicle key management encompasses the procedures and practices designed to protect HGVs and their keys from unauthorised access and use. The DVSA (Driver and Vehicle Standards Agency), the UK government agency regulating driving and vehicle licensing, publishes guidelines on various aspects of driving and vehicle safety, including security and vehicle key management.
The DVSA guidelines recommend that employers implement several measures to protect their vehicles and keys, including:
The DVSA also advises employers to conduct regular risk assessments to identify potential security threats and ensure appropriate security measures are actively in place.
These DVSA guidelines for security and vehicle key management are designed to help employers safeguard their vehicles and keys from theft and unauthorised use. By diligently following these guidelines, operators can significantly reduce the risk of vehicle theft and protect their employees from its potentially severe consequences.
Here are some additional, actionable tips for enhancing your security and vehicle key management:
We review your Continuing Professional Development (CPD) for operators, CPC Training, and general driver training to ensure your team remains competent and compliant.
CPD, or Continuing Professional Development, is a crucial process of lifelong learning that helps professionals maintain and enhance their skills and knowledge. For vehicle licence operators in the UK, CPD is essential to stay abreast of industry changes and consistently deliver a high standard of service.
Vehicle licence operators can engage in CPD through various methods, including attending training courses, reading industry-specific books and articles, or networking with other professionals. CPD can also be informal, such as staying updated with industry news or engaging in discussions with customers.
The required amount of CPD varies based on an operator's role and experience. However, most operators should aim for at least 30 hours of CPD annually.
CPD offers significant value, enabling vehicle licence operators to improve their skills and knowledge, adapt to industry developments, and consistently provide excellent service.
Here are some examples of beneficial CPD activities for vehicle licence operators:
Driver CPC is mandatory training for all HGV drivers in the UK. This training is specifically designed to ensure drivers' skills and knowledge are current, thereby enhancing overall road safety. It covers a broad range of topics, including advanced driving theory, practical driving skills, and crucial health and safety protocols.
HGV drivers are required to complete 35 hours of CPC training every five years. This training offers flexibility and can be undertaken through various formats, including classroom-based courses, e-learning modules, and distance learning programs.
Drivers who fail to complete the mandatory CPC training may face fines of up to £1,000 and could also be disqualified from driving HGVs.
Completing CPC training offers significant benefits, helping drivers to:
For HGV drivers, ensuring timely completion of your CPC training is paramount. This training not only contributes to your safety on the roads but also significantly bolsters your career opportunities.
We review your driver licence checks, points, and risk management systems to ensure all drivers are fully compliant and fit for purpose.
The Driver and Vehicle Standards Agency (DVSA) is tasked with ensuring the safety and competence of drivers in the United Kingdom. They perform a range of crucial checks on drivers, including:
The DVSA also conducts roadside checks at any time. Drivers can be stopped and requested to provide proof of identity, driving licence, and vehicle insurance. Vehicle checks may also be performed, including inspections for defects, overloading, and illegal modifications.
If the DVSA identifies any issues with a driver or their vehicle, they can take action, which may include:
The DVSA is dedicated to maintaining road safety, and their comprehensive checks on drivers and vehicles are instrumental in achieving this. Drivers must be aware of the checks the DVSA performs and ensure they are always compliant with the law.
In addition to DVSA checks, drivers should also be aware of other potential checks:
Drivers must be fully informed about all potential checks and ensure they remain compliant with all legal requirements.
We assess your driver and vehicle card downloads and contingency planning, critical for robust driver hours management.
The Driver and Vehicle Standards Agency (DVSA) dictates the maximum daily and weekly driving hours for HGV drivers. These rules are rigorously enforced to prevent driver fatigue and ensure the safety of both drivers and other road users.
The best practice for managing driver hours involves utilizing a digital tachograph. This device precisely records the driver's work and rest periods, enabling effective journey planning and ensuring that drivers do not exceed permitted hours.
Drivers are also required to take regular breaks. A break of at least 45 minutes must be taken after driving for 4.5 hours. Additionally, an 11-hour break is required after 14 hours of driving.
It is important to note that the DVSA routinely conducts checks on drivers and their work hours. Any breach of the rules can result in penalties.
Here are some of the best practices for managing driver hours for HGV drivers, as per DVSA guidelines:
By adhering to these best practices, you can ensure compliance with DVSA rules and contribute significantly to overall road safety.
We review your tachograph reporting and record keeping, ensuring full adherence to the Work Time Directive for HGV drivers in the UK.
The Driver and Vehicle Standards Agency (DVSA) is the UK government agency responsible for regulating drivers, vehicles, and driving standards. The DVSA sets out best practices for managing work time for HGV drivers in its comprehensive guidelines.
The DVSA guidelines recommend that HGV drivers should:
The DVSA also strongly recommends that HGV drivers should:
The DVSA guidelines are designed to rigorously protect HGV drivers and all other road users from the serious dangers of fatigue. By diligently following these guidelines, HGV drivers can help ensure they are fit to drive and are not posing risks to themselves or others.
Here are some additional tips for effectively managing work time for HGV drivers:
We examine any previous actions on file, including Public Inquiries (PIs) or Preliminary Hearings (PGs) and associated sanctions recorded on your OCRS.
The Traffic Commissioner can issue various types of notices to operators, depending on the specific circumstances. Some of the most frequently issued notices include:
The Traffic Commissioner may also issue other types of notices depending on specific circumstances. For more detailed information, please refer to the DVSA website.
For more about roadside checks and notices, click here. For more about public inquiries, click here.
"Words fly away, but writing remains." At Fleet Transport Consultants (FTC), we recognize that effective communication is critical to maintaining compliance and fostering a robust culture of safety within any transport operation. Our audits thoroughly review communication practices at all levels, ensuring clarity and accountability.
Our audit includes:
For every communication channel, we meticulously look for a comprehensive paper trail that unequivocally demonstrates the operator's proactive approach to mitigating risk and actively driving a compliance culture within the organization. By ensuring all communication is diligently documented and traceable, operators can effectively manage compliance, enhance operational integrity, and provide irrefutable evidence when required.
As the saying goes, "the devil is in the detail." At Fleet Transport Consultants (FTC), the operator licence forms the cornerstone of our compliance audits for HGV and PSV operators. We meticulously examine the accuracy and validity of the licence, focusing on every critical detail to ensure full adherence to regulatory requirements.
Our comprehensive audit includes:
This comprehensive review provides invaluable insights into the alignment and engagement of directors and transport managers with this crucial aspect of their operating model. Our detailed approach ensures that all facets of the operator licence are thoroughly assessed, reinforcing compliance, minimizing risk, and strengthening overall operational integrity.
We verify that all relevant vehicle documentation and plates are present and valid, ensuring legal operation and readiness for inspection.
Operating HGVs in the UK requires a comprehensive set of documents to ensure legal compliance and road safety. These include:
In addition to these core documents, HGV drivers may also be required to carry other essential documents, such as a tachograph card or a vehicle excise duty (VED) disc. Ensuring all documentation is current and accessible is vital for smooth operations and avoiding compliance issues.
We review your Health & Safety policies and risk assessments, ensuring a safe working environment and compliance with all relevant legislation.
For an HGV freight business, robust health and safety policies and comprehensive risk assessments are not just good practice, they are essential for protecting your employees and operations. Key areas that should be in place include:
Furthermore, for HGV freight businesses transporting hazardous materials, additional specific measures are required to protect employees and the public. These include:
By implementing these critical steps, HGV freight businesses can effectively ensure the safety of their employees, the public, and the environment, maintaining the highest standards of operational safety.
We review your Human Resources policies, including company handbooks, contracts, and disciplinary processes, to ensure full compliance with UK employment law.
In the UK, companies have fundamental HR/ER (Human Resources/Employee Relations) obligations that must be met. These minimum requirements include:
Companies failing to comply with these critical obligations may face significant fines or legal action in court/tribunals. Our audits help ensure you meet these requirements, safeguarding your business.
We assess how secure and compliant customer and colleague data is in your company's possession, ensuring adherence to UK GDPR.
The UK General Data Protection Regulation (UK GDPR) is the UK's implementation of the EU General Data Protection Regulation (EU GDPR). It applies to all organizations processing personal data of individuals located in the UK, regardless of the organization's base.
The UK GDPR outlines several critical obligations for organizations processing personal data, including:
The UK GDPR also grants individuals several rights, including the right to:
Organizations failing to comply with UK GDPR can face severe sanctions, including fines of up to £10 million or 4% of global turnover (whichever is greater). Given the complexity of this legislation, organizations should seek professional advice to ensure full compliance and protect their operations.
"Have sound Policies, then Procedures will follow." At Fleet Transport Consultants (FTC), we thoroughly review the policies an operator has in place to ensure they are not merely theoretical documents but are effectively implemented and robustly enforced. We ensure your policies translate into compliant daily operations.
Here is a list of essential policies we meticulously check during our audit, along with some additional suggestions for a comprehensive compliance framework:
By ensuring these policies are comprehensive, up-to-date, actively communicated, and effectively implemented, we help operators maintain the highest standards of compliance and operational integrity. This proactive approach transforms policies into practical safeguards for your business.
"Excellent service all around, the audit helped us massively to identify areas of improvement. The FTC have been working alongside us as a partner and supporting us on an ongoing basis."
"Working alongside Zed & Andre is a pleasure. The compliance audit was a wake-up call and they quickly supported us to sort all the areas. They are a highly efficient and proactive organisation, highly recommended."
"We approached the Fleet Transport Consultants and Zed has been instrumental in ensuring we are compliant in all aspects of our transport operation. We have an ongoing long-term relationship that ensures support when we need it, real peace of mind."
"We commissioned the FTC to perform a compliance audit. Highly professional organisation. We were furnished with an audit and a gap analysis / action plan that helped us massively."
This comprehensive audit provides a 360-degree view of your compliance levels, helping you identify and address any weaknesses before they become costly problems.