Facing a Public Inquiry is daunting, but early, thorough preparation is the key to the best possible outcome. This expert guide walks you through every step, from the moment your invitation arrives to attending the hearing itself.
Facing a Public Inquiry (PI) can be a daunting experience for any operator, applicant or transport manager. As senior consultants with years of experience navigating Traffic Commissioner hearings, we understand the anxieties involved. This guide provides a clear, compelling roadmap to prepare effectively — and remember, Fleet Transport Consultants are here to guide you every step of the way.
The first and most critical step is to verify that your email and mailing address on the Vehicle and Operator Licensing (VOL) system are absolutely accurate. The Traffic Commissioner's office uses the correspondence address on your licence to send vital notifications — including your PI invitation. We have seen licences lapse because an operator never received their invitation, and the Commissioner proceeded in their absence and revoked the licence. Don't let a simple administrative oversight jeopardise your livelihood.
Once your invitation arrives, do not rush through it. Find a quiet space and dedicate ample time to read and understand every detail. The letter explains precisely why the inquiry is being held, the legislation it has been called under, and the evidence the Traffic Commissioner will consider. Make detailed notes of all key dates, requested documents and specific concerns — this invitation is the foundation of your case.
A Public Inquiry is a formal tribunal hearing, with the Traffic Commissioner as decision-maker. It is not a casual meeting; it is a legal process with significant implications for your licence and reputation. There is no Legal Aid for representation, and no duty solicitors are present, so seeking independent advice as soon as possible is paramount. As soon as you receive notification, contact Fleet Transport Consultants — even a free initial phone call can help you take the correct first steps.
The letter advising you of the hearing will include specific directions, and certain documents are usually required in advance. This "case bundle" — emailed, posted or made available via an official cloud portal — contains the evidence the Commissioner has already considered. Get hold of it without delay and review it thoroughly to prepare your defence.
This is where the rubber meets the road. Systematically gather all evidence relevant to the points raised in your invitation — commonly vehicle maintenance records and evidence of compliance with drivers' hours. Organise everything clearly, logically and comprehensively, ensuring every document directly addresses a point the Commissioner is considering.
Decide whether you need formal representation or simply help preparing your case. Any party can ask for a representative: a qualified advocate (Counsel, or in Scotland a member of the Faculty of Advocates) or a solicitor. Anyone else, including a transport consultant, can only speak with the Traffic Commissioner's prior agreement. We can represent you or help you prepare — if you choose representation, pass the calling letter to your representative as soon as possible and notify the Office of the Traffic Commissioner.
If you know of areas where your operation has fallen short, take immediate action to rectify them and start building evidence of those improvements. Prepare a comprehensive statement that directly addresses every point raised in your call to inquiry, articulating the steps you have taken to ensure future compliance. Remember: the Commissioner is concerned with your position at the date of the inquiry.
Send any document or evidence to the relevant Office of the Traffic Commissioner within the stated time period, so there is sufficient time for it to be considered. Set aside dedicated time — at least 3–4 hours — and label files meaningfully (for example, "Wheel Re-torque Logs" rather than "tyre log"). If documents are not received in accordance with instructions, the Commissioner may decide not to take them into account, which could harm your case.
It is common to receive further requests from the case worker or nominated examiner before the inquiry. Respond promptly and provide any additional evidence requested — timeliness and thoroughness demonstrate your commitment to addressing the concerns.
Unless told otherwise, aim to arrive at least one hour before the inquiry starts. Bring the correspondence informing you of the inquiry, any case papers and photographic identification. Register with the Public Inquiry Clerk and switch off your mobile phone before entering. Address the Commissioner as "Commissioner" (or Sir/Madam). Evidence is not given under oath, but you must tell the truth at all times — failing to do so could lead the Commissioner to find you are not of good repute, and giving false evidence could be referred to the police.
Don't face the Traffic Commissioner alone. Contact us today for a confidential discussion about your specific situation and let our experienced team help you prepare a compelling case.
Book a free, no-obligation consultation and we'll talk through exactly what your fleet needs — no pressure, no jargon.
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