01135348006
Guide to Maintaining Vehicle Roadworthiness
GTMRW
Guide to maintaining roadworthiness.
Commercial goods and public service vehicles
Keeping Britain moving, safely and sustainably
1. Introduction 7
1.1 About this guide 7
1.2 What this guide contains 10
1.3 Getting it right 11
1.4 Types of inspections and checks 12
1.5 Key points of a good maintenance system 14
2. Responsibilities for roadworthiness 19
2.1 Roadworthiness inspections 21
3. Daily walkaround checks 23
3.1 A system of reporting and recording defects 24
3.2 Drivers’ responsibilities 27
4. Regular safety inspections, first use inspection and intermediate safety checks 31
4.1 Inspection scope and content 32
4.2 Safety inspection intervals 34
4.3 Case studies 37
4.4 Safety inspection report forms 39
4.5 Ad hoc safety inspection intervals 40
4.6 Electronic capture and storage of safety inspection data 40
4.7 Safety inspectors 46
4.8 Use of assistants 46
4.9 Authority to remove or reinstate a vehicle 46
4.10 Vehicle cleanliness 47
4.11 Duties of staff 47
5. Safety inspection and repair facilities 49
5.1 Safety inspection facilities 50
5.2 Tyre management system 51
5.3 Braking performance assessment 52
5.4 Electronic braking performance monitoring (EBPMS) 55
5.5 Vehicle emissions and fuel management 58
5.6 Advanced Driver Assistance Systems 60
5.7 PSV Automatic vehicle location systems 62
5.8 Vehicle body repairs 62
5.9 Accessibility (PSV) 63
5.10 Quality standards recognition 64
5.11 Contracted out arrangements 64
5.12 Drawing up a contract 64
5.13 Contract limitations 65
5.14 Visiting agents 65
5.15 Roadside safety inspections 65
5.16 Planning a safety inspection programme 66
6. Monitoring 69
6.1 Monitoring of drivers’ daily checks 70
6.2 Annual test results 71
6.3 Operator compliance risk score 72
6.4 British standards 72
6.5 Vehicle safety recalls 73
6.6 PSV reportable incidents (PSV112) 74
6.7 DVSA Earned Recognition scheme 75
Annexes 77
1 Enforcement of the operator licensing scheme 78
2 Where to get additional help 82
2.1 Technical support 82
2.2 Training 82
2.3 Saving fuel and protecting the environment 83
2.4 Fault finding 83
2.5 Publications 83
3A Example of a driver’s vehicle defect report (goods vehicles) 84
3B Example of a driver’s vehicle defect report (PSV) 85
3C Example of a driver’s vehicle defect report (light goods vehicles) 86
4A Example of a safety inspection (HGV & Trailer) 87
4B Example of a safety inspection record (PSV) 91
4C Example of a safety inspection (LGV) 95
4D Example of a safety inspection (Small trailer ≤ 3.5t) 99
5 Example of a maintenance contract 102
6 Specimen maintenance planner 106
7 Useful addresses 107
8 HGV Walkaround 110
9 PSV Walkaround 111
Guide to maintaining road worthiness
1. Introduction
1.1 About this guide
The Driver and Vehicle Standards Agency (DVSA) has produced this guide in collaboration
with key industry stakeholders to explain the responsibilities and systems involved in
maintaining vehicles in a roadworthy condition, regardless of operating conditions, fleet
size or vehicle type. The procedures and systems explained in this guide are useful
for operators, drivers and all those who are responsible for operating, maintaining or
providing commercial goods and passenger carrying vehicles. The general principles
could equally apply to light goods and passenger vehicles below the operator licensing
thresholds and for vehicles that are otherwise exempt.
Best practice
It is not enough to rely on a maintenance system alone, because this cannot ensure
that vehicles are roadworthy. To ensure best practice, you will need to combine good
quality maintenance practices and skills with supervision and effective management
of the system.
• Where the guide says you must do something, it is a direct legal requirement
set out in legislation, something that is required under Road Traffic law, Health
and Safety legislations, or the legal undertakings to the Traffic Commissioner for
your operator licence.
• Where the guide says you should do something, it is best practice and, while you
are not required to do it, it is strongly recommended that you do unless you can
demonstrate that an alternative approach provides a similar level of compliance.
• The Upper Tribunal, that is the Traffic Commissioners' appeal court has approved of
this guide for managing maintenance.
New vehicle operators
If you are a new operator, you will find practical advice on how to devise, install and
monitor a system for ensuring roadworthiness. If you follow the advice given in this guide,
you can make sure you are complying with the law and that your compliance can be
monitored and controlled.
Keeping Britain moving, safely and sustainably
Guide to maintaining road worthiness
Experienced vehicle operators
If you are an established or experienced vehicle operator, you will be able to use this
guide as a benchmark to assess whether your systems are sufficiently comprehensive
or should be reviewed and improved in order to maintain compliance. This guidance
applies to you whether you carry out your own maintenance, contract out maintenance
or do a combination of both. DVSA do not specifically define a new or experienced
vehicle operator because what constitutes an experienced operator could vary.
However, we do make suggestions as to what could make an experienced operator:
• If you have been trading under this licence or a previous licence for more than
three years
• If you have been trading under this licence for more than 1 year, and you have been
visited by a DVSA inspector and been approved as satisfactory
• If your company has been trading under this licence for a length of time such that you
can prove that your roadworthiness process is effective and fully established
• If you can demonstrate suitable evidence proving your experience when questioned
by DVSA or the Traffic Commissioner. This could be a combination of staff experience
and skills, maintenance procedure experience and substantial defect reports/data
Roadworthiness definition
Roadworthiness means - complying with the appropriate vehicle construction, road
safety, environmental and operating standards required by the law in the UK.
For a driver and operator, it is a criminal offence to use an unroadworthy vehicle
on the road.
It is an offence to alter a vehicle or its operating systems in such a way that it does not
meet the standards required by UK law.
Where this document refers to a "vehicle", this terminology can equally apply to a trailer.
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Maintaining compliance
We recognise that there are different methods and systems from those that are described
within this guide that can result in vehicles being maintained in a roadworthy condition.
If you are an operator who wishes to adopt different systems, you must still satisfy
Traffic Commissioners that the system you use is effective. Traffic Commissioners
will only agree to variations that will not reduce the control necessary to ensure
satisfactory maintenance.
There must be a firm management commitment to review and improve maintenance
systems where defects are found on vehicles or when the fleet size or the nature
of the business is changing. As a licensed operator, you can also be assured that
the maintenance systems described in this guide will be accepted by the Traffic
Commissioners, provided that the resulting condition of your vehicles remain satisfactory.
If this is not the case, however, Traffic Commissioners reserve the right to require more
stringent arrangements from you (e.g. shorter periods between inspections), and the
competence of the persons who carry out safety checks may be challenged. The ultimate
test will be whether a vehicle is, in fact, roadworthy.
1.2 What this guide contains
The procedures and systems described in this guide relate to responsibilities for
roadworthiness, the different types of inspections, inspection intervals, records and
data storage, inspection facilities, planner updates and essential reviews.
This guide includes many references to written maintenance records; however, using
an electronic vehicle maintenance system can provide effective management of all the
required information including safety inspections, maintenance scheduling and driver
defect reporting.
Keep in mind that as a general principle electronic records are acceptable, provided that
they contain the essential information that can be made available for examination. For
further information, see section 4.
Other guidance
It is also important to note that this guide is only concerned with systems of maintenance
for roadworthiness. If you are looking for the maintenance of vehicles to achieve economy
and reliability, we advise you to seek help from vehicle manufacturers, their agents or the
relevant trade organisations. You can find more information on sources of further help
and advice in Annex 2.
Guide to maintaining road worthiness
1.3 Getting it right
DVSA recognises that operators of heavy goods, light goods or passenger carrying
vehicles will not get everything right all the time. However, we do want you to be vigilant
and responsible. The penalties for and consequences of non-compliance to you the
operator and/or driver and to the general public can range from the inconvenient to the
very serious and, sometimes, to the catastrophic. You and your staff may be fined or
prosecuted, and your vehicles may be prohibited. At worst, you may cause serious injury
or fatalities because of badly maintained vehicles.
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1.4 Types of inspections and checks
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 Operators Licencing system (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.
See section 4 for further details.
Examples of Safety Inspection forms can be found in Annex 4A(HGV), 4B(PSV), 4C(LGV)
and 4D (small trailers) the safety inspection form can be any format as long as the
mandatory items listed in Section 1 of this guide are included on the form.
First use inspection
Prior to using a newly acquired vehicle/trailer on the public highway, operators
must conduct a first use inspection to satisfy themselves that the equipment is
in a roadworthy condition.
The scope of the inspection should at least include all those items that are inspected at
annual test, this includes conducting a laden roller brake test when appropriate for the
type of vehicle.
In some instances, a first use inspection is not required if sufficient evidence is provided
to indicate that the equipment has been subject to a safety inspection.
For example, documentation is provided to indicate that a new vehicle has been subject
to a comprehensive pre-delivery inspection or a pre-rental inspection record has been
provided by a hire/lease company.
Intermediate safety check
With some types of vehicles and operation, it may be necessary to check some
components more often than at full safety inspections. For example, a vehicle used
in urban areas such as a public service vehicle or a local delivery vehicle, or vehicles
used in hilly areas, may require more frequent component checks, for example brakes,
steering and suspension. It is sometimes necessary to check components following repair
work. Any additional intermediate safety checks carried out should be documented and
retained on the maintenance file. It should be clear on the documentation these are an
intermediate safety check and not a full safety inspection.
Guide to maintaining road worthiness
Daily walkaround check
A driver or designated responsible person must conduct a walkaround check of a vehicle/
trailer prior to using the equipment on the public highway. At least one walkaround check
should be carried out in every 24-hour period that the vehicle/trailer is in service.
Those carrying out such checks must be suitably trained and competent in identifying any
faults that would render the vehicle/trailer unroadworthy.
The scope of the check should include all items that are readily visible to the inspector
without the need for dismantling. To facilitate the inspection, it may be necessary to use
an assistant.
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1.5 Key points of a good maintenance system
Use these important key points as a guide to help you plan and set up a compliant and
effective maintenance system for your vehicles.
1. A driver or responsible person must undertake a daily walkaround check, preferably
immediately before a vehicle is used.
2. Any defects or deficiencies which cause the vehicle to be unroadworthy must be
rectified before the vehicle is used.
3. First use inspections are essential for operators who lease, hire or borrow vehicles.
These are especially important where vehicles and trailers have been off the road
for some time. A first use inspection should not be confused with a drivers’ daily
walkaround check.
4. Drivers must report promptly any defects or symptoms of defects that could
adversely affect the safe operation of vehicles. Reports must be recorded and
provision should be made to record details of any rectification work done.
5. Drivers’ defect reports used to record any faults and rectification work must be kept
for at least 15 months.
6. Operators must ensure that safety inspections are carried out at the stated frequency
as it is recorded on the Vehicle Operator Licensing system (VOL).
7. Safety inspections needs to include those items covered by the appropriate statutory
annual test.
8. Safety inspections can also include items relating to local transport regulations or
non-testable components.
9. Safety inspections should be pre-planned, preferably using a time-based programme.
10. The system of safety inspections should be regularly monitored, especially in the
early stages.
11. Any remedial work carried out as a result of safety inspections must be recorded.
The safety inspection record should at least include:
• name of owner/operator
• date of inspection
• location of the inspection
• the organisation who carried out the inspection
• vehicle identity (registration mark/trailer number)
• make and model
• odometer (mileage recorder) reading, if appropriate
• a list of all the inspection manual items to be inspected
• details of any defects
• name of inspector
• complete details of any repair work and who did it
• a signed declaration that any defects have been repaired satisfactorily and the
vehicle is now in a safe roadworthy condition
12. On certain types of vehicles and for some operations, intermediate safety checks
may be necessary.
13. Safety inspection records must be fully completed, and the vehicle declared
roadworthy before it returns to service.
14. The transport manager, responsible person or delegated individual must have access
to the completed safety inspection sheet or electronic record before the vehicle
returns to service.
15. By exception if (14) cannot be met, the maintenance provider must send written
confirmation that the vehicle is declared roadworthy before the vehicle returns to
service.
16. Driver walkaround checks, safety inspections, first use inspections and intermediate
safety checks must be documented using either manual systems or electronic
systems (see section 4.7) or a hybrid of both.
17. Records of safety inspections must be kept for at least 15 months for all vehicles.
This includes vehicles that have been removed from the operator licence or have
been sold or otherwise disposed of.
18. Staff carrying out safety inspections must be competent to assess the significance of
defects. Assistance should be available to support the safety inspection process.
19. There must be an internal system to ensure that unroadworthy vehicles are removed
from service, with someone responsible for taking vehicles off the road.
20. Operators who undertake their own safety inspections must have the correct
equipment and adequate facilities for the size of the fleet and types of vehicles
operated.
21. All operators should have access to a means of measuring brake efficiency, setting
headlamp aim and on-board diagnostics. For vehicles showing signs of excessive
exhaust emissions, appropriate emissions testing equipment should be used to
ensure that the level of emission is within the legal requirements.
22. Operators are responsible for the condition of vehicles and trailers that are inspected
and/or maintained for them by agents, contractors or hire companies.
23. Operators who have contracted out their safety inspections must draw up a formal
written contract with an inspection agency or garage, and this must be retained on
file. Such operators should view inspection records and have a means of regularly
monitoring the quality of work produced for them.
24. A maintenance scheduling system, planner or wall chart should be used to identify
inspection dates at least six months for manual systems or can be dynamic for
electronic systems.
25. Any system of maintaining roadworthiness of vehicles should be effectively and
continually monitored.
26. Any changes by licensed operators to arrangements for safety inspections must be
updated on the vehicle operator licensing system (VOL).
27. Drivers must be adequately trained and given clear written instructions about
their responsibilities.
2. Responsibilities for roadworthiness
This section gives best practice advice on the responsibilities that an operator or driver
will have to undertake to ensure the roadworthiness of their vehicle. It covers what you
are legally required to do according to the law.
As a user of vehicles, it is your responsibility to ensure that the vehicles you use are
roadworthy. It is an offence to use an unroadworthy vehicle on the road. The term ‘user’
of a vehicle applies to the driver and the person paying the driver to act for them.
Legislation
If you are an operator of heavy goods vehicles (HGVs) and public service vehicles (PSVs),
you must meet the governing legislation that the Traffic Commissioners have outlined in
their Statutory Guidance Document. This is now in legislation, so if you operate within the
UK or outside of the UK, you must ensure vehicles are roadworthy.
Operators must comply with the declaration they give to the relevant traffic commissioner
that they will ensure that their vehicles are operated in a fit and serviceable condition.
If operators intend making any change to their maintenance arrangements, they must
update the details on the vehicle operator licensing system.
Hire, loan or lease vehicles
The vehicle itself may either belong to the user or be in their possession under any
agreement for hire, hire purchase, loan or lease. The user of a towing vehicle is
responsible for the roadworthiness of a trailer even if it does not belong to them.
Light goods vehicles (LGV)
Operators or users of vans over 2.5 tonnes and up to 3.5 tonnes used to transport goods
for hire or reward in the EU, Iceland, Liechtenstein, Norway and Switzerland will require a
standard international operator’s licence.
More information can be found on the GOV.UK website page for:
LGV Operator Licensing.
Operators of light goods vehicles in-scope of operator licensing must maintain their
vehicles in-line with this guide.
There is also an expectation that operator licence holders who use vehicles which are
out of scope for operator licencing (for example light goods, agricultural and/or small
passenger carrying vehicles) should have an appropriate maintenance regime in place
to ensure the roadworthiness of these vehicles. Failure to maintain out of scope vehicles
may also be taken into consideration by the traffic commissioner.
Trailers
Where reasonably practicable trailers should be specified on the vehicle operator
licence system.
This provides the operator with a more complete MOT pass rate and OCRS scoring with
greater maintenance and compliance data accuracy.
To reduce administration burden multiple licence holders operating as one group using
the same maintenance regime where trailers are moved between operating centres may
choose to specify trailers on one licence.
Operators should be aware that all trailers above 750kgs MAM used commercially for
international journeys and all trailers used internationally irrespective of whether or not
they are used commercially require registration.
Longer semi-trailers
There may be a requirement to include additional items for both the safety inspection
and the drivers walkaround check.
Foreign trailers
If foreign trailers are operated, then the user is responsible for the roadworthiness in
terms of condition and use of the trailer.
Traffic commissioners require that all vehicles be maintained in a fit and serviceable
condition when operated under an operator’s licence. DVSA’s examiners support traffic
commissioners by providing assessments of the effectiveness of operator’s systems
in meeting this requirement. We will, therefore, focus on the levels of compliance and
standards of roadworthiness rather than how operators achieve the high standards
expected. This provides operators with considerable freedom to tailor their systems to
the needs of their business.
2.1 Roadworthiness inspections
When it comes to ensuring the roadworthiness of a vehicle, there are two main types of
essential inspections – which differ in scope and depth. Each type is used for a different
purpose and requires different levels of skill to be carried out effectively.
The two types of inspection are:
• daily walkaround checks
• safety inspections, also includes first use and intermediate inspections
An 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.
23
3. Daily walkaround checks
This section looks at the daily walkaround check. It offers best practice advice on setting
up a system for reporting faults and looks at defect reports, while clearly stating your
legal position.
The driver is always legally responsible for the condition of the vehicle while in use.
Therefore, conducting a daily walkaround check is a vital part of a driver’s core role.
However, operators can delegate the walkaround check to a responsible person, who
may not be the driver. Under these circumstances the driver needs to see evidence
the check has been completed and the vehicle is free from safety defects. A minimum
of one walkaround check must be carried out every day or at least once in a 24-hour
period that the vehicle is used.
Where more than one driver will use the vehicle during the day’s running, the driver taking
charge of a vehicle needs to make sure it is roadworthy and safe to drive by carrying out
their own walkaround check; however, due to health and safety implications this may not
be practical on all occasions.
An example of a system for managing in-service driver changes is where a walkaround
check is carried out by a responsible person, and the drivers monitor the vehicle during
the day’s running. When there is a change in driver during the day, it is sometimes unsafe
to carry out a walkaround check, for example at a bus stop. This will be considered
acceptable where there is a robust driver defect reporting system in place, which details
the initial walkaround check and any defects or ‘nil’ defects reported during the day for
the various drivers of that particular vehicle.
The 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. Where trailers
are changed on multiple occasions, a check should be made on each trailer being used.
[see Annex 8 for walkaround check items]
Assistance may be required at some time during the check, for example, to see that lights
are working. Alternatively, a brake pedal application tool may be used as an effective way
of making sure stop lamps are working, and that the braking system is free of leaks. In
addition, a torch, panel lock key or other equipment may be needed.
It could be beneficial to incorporate a post use check, to save downtime.
It is important that drivers are aware of the overall vehicle dimensions, including trailer
and load. Vehicles over 3 metres high must display an in-cab overall height indicator.
Where necessary the maximum height of the vehicle or load must be established using
an appropriate measuring device and this height measurement correctly displayed in
the cab. It is also important to consider route planning before starting your journey if low
bridges need to be avoided.
More information can be found on: Prevention of Bridge Strikes
3.1 A system of reporting and recording defects
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. Daily defect checks are vital, and any defects found must be recorded
as part of the maintenance system. It is important that enough time is allowed for the
completion of walkaround checks and that staff are trained to carry them out thoroughly.
Drivers should be made aware that daily defect reporting is one of the critical elements
of any effective vehicle roadworthiness system.
Examples of how to perform a walkaround check can be found on YouTube under
DVSA HGV or PSV driver’s daily walkaround checks.
Drivers’ defect reports
As the driver, you are legally responsible for the condition of your vehicle when in use
on the road.
Drivers must report any defects, or symptoms of defects, that could prevent the safe
operation of the vehicles.
In addition to daily walkaround checks, you must monitor the roadworthiness of your
vehicle when being driven, and be alert to any indication that the vehicle is developing
a fault e.g. warning lights, vibrations or other symptoms.
When a vehicle is on site work, for example being used on rough terrain you must walk
around the vehicle before leaving the site to identify any faults or damage. Particular
attention should be made to the wheels and tyres. If any safety defects are found, you
must not use the vehicle on the road until it is repaired.
Providing a written report
Any defects found during the daily walkaround 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:
• vehicle registration or identification mark
• date
• details of the defects or symptoms
• the reporter’s name
• who the defect was reported to
• assessment of the defect
• rectification work
• 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 - or confirms by another means that a daily
check has been carried out and no defects found.
• electronic records of reported defects are acceptable and must be available for 15
months, along with any record of repair.
Appropriate action
• All drivers’ defect reports must be given to a responsible person with sufficient
authority to ensure that any appropriate action is taken. This might include taking the
vehicle out of service.
• Any report listing defects is part of the vehicle’s maintenance record and must be kept
for at least 15 months, together with details of the rectification work and repairer.
• It is good practice to complete and retain ‘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 demonstrates 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 retained for at least 3 months
• If you are an owner-driver, you will probably not have anyone to report defects to,
except your transport manager (if you have one). In these cases, defects and the
remedial action taken can simply be recorded and held for at least 15 months.
Accessing maintenance resources
Operators should ensure that adequate maintenance resources are available to rectify
reported defects before the vehicle is used. Consideration needs to be given for
accessing external maintenance providers, vehicle breakdown cover and managing
in-service defects when the vehicle is on its journey.
3.2 Drivers’ responsibilities
Drivers must be made aware of their legal responsibilities regarding vehicle condition
and the procedures for reporting defects. Operators must ensure that all drivers fully
understand their responsibilities, are adequately trained to perform this function, which
may be part of their driver’s certificate of professional competence training. Where
English is not the drivers first language operators must ensure that additional translation
or training is provided. Driver’s responsibilities should be detailed in writing, describing
defect reporting systems as well as any other duties they are expected to perform. The
driver should sign to confirm they have received their responsibilities in writing and
understand what is required. A copy of the document should be kept on file. Drivers share
the responsibility for the vehicle’s roadworthiness with the operator. They may be fined or
prosecuted for roadworthiness offences found on vehicles if they are considered partly or
wholly responsible.
Minor repairs by drivers
If you are an operator, you should bear in mind that drivers who are expected to repair
minor defects in service would need appropriate training. Any repairs carried out must be
documented using the defect reporting system.
Drivers using tachograph records must record the walkaround check and any associated
repairs as ‘other work’.
Traffic commissioners can take action against a driver who fails to complete an adequate
walkaround check. This could lead to a driver conduct hearing, which may result in the
loss of the vocational driving licence.
Towing another company’s trailer
An operator can provide a traction only service for customers who want to use their own
trailers for branding and loading purposes but do not want to operate vehicles to tow
them.
Traction only operators irrespective of whether they own, keep, or maintain trailers are
required by law to have an authorisation for trailers as part of their operator’s licence.
Recommendations:
• Minimum trailer authorisation should match the number of towing vehicles operated or
the number of trailers that would park at the authorised operating centre/s – whichever
is greater.
• It is recommended that trailers are specified on VOL, which will provide details of
inspection frequency and maintenance arrangements.
• Where third-party trailers are not on the same safety inspection frequency as the
operator’s trailers then as a default position the inspection frequency should not
exceed 13 weeks.
Example: An operator may have a fleet of tipping trailers which due to the demanding
nature of the work have an inspection frequency of 6 weeks. The operator also carries out
traction only work where the third-party trailers carry out light load operations are only
inspected every 12 weeks.
Where this is the case the vehicle operator licence system should identify a mixed safety
inspection frequency for trailers.
The operator must make sure that the trailer is safe to use and inspected on the agreed
frequency.
The traction operator is responsible for:
• Carrying out a walkaround check
• Recording any defects and how they were repaired before use
Also have access to:
• The safety inspection interval
• A copy of / or access to the current safety inspection reports, including brake tests.
• A copy of / or access to current MOT certificate
• EBPMS report if applicable
The operator should have in place a contract or written agreement with the trailer owner
detailing the safety inspection details, frequency and defect rectification that satisfies an
acceptable level of roadworthiness is maintained. See annex 5.
The trailer owner normally would be responsible for the routine maintenance of the trailer,
including the safety inspection. They also have the obligation to provide the required
documents for the trailer user.
The trailer owner is responsible for:
• the routine maintenance including safety inspections
• providing evidence that first-use and safety inspections have been done and there
are no defects
• completing any manufacturers safety recalls
• ensuring there is a current roadworthiness certificate (MOT), where required
• ensuring relevant documentation is available for the trailer user
Defect rectification
To prevent the third-party trailer being used in an unroadworthy condition there must be
a robust system or process in place to ensure defects identified during the walkaround
check or developed during use are recorded and rectified.
Non-UK registered trailers
A process must be in place to ensure non-UK registered third-party trailers are
maintained in a roadworthy condition before being used.
• Where possible an operator towing a non-UK third party trailer should ensure it has
a current roadworthiness certificate (MOT). This can often be found with the trailer
documentation or see next bullet point.
• More information on roadworthiness certificates (RWC) and proof of test (POT) for EU
member states can be found on: EC transport portal
• A drivers walkaround check is carried and any identified defects are rectified before
the trailer is used.
• Where an operator maintains control of a non-UK trailer for longer than 13 weeks, a
process should be in place to ensure a safety inspection is carried out in-line with the
operator’s stated trailer frequency.
• Where an operator or transport manager cannot satisfy themselves that the trailer is
adequately maintained the trailer must not be used.
Prohibitions
Operators are responsible for ensuring any prohibitions issued to vehicles or trailers
being used by them are either removed or they have notified the vehicle or trailer owner a
prohibition has been issued.
• Removal inspection results are normally recorded against the operator who received
the prohibition notice.
• Failure to take appropriate action when a prohibition is issued could associate the
operator with the offence of using the vehicle or trailer with a prohibition notice in force.
• Operators are also urged to proactively follow up potential issues with the vehicle or
trailer owner and third-party maintenance provider with the aim of addressing any
issues within the maintenance systems.
The driver/operator bears the full responsibility for the safe operation and roadworthiness
of the tractor/trailer combination at the time it is being driven.
4. Regular safety inspections, first
use inspection and intermediate
safety checks
This section describes why regular safety inspections, the first use inspection
and intermediate safety checks are essential to an effective roadworthiness
maintenance system.
4.1 Inspection scope and content
Safety inspections form part of the overall maintenance plan of a vehicle, their purpose
is to assess the safety critical items and other items affecting roadworthiness and the
environment.
Safety inspections should be undertaken independently from routine servicing and
repair, although they can form part of a more comprehensive inspection that includes the
assessment of items or specialist equipment associated with the vehicle’s work activity
and its performance.
This allows the flexibility to amend frequency or to introduce intermediate safety checks
or ad-hoc safety inspections, without impacting on the frequency of planned servicing or
routine maintenance.
Safety inspection reports produced following an inspection not only provides the
operator with the means to determine individual vehicle roadworthiness, but also the
overall effectiveness of their maintenance systems that then allows them to identify
areas for review.
Standards to be applied
Reference should be made to manufacturers’ recommended tolerances to ensure that
each item covered by the safety inspection is inspected properly and limits of wear and
tolerance are adhered to.
In addition, DVSA produces annual test inspection manuals, which give details of
inspection methods and pass/fail criteria. Copies of the annual test inspection manuals
can be downloaded free of charge by visiting the GOV.UK website.
It should be emphasised that the standards for the annual test are the minimum legal
standards and should be used as guidance for the safety inspection.
The inspector will need to consider the frequency of inspection, the age of the vehicle,
expected mileage and type of work undertaken to assess whether a component would
remain in a serviceable condition before the next inspection is due.
Being cost effective
Although primarily undertaken in the interest of safe vehicle operations, safety
inspections– together with prompt remedial action– are also cost effective. The early
indication of wear, damage or maladjustment may prevent sudden failure of components
resulting in unscheduled downtime or prevent wear becoming so advanced that
premature replacement becomes necessary.
4.2 Safety inspection intervals
Operational needs must not override safety considerations. Safety inspections should,
where it is practicable, be programmed to follow a time-based pattern. The frequency
at which inspections are undertaken should be determined by assessing the level of
mechanical degradation likely to be incurred over a period as a result of the vehicle’s
usage. This will depend on such factors as:
• the age and type of vehicle operated
• the recommendations of the vehicle manufacturer
• the nature of its load, the equipment and fittings it carries or supports
• the type and range of operations on which it is likely to be engaged
• the type of terrain and the nature of the environment in which it operates or is likely
to operate
• the distance and speeds at which it travels and the journey times.
Assessing the above factors for each vehicle will, in most cases, enable a time-based
programme of inspections to be formulated. Some operations, however, are subject to
continuous change, or vehicles can frequently be reassigned alternative tasks or routes,
making the adoption of a strictly time-based inspection programme impracticable.
Mileage-based inspection programmes may be more suitable for some operators but will
need to be linked to time.
Older vehicles and trailers
National statistics show that 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, the guidance has reflected that older vehicles and trailers
will need more frequent maintenance and has indicated a minimum safety inspection
frequency of six weeks requirement for vehicles and trailers aged 12 years and older.
However, depending on usage, i.e., low mileage and light conditions, the frequency may
be extended.
New vehicle operators
If you are a new vehicle operator, you will not have the benefit of experience or vehicle
maintenance records to call upon.
Setting the inspection frequency will need to consider the type of work undertaken,
the operating conditions, the age of vehicle and mileage covered. 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.
Monitoring is especially important in the early stages.
A guide to safety inspection intervals
An inspection frequency would normally range between 4 to 13 weeks. See table below
for examples of operating conditions. Operators may also consider intermediate safety
checks for high-wear items. This may allow the frequency of the safety inspections to be
extended. (See section 4.5)
Operating conditions Frequency
A. Lightly loaded vehicles - easy operating conditions 10-13 weeks
B. General haulage - Trunking 6-10 weeks
C. Arduous work - constant heavy loads 4-6 weeks
D. Off road - difficult conditions 4 weeks
E. Vehicle/trailer 12 years or older 6 weeks
Experienced vehicle operators
If you are an experienced operator, you are free to tailor these inspections to suit the
nature of your operations and vehicle characteristics. You may even deploy more than
one system across a fleet, where vehicles and the nature of their work vary, even where
one particular aspect of vehicles’ operations require a greater inspection frequency
than the whole vehicle fleet (see case study 2). Systems will be judged primarily on their
effectiveness in maintaining roadworthiness.
It follows, therefore, that in order to maintain an inspection regime that is sufficiently
flexible to accommodate these changing criteria, it might be more appropriate to adopt an
inspection frequency determined by, for instance, the vehicle’s mileage. However, if you
modify your inspection schedule, it is sensible to monitor the effect on roadworthiness on
a monthly basis. If an unacceptable increase in defects were seen, then a change back to
the original schedule would be necessary.
The Vehicle Operator Licensing system (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 (up to 13 weeks).
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.
See the case study examples for a better idea of how to adapt your systems.
Leased vehicles
Leasing companies may be able to assist operators with determining the frequency of
inspections, but operators are still responsible for the condition of the vehicles they use.
Whichever safety inspection (SI) interval is decided upon, the inspection frequency
should not be extended without updating the Vehicle Operator Licensing system. The
following safety inspection should be carried out within the specified weekly or mileagebased time scale, and not beyond. 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 (SI) should be
completed within the relevant ISO week it falls. ISO defines the week as always starting
with Monday through to Sunday. See Annex 6 for an example of a maintenance planner.
Example of a six weekly SI interval has been decided using the ISO week planner. For this
example, the vehicle came into service and had a first use inspection in week 10 of the
ISO calendar. The following safety inspections should then be completed within ISO week
16, 22, 28, 34, 40, 46...etc.
If a safety inspection was completed outside the planned schedule, for example because
of a breakdown, a new schedule may need to be created. For the example given above it
would not be permissible to carry out an early SI in week 20 and then have an eight-week
interval to week 28. The operator would need to either carry out another SI at week 22 –
and continue with the originally planned schedule – or reschedule 6-week intervals from
week 20 to 26, 32...etc.
Vehicles that are only used for part of the year, or that have been out of service for some
time, should be inspected before they are brought back into service.
When they are being used, the subsequent safety inspection intervals should be
determined in accordance with the table above, conditions of use and the equivalent
annual mileage (for example, 20,000 miles covered over a six-month period represents an
equivalent annual mileage of 40,000).
Trailers not permanently coupled, but in regular use, need to be assessed on their
conditions of work and anticipated mileage.
Where there are doubts about what interval to choose, new operators are advised to be
cautious and make more, rather than less, checks.
Where vehicles operating in difficult conditions – for example, in quarry work or on
building or land reclamation sites, and vehicles carrying corrosive substances where
conditions result in accelerated component wear and vehicle damage the operator is
advised to increase the number of safety inspection checks above the guidance in the
table shown.
4.3 Case studies
Case study 1 – N E Hall
N E Hall are a new haulage company who need to implement a maintenance schedule.
They estimate an annual mileage of 100,000 miles and will be carrying out arduous
work. Based on DVSA’s table they selected an initial time interval of four weeks for their
inspections.
Case study 2 – All Construction
All Construction are an experienced operator and have six 7.5 tonne trucks which operate
on the road and on building sites. They found that most defects identified during the four
weekly inspections were suspension related due to operating over the rough terrain.
They decided to modify their maintenance schedule to include intermediate safety checks
so that the suspension was inspected every three weeks and the whole vehicle was fully
inspected every six weeks. After trialling this for six months they noticed suspension
components were being replaced before becoming defective. They also did not see any
deterioration in other parts of the vehicle due to the reduced safety inspection frequency.
Making this change has help All Construction save money by reducing the safety
inspection frequency while making the vehicles safer with the intermediate suspension
checks. VOL was updated to show the new six-week safety inspection frequency.
Case study 3 – CJS Couriers Plc
CJS Couriers Plc are a courier company that normally operate within the Bristol area but
occasionally carry out national or continental deliveries. CJS found that, during normal
operations, the four weekly system was too frequent as very few defects were ever found.
However, when there is an increase in national or continental deliveries, they were seeing
a spike in defects during that period. Generally, during a local delivery period, they will
drive 50 miles a day on each vehicle. A national delivery could result in a daily mileage of
360 miles depending on location, and a continental delivery would be significantly more.
They decided to switch the policy so that the vehicles are inspected every 2000 miles or
six weekly, whichever comes first.
Case study 4 – Pronto Bus Plc
Pronto Bus Plc are a large operator with great experience. They use two different models
of buses: the Speedliner and the Retro. Because of the age difference between the two
models, they found they had significantly different levels of reliability. The Speedliner
vehicles, which were over 12 years old, were very unreliable and so they needed to
inspect them every four weeks to maintain safety. The Retro, which is a newer vehicle,
was much more reliable and so the inspection frequency was reduced to six weekly.
After monitoring this for 12 months, they found no change in roadworthiness for the Retro
model. An update on the Vehicle Operator Licensing System (VOL) will be required due to
the change in the inspection frequency. The maximum frequency will need to be recorded
on VOL. In this case, six weeks and the mixed frequency box ticked.
Case study 5 – MacDonald Bus Ltd
MacDonald Bus Ltd are an experienced operator who run 152 buses around the
Edinburgh area. They operated a strict 28-day inspection frequency but felt this was
excessive because 75% of the fleet was relatively new. They decided to reduce the
frequency to 42 days for the 114 buses, which are under six years old, and keep the
remaining, older, buses, as they are. This was seen to have no negative effect on
roadworthiness over a 12-month monitoring period.
They were able to reduce their yearly inspections by 300, thus freeing up buses and staff
for other jobs. In this case, the Vehicle Operator License system (VOL) will need to be
updated with the maximum frequency. The mixed frequency will also need to be ticked.
Case study 6 – Move4U
Move4U are a removal company with a fleet of vans and trucks of various sizes. They
initially used a four weekly inspection as recommended by DVSA but felt this was too
often. They increased this to 12 weekly, but after a six-month monitoring period, they saw
a large rise in defects resulting in more prohibitions from DVSA at the roadside. They then
decided to reduce this to six weekly as a more realistic frequency.
After 12 months of monitoring, the defect level has matched what it was at four weeks,
and so Move4U have decided to use this schedule permanently.
Please note: The case studies are based on fictional examples and not related to
current operators.
1 These may be secure digital signatures
4.4 Safety inspection report forms
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 retained. This does not rule out the use of electronic devices
(for example, tablets) in place of paper safety inspection reports.
For further information relating to computer systems, see section 4.6.
Each report should show at least the following:
• name of owner/operator
• date and ISO week of inspection
• organisation conducting the inspection
• address / location of inspection
• vehicle identity (registration/trailer number)
• make and model
• odometer (mileage recorder) reading (if appropriate)
• a list of all items to be inspected
• an indication of the condition of each item inspected
• details of any defects found
• name and signature of inspector
• details of any remedial/rectification or repair work and who carried out the work
• named signed1
and dated statement declaring that any defects have been repaired
satisfactorily and the vehicle is now in a safe and roadworthy condition
Examples of suitable safety inspection report forms are given in Annex 4.
The report may contain details of any work to be carried forward. In particular, further
checks may be needed on certain items deemed likely to deteriorate during service and
make the vehicle unroadworthy before the next scheduled inspection or routine service.
Additional items may be included in the safety inspection, which may be none testable
items required for specific operations or local additional safety requirements, such as the
Direct Vision Standards.
Safety inspection reports must be fully completed, and the vehicle declared roadworthy
before it returns to service.
The transport manager, responsible person or delegated individual must have access to
the completed safety inspection sheet or electronic record.
It will normally be expected that the safety inspection record will be provided or be
available to the operator before the vehicle returns to service. However, exceptionally
where it is not possible to provide the record at this time the contractor should supply
written evidence that the vehicle is declared roadworthy in advance of the record.
4.5 Ad hoc safety inspection intervals
Safety inspections may be needed at times outside the scheduled programme. This may
include when the vehicle is used for harder work or covers greater distances than usual
(for example, vehicles used on site).
4.6 Electronic capture and storage of safety
inspection data
Safety inspection and repair work records, whether undertaken by operators or
contracted out, must be kept for at least 15 months as part of a vehicle’s maintenance
history.
Operators must, ensure that the electronic records are complete and available, or can
be made available on request for inspection at the operating centre. If you hire, lease or
borrow a vehicle you are responsible for its roadworthiness and must have available, if
required, copies of any inspections that have been carried out while the vehicle is in your
possession.
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
• fleet management
Linking to related data - such as technical information - means that it can be obtained
quickly, as well as giving you the ability to create maintenance schedules, which are both
planned and dynamic.
Systems can be linked to those run by maintenance providers, giving shared data on:
• maintenance history
• scheduled repairs
• invoicing
The automated processes that can be created help to organise and manage an efficient
and well-planned system.
What the maintenance system needs to do
It is ultimately the roadworthiness of the vehicles operated that will demonstrate if the
system is well designed and meets the required standards.
Operators, as well as drivers, are responsible for the condition of their vehicles. Operators
need to satisfy themselves that any systems/devices used do not undermine the running
of a safe and efficient fleet.
Software/hardware providers should make sure that any system they design considers
the requirements of this guide.
Important features of a computerised system:
• instant access to downloaded inspection results and reports
• the availability of hard copies of records to be produced on request
• it must be tamper proof (for example, records cannot be changed at a later date)
• it must be clear what’s been checked and by whom
• there must be a clear end-to-end audit trail
• data file which covers all maintenance records for the fleet using the system
• fully electronic inspection records
• collaborative digital planners
• drivers walkaround check and defect reporting application
• compliance dashboard
• meet data protection requirements (including the general data protection regulation)
• data back-up and disaster recovery system
Any maintenance software should be developed in line with the maintenance schedule
agreed as part of the operator’s licence requirements, and in consultation with this guide.
Making sure your vehicle maintenance system is secure
To make certain that your system is secure you should consider:
• digital authentication – for example, a login or PIN
• date and time stamping
• an audit trail on both the part of the maintenance provider and the operator
Whilst enforcement action for non-compliance rests with the operator, it is their
responsibility to make sure that the system provider can guarantee the reliability
of the data.
Recording the maintenance of hired or temporary vehicles
Digital systems must take account of such vehicles as defined within this guide.
Keeping old data
Where vehicles or trailers change ownership, the records relating to these - even in digital
format - must still be available to the original operator in accordance with this guide.
Sharing data
You may need to share information digitally, for example a traction operator may need
access to safety inspection records for your trailer. Any data shared should be done
securely.
Managing the system
Regular administration and backup of electronic data should be undertaken. It is
ultimately the responsibility of the operator to ensure the safekeeping of such data, along
with an effective management process.
Easy access to the data - for management and enforcement purposes - must also be
available. Data security and integrity must exist with any system used - this may include
some form of clear audit trail.
The operator must have a plan in place to ensure the system can be accessed by
sufficient delegated people to maintain effective management control in the event of
staff absence.
It is ultimately the operator’s responsibility to make sure that the maintenance system
used meets the requirements of their business and operator licence.
Conducting the daily walkaround check
The daily walkaround check can be done using a handheld device, and the results stored
digitally.
These can include devices like tablets or smartphones, which can be given to the driver
or allocated to the vehicle. The system must provide:
• a suitable method of digital signature
• secure data input and storage
• confirmation that the vehicle is in a roadworthy condition at the start of the journey
Forms can also be completed by hand and then scanned and saved digitally. Images
must be easily accessible by date and vehicle.
It should always be possible to produce a minimum of the current day’s record at the
roadside. Systems must include effective date and time stamping to make sure data is
reliable, including nil defect reporting where it is included.
Nothing in this guide prevents the operator from using systems with additional functions.
Recording in-service defects
The same systems can record defects which happen whilst a vehicle is in use. This can
be an extension of the same process, with the ability for the driver to ‘add’ a record for
that day including information about the action taken. Such systems should reflect the
requirements as shown above.
In all cases, there must be confirmation that the vehicle is roadworthy and safe to use.
Creating a safety inspection programme
Planning safety inspections
Safety inspections should ideally be planned six months in advance. Vehicles that are
subject to a statutory annual test can plan their year’s programme - such as cleaning and
major servicing - to avoid duplication of work associated with the test.
A simple method of drawing up a programme is to use a year-round planner or flowchart.
Digital systems are equally fine, and electronic record management and storage systems
will often include a planning feature.
Please use the guidance set out in this guide when using a digital system. Such
systems must:
• be capable of providing records in ‘real time’ to the operator
• include an audit process that shows date and time stamping
Regular safety inspections
You can collect and store safety inspection information using an electronic device. The
records must show a clear audit trail from inspection to sign-off after repair (if one is
needed). It is very important that it includes a declaration that the vehicle is fit for service
or whether repairs are required.
Completing safety inspection report forms
A separate record must be completed for each safety inspection of a vehicle or trailer.
Where the record of the safety inspection is to be stored digitally, then the checklist
used for the inspection does not need to be kept. You can use an electronic device (for
example, a tablet) in place of a checklist.
Capturing and storing safety inspection data electronically
Barcoding or scanning of defects found or work done is acceptable providing that a
means of interpreting each code is available. See important features of a computerised
system.
Safety inspection records stored digitally must be:
• tamper-proof
• capable of producing hard copy information if required
Computer records must contain the same information as any comparable manual form.
4.7 Safety inspectors
A person undertaking safety inspections must be technically competent and operationally
aware of the safety standards that apply to the vehicles they examine. They should
have been trained in the techniques of vehicle examination, diagnosis and reporting,
and possess a sound working knowledge of the relevant inspection manuals produced
by DVSA. A safety inspector could prove technical competence by solely time served
experience. However, with modern vehicle systems and working practices, it is strongly
recommended that inspectors obtain relevant technical qualifications and achieve an
automotive technical accreditation such as IRTEC (Inspection Technician Accreditation)
or similar - meeting a recognised quality standard for the vehicles they inspect.
Inspectors must have undertaken specific training about risks and hazards of working
on alternative fuelled vehicles where applicable – See section 5.5
A safety inspector should not be expected to carry out repair or servicing work during
the examination.
4.8 Use of assistants
There will be times during an inspection when the inspector will require the
assistance of someone to operate certain vehicle controls. The operator should
ensure that this assistance is available when required. The vehicle’s driver can often
provide such assistance.
4.9 Authority to remove or reinstate a vehicle
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 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. This responsibility may
be delegated, in writing (i.e. in the form of a standard agreement) provided that it is made
clear what their responsibilities are.
The transport manager retains legal responsibility for vehicle roadworthiness, regardless
of whether his or her activities are delegated.
4.10 Vehicle cleanliness
Vehicles should be cleaned regularly on top, inside and underneath. This will
make it easier to spot defects at scheduled safety inspections and during the
daily walkaround checks.
4.11 Duties of staff
It is important that all staff with an involvement either directly (for example, drivers and
workshop staff) or indirectly (for example, transport management) are made fully aware
of the company’s legal and moral responsibilities as an operator of road vehicles. They
should also be made aware of the subsequent importance of ensuring the effective
operation of the vehicle maintenance programme.
Drivers, workshop staff and those otherwise responsible for the condition of vehicles
should be individually informed in writing of their specific duties and responsibilities –
particularly regarding safe vehicle operation.
Emphasis should be placed on the importance of maintaining an effective safety
inspection programme and the role they play in promoting and sustaining its integrity.
One method might be to write to each relevant employee in duplicate, thus permitting a
returned signed copy to be retained by the company.
5. Safety inspection and repair facilities
This section covers the facilities needed to undertake safety inspections and the
arrangements needed if you do not undertake your own inspections. The same guidance
applies to the repair of any defects found during safety checks.
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 for the job, even if the inspection is contracted out.
It is strongly recommended that the maintenance facility demonstrates their competence
by achieving a recognised accreditation for workshop standards. This can be gained
through manufacturers’ franchised workshop quality standards or by an independent
assessment, like the IRTE National Workshop Accreditation scheme.
5.1 Safety inspection facilities
Facilities must be a safe working environment and should include:
• undercover accommodation for the largest vehicle in the fleet. This is required to
ensure that safety checks can be conducted satisfactorily in all weathers (depending
on fleet size the building may need room for more than one vehicle at a time)
• 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 (for example, a roller brake tester, decelerometer)
• access to headlamp test equipment
• brake temperature sensing device (if relevant for the fleet)
• tread depth gauge
• tyre pressure gauge
• access to on-board diagnostic equipment (if relevant for the fleet)
• access to emissions testing equipment
• access to steam or pressure under-vehicle washing facilities
If an operator fails to maintain vehicles in a safe and roadworthy condition with the
facilities provided the Traffic Commissioner may take regulatory action.
More information about DVSA approved annual test equipment can be found on:
Approved Testing Equipment
Technical information
As part of promoting good practice and improving safety standards, the Society of
Operations Engineers (SOE) has produced a series of technical guides. Most are free to
download and include the best practice for wheel security and safe working practices.
The SOE technical guides can be found on: SOE technical guides
Wheels and tyres
The code of practice for the selection and care of tyres and wheels for commercial
vehicles (developed jointly by the Department for Transport, the British Standards
Institute and industry and trade associations) recommends that following road wheel
removal and refitting, the wheel nut torque should be checked – after the vehicle has
been standing for 30 minutes or after having travelled for between 40 km and 80 km (25
to 50 miles). All re-torque checks must be recorded and retained on file.
More information on wheel security can be found on: Careless Torque Costs Lives
5.2 Tyre management system
A robust tyre management system is essential for any professional vehicle operator
and should ensure:
• that tyres in service are appropriate to the vehicle and operating conditions
• that tyre age is recorded and monitored for the entire fleet on the tyre management
system and that tyres aged more than 10 years old must not be used on the front
steered axle(s) of HGV, bus or coach or any single wheels fitted to a minibus (9 to 16
passenger seats)
• where tyres more than 10 years old are legally used, their age should be recorded
and a specific risk assessment is completed that considers the distance, speed and
loading conditions that the vehicle will operate under (for example, operating only in
urban areas)
• the tyre manufacture date code must be legible on all tyres fitted to HGV, bus or
coach, trailers over 3.5t and minibuses (9 to 16 passenger seats)
• where a date code cannot be seen due to the position on the inside of a twin wheel
fitment, this should be advised on the safety inspection. The operator should ensure
that the date code is present on the tyre
• safety inspections must report all tyre defects, for example where a manufacturers date
code is illegible or whether a tyre is unserviceable and record the rectification action
that has been taken
• when a tyre is 9 years old this should be advised on the safety inspection. When over
10 years old and cannot be legally used, these must be reported as a defect
• tyre pressures are 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 recorded on the safety
inspection report
• that vehicle tyres are regularly and closely examined for damage and wear with
mechanisms in place to address any identified issues
• tyre tread depths are monitored, recorded on the safety inspection report
• an accurate tread depth gauge is used
• that processes exist to distribute best practice in tyre management throughout
the fleet
• that staff dealing with tyre management are properly trained and empowered to act
with sufficient authority
• that any technician dealing with tyre inspections or repairs is properly trained
and qualified
• that any on-site tyres are properly stored
• that drivers are properly trained and equipped to recognise and report tyre issues
More information and advice relating to tyres can be found on:
British Tyre Manufacturers' Association
5.3 Braking performance assessment
A high percentage of MOT braking defects are only found during a braking performance
test; therefore, every safety inspection must assess the braking performance of the
vehicle or trailer.
An Electronic Braking Performance Monitoring System (EBPMS) may be used to monitor
in-service braking performance and provide a braking performance report for the safety
inspection (for further details see section 5.4 EBPMS).
Where EBPMS is not being used a calibrated roller brake test is the most effective
method of measuring individual and overall braking efficiencies. A plate brake testing
device may also be suitable depending upon the design of the equipment.
It is acceptable to use an approved and calibrated decelerometer to measure overall
brake efficiency values for rigid vehicles without trailers or for vehicles that cannot be
tested on an RBT. A decelerometer will measure the overall brake efficiency but it may
not identify individual braking issues. A temperature check needs to be carried out at the
same time as a decelerometer test to help identify if individual brakes are operational.
Brake temperature readings would need to be well above ambient temperature with
relatively consistent readings taken for each brake across an axle. Brakes which are cold
(ambient temperature) or showing an inconsistent reading from the brake on the opposite
side on the same axle, need to be investigated further.
Where possible brake testing should be undertaken with the vehicle or trailer in a laden
condition to achieve the most meaningful results. A competent person may carry out a
risk assessment based on use, working conditions, mileage and the age of vehicle to
determine if some of the brake tests carried out in the year can be unladen; however, it
is strongly recommended that at least 4 of the brake tests carried out are laden1
. Risk
assessments need to be retained on file and made available for inspection.
From 1st January 2023 vehicles and trailers must be appropriately laden when presented
for annual test2
.
From April 2025 there will be an expectation that a laden roller brake test or EBPMS will
be the only accepted methods to assess brake performance1
.
More information regarding brake testing and the use of RBT’s can be found in this best
practice guide:
Heavy Vehicle Brake Test or Public Service Vehicle Inspection Manual
Small trailers up to 3.5t with overrun brakes should normally be tested using one or a
combination of the following methods.
1. A static test where the trailer is jacked up3
and the hand brake is applied progressively
to check the brake application on each wheel
2. a park brake drag or gradient test
3. a laden road test with brake temperature check where the brake temperatures
checked before and after the road test and compared to the opposite brake on the
same axle. The brake temperatures should increase due to the application of the
brakes and be similar to the other brake across the axle
Operators must satisfy themselves that that the methods used to assess brake
performance are sufficient to meet the requirements of Regulation 18 of The Road Vehicle
(Construction and Use) Regulations 1986
18(1) 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.
It is required that brake test reports are reviewed and understood to ensure the brakes
are working correctly.
Guidance on how to interpret roller brake test reports is given in:
Understanding Your HGV/Trailer's Brake Test Report
A signed printout of the brake efficiency 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 need to be recorded by the
inspector on the safety inspection report.
If the braking performance is being monitored by EBPMS the performance value should
either be detailed on the safety inspection report or a braking performance report
attached separately.
To help operators arrange a brake performance assessment with safety inspections,
it is acceptable for a satisfactory brake performance assessment to be carried out no
more than 7 days before the date of the safety inspection. The RBT report needs to be
provided to the maintenance contractor when presenting the vehicle for inspection or if
in-house maintenance to the vehicle technician conducting the safety inspection.
The safety inspection should record the date of the assessment, how the braking
performance was assessed and whether the vehicle or trailer was laden.
If deficiencies in brake performance have been identified either during the use of the
vehicle or trailer or at the safety inspection appropriate remedial action must be taken to
address the issue. A measured brake efficiency test must also be carried out to confirm
the brakes are performing satisfactorily before the vehicle or trailer can be considered as
roadworthy, the vehicle should be laden. The results of this brake test must be kept as
evidence of repair with the operator’s maintenance documentation.
1 Due to basic design limitations or restriction caused by the type of cargo normally carried, this is
sometimes not practical.
2 See section 2.1 of the heavy vehicle brake test guide for details of vehicles that may be presented unladen.
3 Appropriate health and safety measures must be followed when jacking vehicles or trailers.
5.4 Electronic braking performance monitoring
system (EBPMS)
Braking performance of the vehicle and/or trailers can be monitored and assessed using
EBPMS. Using this system braking performance is continually monitored and compared
against the statutory requirements for the type of vehicle or trailer fitted with EBPMS.
To enable EBPMS to provide a braking performance value for the operators’ preventative
maintenance system, it must be able to measure sufficient braking events over the
monitoring period. Therefore, infrequently used vehicles may not provide enough braking
event data for the system to produce a braking performance value.
DVSA can accredit an EBPMS which has demonstrated it meets the published industry
standard specification and the requirements for accreditation.
It is not a legal requirement for an EBPMS to be accredited by DVSA, manufacturers may
provide other evidence to demonstrate the system meets the EBPMS standards.
Although an EBPMS may be accredited this does not guarantee the system will report
for all operational circumstances. It is therefore important that operators ensure that any
system used to assess braking performance meets their own operational requirements
and the undertakings of their operator licence.
In-service braking performance defects
The system must be capable of alerting the operator to under-performing service
brakes, where the system does not alert the driver, the operator must. Any such alerts
should be recorded and investigated in the same manner as a defect reported during a
daily walkaround check. After any repair or maintenance of the brakes a RBT should be
carried out before return to service.
Safety inspection brake performance evidence
It is essential that the system provides braking performance evidence where this is to
be used for the safety inspection braking performance report. Evidence can either be
stored electronically or as a printout, which should be retained in-line with the Guide to
Maintaining Roadworthiness.
Reports must be in a format that clearly identifies:
• the vehicle or trailer
• assessment date and the monitoring period
• a value for the service braking performance for the assessment period
The monitoring period shall be the period between the scheduled safety
inspection intervals.
Operators who use EBPMS as service braking performance evidence, are expected to
include a braking performance report on every safety inspection record, unless either a
suitable roller brake test or decelerometer test was conducted.
If EBPMS provides insufficient data to deliver a service braking performance value
an alternative method must be used to assess service braking performance and the
records retained.
Parking brake performance
Where EBPMS is unable to assess parking brake performance, but the service
brake performance is reported to be performing satisfactorily by an EBPMS, a visual
inspection of the parking brake components and a suitable drag or gradient test to check
system operation would be accepted as the minimum requirement for a parking brake
safety inspection.
If there is any doubt over the parking brake performance, further tests must be
conducted.
Please note – EBPMS cannot be used as a replacement for the statutory MOT
brake test.
More information on the Industry Standard Specification, can be found on:
Electronic Braking Performance Monitoring Systems.
Where operators experience problems with braking performance either at annual test,
roadworthiness inspections or through operational performance and fail to meet the
standards outlined above, the Traffic Commissioner may take regulatory action.
Furthermore, if an operator demonstrates an adverse compliance history whilst meeting
the requirements outlined above it will be necessary to introduce further measures.
Electronic Braking System (EBS) trailer connection
It is a legal requirement for the trailers fitted with EBS to be correctly connected to the
towing vehicle with an ISO 7638 ABS/EBS lead. Without this lead the trailer EBS will not
function and EBPMS will not monitor the trailers braking performance.
The ISO lead not only operates the EBS but also allows other critical trailer systems to
function, including: –
• Anti-lock braking - to prevent wheel lock during braking
• Braking response time - EBS activates trailer brakes more rapidly
• Roll stability - to help prevent roll-over
• Load sensing valve - for correct proportional braking to load weight
• Air suspension - ensures correct ride height
The ISO lead must be inspected for damage and correctly connected as part of the
driver’s walkaround check.
If there is an issue with either the ISO lead, trailer connection or the operation of any of
the critical safety systems, the trailer must not be used until the fault is rectified.
Operators must also have systems in place to ensure that the trailer connections and
leads are inspected and maintained.
Drivers must be properly trained in how to correctly connect a trailer, including the
importance of the ISO lead.
As part of the operator’s quality procedures drivers should be regularly monitored to
ensure they correctly couple vehicles to trailers.
(See section 6)
5.5 Vehicle emissions and fuel management
To ensure that vehicles comply with legislation relating to exhaust emission requirements
they should be maintained in-line with manufacturers’ recommendations.
For vehicles showing signs of visible smoke a diesel smoke meter should be used to
ensure that the level of smoke emission is within the legal requirements.
Information on the levels of permitted exhaust smoke should be detailed on the
manufactures vehicle identification number (VIN) plate or engine number plate.
Where available the manufacturers value should be used to test the exhaust emissions.
These are normally stricter than the default testing value contained in DVSA‘s annual test
inspection manual.
To ensure the correct operation of emission control systems (ECS), operators should have
in place systems to monitor the use of diesel exhaust fluid (AdBlue®).
Drivers and operators are also required to monitor ECS warning lamps and ensure the
diesel exhaust fluid level (AdBlue®) is maintained correctly.
Any emission control system faults need to be rectified as soon as possible and repaired
in line with manufacturer’s standards.
Any engine management system re-mapping, for example to increase engine power may
invalidate emissions approval.
It should be noted that a person who fails to maintain an emission control system,
or modifies or removes it, could be found guilty of an offence. This would put
your operators’ licence at risk, and the potential penalties are unlimited fines.
Modifying your vehicle emissions.
By implementing some simple procedures operators can help reduce emissions, whilst
saving money and reducing fuel consumption. The key components to achieving this are:
Maintenance systems
By ensuring vehicles are maintained in-line with manufacturer’s standards, fuel
consumption can be increased, and harmful exhaust gas emissions reduced.
Driver behaviour
Effective driver training can help reduce fuel consumption and associated maintenance
costs, for example, brake and tyre wear.
Fuel management
Fuel consumption is directly linked to vehicle emissions. Decreasing unnecessary fuel use
will reduce costs and assist in the reduction of harmful emissions.
Tyre management
Fitting energy efficient tyres can help reduce fuel consumption, as can ensuring tyres
are correctly inflated. A 20% drop in tyre pressure can result in a 2% increase in fuel
consumption.
Planning
Planning the most fuel-efficient route will improve fuel consumption and
reduce emissions.
Aerodynamics
Fitting wind deflectors can reduce drag and fuel consumption.
Telematics
Telematics systems can monitor driver behaviour and performance. They encourage safer
practices and optimise routes based on data, resulting in a more efficient operation and
reduced fuel consumption.
More information about reducing fuel consumption can be found on:
Fuel Cost Cutter - The Freight Portal
Alternatively fuelled vehicles
Alternatively fuelled vehicles (AFVs) are any that run on something other than just petrol
or diesel. Many manufacturers now offer a full range of AFVs, some also offer ‘retrofit’
options. AFVs can include the following categories:
• Hybrid Electric Vehicle (HEV)
• Battery Electric Vehicle (BEV)
• Plug-in Hybrid Electric Vehicle (PHEV)
• Hydrogen Fuel Cell Vehicle (FCV)
• Compressed Natural Gas (CNG)
• Liquefied Natural Gas (LNG)
• Liquefied Petroleum Gas (LPG)
• Biodiesel and Bioethanol vehicles
There are specific risks for each fuel type. Maintenance staff and drivers must be
trained, provided with suitable safety equipment and aware of measures to be taken
in emergency situations.
5.6 Advanced Driver Assistance Systems
Advanced Driver Assistance Systems (ADAS) provide drivers with active safety support
features that use automated technology. Sensors and cameras are used to detect nearby
obstacles, lane markings or driver errors, and respond accordingly.
Many ADAS features support safety critical systems such as braking and steering;
therefore, effective maintenance procedures are essential to ensure that they function
correctly and deliver the road safety benefits they are capable of.
It is vital that all maintenance activities associated with ADAS are completed by a
competent person. It is important that the vehicle manufacturers’ technical specifications
are met to reinstate the correct function of ADAS features. In certain circumstances it
may be necessary to use On-Board Diagnostics (OBD) equipment to verify the correct
operation of some ADAS systems.
Any repair or calibration activities carried out should be fully documented and certified as
appropriate to confirm that the ADAS is functioning correctly.
Cameras and sensors should be checked for calibration:
• when a windscreen is replaced
• if a device is registered as faulty
• if the engine control unit develops a fault
• after a wheel alignment geometry adjustment
• after a mechanical repair affecting vehicle geometry
• after body repairs
Operators should ensure that all drivers, including agency staff and new employees, are
familiar with the different types of ADAS fitted across the fleet.
In addition to the inspection of any warning lamps, externally mounted sensors should be
examined for condition and security during safety inspections and walkaround checks.
Warning lamps that remain illuminated following initial activation of the systems may
indicate a fault. Any issues highlighted must be fully investigated before a vehicle is
deemed serviceable. Functionality checks should also be carried out on any systems
that can be deactivated by the operation of a switch, for example, advanced emergency
braking system (AEBS) and lane-keeping assist.
Operators should have a documented policy on action to be taken if the ADAS system is
defective or is deactivated.
It should be remembered that a correctly functioning ADAS is designed to support a
driver, not replace them. The driver is always responsible for the safe operation of any
vehicle under their control. It is therefore essential that staff are adequately trained
to confirm that any ADAS fitted is functioning correctly and that faults highlighted are
rectified before a vehicle is used on the highway.
5.7 PSV Automatic vehicle location systems
Operators of registered local bus services in England are required to make details of their
services available, including real time vehicle location data, this is also known as bus
open data. More information can be found on: Bus Open Data Implementation Guide.
Where possible the driver of a PSV on registered service operations should verify
that the Electronic Ticket Machine (ETM) or its equivalent, which provides real-time
location information is functioning correctly. Any issues identified must be notified to
the responsible person using the driver defect reporting system.
Operators should ensure that the real time location data is being supplied before the
vehicle is operated on a registered service.
5.8 Vehicle body repairs
The potential for a serious incident with a badly repaired heavy vehicle is much greater
than any car so it is essential that body repairs are carried out correctly.
It is strongly recommended that any repair facility used demonstrates their competence
by achieving a recognised accreditation for bodyshop standards. This can be gained
through manufacturers’ franchised bodyshop quality standards or by an independent
assessment through the National Body Repair Association (NBRA).
The Vehicle Body Repair Association (VBRA) Commercial is a trade association dedicated
to commercial vehicle body repair and bodybuilding in the UK and is a division of the
National Body Repair Association (NBRA)
5.9 Accessibility (PSV)
The Public Service Vehicles (PSV) Accessibility Regulations apply to any Public
Service Vehicle with a capacity exceeding 22 passengers used to provide a scheduled
service or local service. These vehicles are referred by regulation as ‘regulated public
service vehicles’.
The schedules within these regulations are:
Schedule 1 - Wheelchair Accessibility Requirements
Schedule 2 - General Accessibility Requirements for Single Deck
and Double Deck Buses
Schedule 3 - General Accessibility Requirements for Single Deck
and Double Deck Coaches
The features within these requirements include:
• a wheelchair space with suitable safety provisions
• a boarding device to enable wheelchair users to get on and off the vehicles
• a minimum number of priority seats on buses for disabled passengers
• the size and height of steps
• handrails to assist disabled people
• colour contrasting features such as handrails and steps to help partially- sighted
passengers
• easy-to-use bell pushes throughout a bus
• audible and visual signals to stop a bus or to request a boarding device
• equipment to display route and destination
Familiarisation with all the features of a vehicle is important. Operators must ensure
that drivers are fully aware of the form and function of accessibility features required
by PSVAR.
These features must be taken into account within any safety inspection or drivers
walkaround check to ensure these features are maintained in good condition and
function correctly.
More information for PSVAR can be found on:
Public Service Vehicles Accessibility Regulations Guidance
Training material and guidance for PSVAR is available on:
REAL training: bus and coach modules
5.10 Quality standards recognition
It is strongly recommended that providers of vehicle safety inspections and maintenance
have achieved recognised Quality Standards for maintenance facilities, working practices
and staff competence.
5.11 Contracted out arrangements
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.
The list of facilities at 5.1 can be used to check a contractor. Make sure that the
contractors’ staff are competent, this can be done by obtaining evidence of technical
training, qualifications and CPD. You should also establish that the contractor uses
appropriate technical data, inspection manuals and has suitable systems to record safety
inspections and repairs.
5.12 Drawing up a contract
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/s 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 system (VOL). (See annex 5)
5.13 Contract limitations
Even when a maintenance contract exists between you (the operator) and a contractor,
you remain 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. You
should, therefore, talk regularly with the contractor to ensure that they are familiar with the
operational needs of the vehicles they are required to inspect and repair. This knowledge
is important if the contractor is to be called upon to advise on a particular course of
action – particularly when your technical know-how is limited.
Even when you get on well with a contractor, you should have a system for regularly
monitoring the quality of work done.
Obtaining first time pass rate annual test data from the contractor is one way of checking
that their performance is satisfactory, as the vehicle should be presented to pass the test.
This should be supplemented by other evidence of quality assurance such as external
audits or accreditation to recognised quality standards.
Any sign of unreliability, incompetence or other shortcomings causing a reduction
in the standards achieved should receive prompt attention. Here again a good
working relationship can help, but if problems persist you may well consider a
change of contractor.
5.14 Visiting agents
As an operator, you may employ a visiting agent to undertake safety inspections, repairs
and routine maintenance. However, you should ensure that the agent is qualified to work
on the type of vehicles you operate and that adequate facilities and tools are used. As is
the case for contracted- out maintenance, you are responsible for vehicle condition and
upkeep of records.
5.15 Roadside safety inspections
Only emergency repairs may be done at the roadside. Routine maintenance, including
safety inspections and repairs, may not be carried out on the public highway.
5.16 Planning a safety inspection programme
Safety inspections should be planned in advance. Vehicles that are subject to a statutory
annual test may have their year’s programme planned around the anticipated test date to
avoid duplication of work associated with the test, such as cleaning and major servicing.
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. An example can be found in Annex 6.
Electronic vehicle maintenance management and storage systems often incorporate a
dynamic electronic planning feature which automatically schedules the next inspection.
The information should be kept in the simplest form possible and displayed prominently.
This will serve as a reminder of programmed inspections or of any changes that have
been necessary.
All vehicles subject to programmed maintenance should be included. Planning systems
should set safety inspection dates at least six months in advance.
Vehicle test dates should be included, as should servicing and other ancillary equipment
or calibration dates, for example, tachograph, lifting equipment, etc.
Any planning system should be updated regularly, indicating the progress of the
programme and recording any extra work carried out. Vehicles that have been taken off
the operator’s licence - or other vehicles temporarily off-road - should have their period of
non-use identified, and a note should be made when vehicles have been disposed of.
When a vehicle is declared off the road (VOR) you must record this on the vehicle
maintenance file, stating the date and reason.
You must have a robust system in place to make sure they do not use vehicles with VOR
status. This is particularly important when the vehicle is unsafe.
You can suspend the safety inspection schedule for a vehicle if the period of VOR
extends over the next planned safety inspection. Operators often use this for seasonaluse vehicles or vehicles that need extensive repairs.
You can only bring a vehicle that has VOR status and has missed the scheduled safety
inspection back into service after a safety inspection confirms that it is roadworthy. You
can reschedule future regular inspections based on the date of this inspection.
You can legitimately move a vehicle with VOR status before it’s brought back into
service, for example for a journey to a maintenance facility, MOT inspection or road
test after repair.
The planning system may be used to record other items in the vehicle maintenance
programme, such as servicing, unscheduled work and refurbishing. Each activity should
be clearly identified.
6. Monitoring
This section examines why the continuous reviewing and monitoring of the quality of
safety inspections is essential for all systems in maintaining a vehicle’s roadworthiness.
Continuous reviewing and monitoring of the quality of the systems in place is essential to
ensure that they are sufficiently comprehensive to do the job.
One method of monitoring is to invite a technically competent third party to periodically
re-inspect or undertake a safety inspection, irrespective of whether inspections are done
in-house or are contracted out.
The content of completed inspection reports can also be analysed. Checks should reveal
any incomplete records and may also show patterns of faults. If many faults are reported
regularly, this could indicate that:
• there are not enough safety inspections
• daily walkaround inspections are not being completed correctly
• defects are not being corrected promptly or effectively
If no defects or few defects are reported regularly, safety inspection intervals may be too
short, or the quality of the inspection may not be good enough.
Effective monitoring will enable you, the operator, to adjust the intervals between safety
inspections to suit the operation of vehicles. In this respect, there is considerable
flexibility provided within the framework of this guide.
6.1 Monitoring of drivers’ daily checks
The daily walkaround check is a vital part of any maintenance system, and so requires
continuous monitoring to ensure the checks are being performed correctly. Electronic
driver defect reporting systems can be effectively used to manage drivers' walkaround
inspections. Operators can also use tachograph analysis to monitor the time taken to
carry out a walkaround check.
A way of monitoring the quality of the daily check is to have a visiting agent or competent
in-house member of staff re-examine the vehicle as it leaves or enters the operating
centre. The inspection result can be checked against the driver's defect reports to ensure
the driver's check is of sufficient quality.
Another approach could be to use the safety inspection. The person carrying out the
safety inspection could note which defects found should have been detected during the
driver’s daily walkaround check. A review of the driver defect reports could be performed
and appropriate action taken to establish why the defects were not detected during the
walkaround check.
Continuous monitoring is essential to ensure effective management control of the
maintenance system, for example analysing a comparison of defects throughout the
year to identify any trends. A risk-based approach should be adopted. Where issues
are identified more frequent checks should be carried out and measures put in place to
address any problems found.
It is essential that those carrying out monitoring/audit functions receive adequate
training/instruction and fully document their findings.
Any issues highlighted should be discussed with relevant staff and actioned
appropriately.
You are advised to retain any relevant documentation, including follow-up action
generated during the monitoring process.
6.2 Annual test results
Attention should also be paid to annual test results, the issue of prohibitions and
inspection notices. Regular monitoring of all available information, including on-line MOT
history will enable you to check the effectiveness of your system in keeping your vehicles
roadworthy.
What does the annual test for commercial vehicles involve?
Full details of what is tested can be found in the Heavy Goods Vehicle Inspection Manual
and the Public Service Vehicle Inspection Manual.
HGV Inspection Manual
PSV Inspection Manual
What happens at the end of the test?
If the vehicle passed the test, you will be given the annual test certificate, which you need
to keep safe. If the vehicle failed the test, you will be given a copy of the test card, which
lists where the vehicle failed the test. You can also ask for copies of the smoke test report
and the brake test report.
What happens if faults are found?
During the test, the inspector may find minor defects, which you can ask to repair. If the
inspector thinks that these repairs can be carried out quickly and safely, you may be
given permission to do so.
Dangerous defects
Sometimes the test shows up defects that are so serious that the vehicle cannot be
moved on the public highway and a prohibition may be issued.
If your vehicle fails the annual test
If defects on your vehicle cannot be repaired at the time of the test, you will need to
rectify the defects and resubmit your vehicle for retest.
Information on annual test results and statistics can be found on:
Check MOT History of a Vehicle
Commercial Vehicle Testing Statistics for GB
6.3 Operator compliance risk score
DVSA uses the Operator Compliance Risk Score (OCRS) system to decide which vehicles
should be inspected during roadside checks. OCRS is used to calculate the risk of an
operator not following the rules on roadworthiness (the condition of its vehicles) and
traffic (for example, drivers’ hours, weighing checks). It is more likely that your vehicles
will be inspected if your OCRS is high.
Operators who have a high score are more likely to be targeted than those with a low
score. However, this does not mean that operators with a low score will never be subject
to checks. It does mean, though, that these operators are unlikely to be targeted because
of their OCRS score.
Operators who are accredited for Earned Recognition (see below) have a ‘Blue’ OCRS
status, which is the lowest possible score.
Therefore, operators that achieve and maintain good standards are likely to be stopped
less often.
As an operator, you get positive or negative points depending on the result of a test or
enforcement encounter. The more serious the defect or infringement, the more negative
points you attract. The positive interactions will offset the negative points; therefore, it can
be beneficial to share optional test data with OCRS for PSV and trailer assets.
Operators should regularly access their OCRS to check compliance and address any
identified issues.
Further information and guidance about OCRS, test histories and roadside check reports
are available on GOV.UK.
6.4 British standards
British Standard BS EN ISO 9001 is a standard for quality management systems. If
you are an operator who has been awarded this standard, you must observe systems
of working set out in a quality manual. Such a manual would contain details of the
organisation of the business, responsibilities of staff and methods of operation.
Those businesses aiming for BS EN ISO 9001 accreditation would need to consider
the training, documentation recording, planning, standards and monitoring aspects of
their organisation.
6.5 Vehicle safety recalls
Operators should act promptly to make sure rectification work is carried out if they
receive notification of a safety recall from a manufacturer. This will remove the risk that
the potential defect may cause the vehicle to become unsafe to drive or break laws.
Operators should record a vehicle safety recall notification and evidence of rectification
on the vehicle maintenance file.
Operators should have a robust system in place to make sure:
• vehicles do not have an outstanding vehicle safety recall
• rectification is arranged as soon as possible when they receive a recall notification
• operators should normally carry out rectification work at the next scheduled
safety inspection unless parts are unavailable or there is a long lead time for the
manufacturer’s workshop
The operator should take a vehicle out of service immediately if the recall
notification is urgent until the safety recall is actioned. They should get advice
from the manufacturer about the nature and severity of the recall.
Operators should be aware of how to:
• report any potential safety defects to DVSA
• provide evidence that safety defects have been identified, appropriately actioned
and reported
A serious safety defect is reported by using the online form on the Gov.UK website:
Vehicle Recalls & Faults
6.6 PSV reportable incidents (PSV112)
By law, all public service vehicle (PSV) operators must report any incident involving a
failure or damage which affects the safety of the passengers or other road users to the
Driver and Vehicle Standards Agency (DVSA).
An incident must be reported by using the online form on the Gov.UK website:
Report an incident involving your organisation’s bus or coach, also known as a PSV112.
Reportable incidents:
• fatalities
• serious injuries (such as broken bones, damage to major organs or
overnight hospitalisation)
• allegations of a safety defect
• serious damage as a result of the incident (such as major body or mechanical
component damage, which needs specialist recovery and the vehicle being taken
out of service to be repaired)
• a safety critical component failure or history of the same component failing
• a vehicle catching fire
6.7 DVSA Earned Recognition scheme
DVSA earned recognition is a voluntary scheme run by DVSA with an aim to reduce
the burden of enforcement on operators with a strong track record of compliance and
adherence to standards.
Operators must be able to demonstrate that they have robust systems and processes
that promote effective and proactive transport management. By maintaining audited
compliance systems, operators will ‘earn recognition’.
Key performance indicators will provide an effective means of monitoring the level of
compliance, which may avoid the need to carry out a roadside inspection or operator
visit and provide DVSA with the assurance and confidence that the operator is effectively
managing the transport operation and functioning in a compliant manner.
The main benefits for an operator in DVSA earned recognition are:
• you’ll be provided with a DVSA marque to use on your website and other
publicity materials
• you’ll be recognised as a DVSA approved operator through a published list on
GOV.UK
• your OCRS will show a ‘Blue’ earned recognition status, which is the lowest risk score
• your vehicles are less likely to be stopped at the roadside for inspections
• DVSA enforcement staff are less likely to visit your premises
• you’ll have direct access to a DVSA earned recognition team
Operators can find out more about DVSA earned recognition, and how to apply, by going
to the GOV.UK website.
DVSA earned recognition status will recognise ‘exemplar’ operators and their investment
made in compliance.
Annex 1 - Enforcement of the operator
licensing scheme
1. The Goods Vehicles (Licensing of Operators) Act 1995 requires that any person
who uses (i.e. ‘operates’) a goods vehicle or vehicles with a maximum gross weight
over 3,500 kg in the course of a business must have an operator’s licence (generally
referred to as an ‘O’ licence). Operators of public service vehicles also require a PSV
operator licence issued under the Public Passenger Vehicles Act 1981 (as amended).
A separate ‘O’ licence is required for each Traffic Area in which the user has an
operating centre, but one ‘O’ licence will cover any number of operating centres
within the same Traffic Area.
2. From May 2022, operators or users of vans or other light goods vehicles over
2.5 tonnes and up to 3.5 tonnes maximum gross weight used for hire or reward
internationally must have a standard international goods vehicle operator licence.
3. When considering an application for an ‘O’ licence, the Traffic Commissioners
must consider, amongst other matters, whether there will be satisfactory facilities
or arrangements for keeping authorised vehicles in a fit and serviceable condition.
They will seek assurances that the applicant will conduct regular safety checks and
inspections of the vehicles at specified intervals and keep records of those checks
and inspections and their results. These details are ‘undertakings’ (formerly known
as ‘statements of intent’) made for the purposes of obtaining a licence. Operators
must ensure their listed inspection provider is up to date on the Vehicle and Operator
Licensing service: Manage Your Vehicle Operator Licence
4. At any time after a licence has been granted the Traffic Commissioners may direct
that it be revoked or suspended, or that its scope be reduced on several grounds,
including:
• that the holder of the licence gave for the purpose of procuring a licence an
‘undertaking’ that has not been fulfilled
• convictions relating to the maintenance of vehicles in a fit and serviceable condition
• the issue of a prohibition on the use of a vehicle (see 9 below).
5. Examiners (employed by DVSA) may provide the Traffic Commissioners with a
technical assessment of a licensed operator’s maintenance arrangements. This
assessment is normally made:
• shortly after the grant of a licence
• when advice might be needed because of a request by the operator for a variation
to the licence or because evidence of maintenance problems has come to light;
following the issue of prohibition notices, poor annual test results or similar evidence
following complaints about smoky vehicles where no satisfactory response has been
received from the operator; and if the licence is being reviewed for other reasons not
related to maintenance
6. During a maintenance assessment, vehicle examiners may wish to examine
vehicles from the operator’s fleet, examine records of vehicle safety inspections
and inspect maintenance facilities. The extent to which records are inspected will
depend on vehicle condition and the operator’s history. Failure to keep records of
safety inspections is a regulatory matter. The vehicle examiner may discuss with
the operator appropriate safety inspection procedures and will report whether they
consider the maintenance arrangements to be satisfactory; any deficiency may result
in an unsatisfactory report, leading to possible regulatory action by the relevant
Traffic Commissioner. In certain circumstances, for example, where facilities at the
operating centre do not allow adequate inspection, the operator may be asked to
bring their vehicles and records into a suitable location for inspection.
More detailed explanations and guidance on maintenance assessments are available
on the Gov.UK website. This is a resource that operators are encouraged to use to
conduct self-assessments on their own maintenance systems.
Vehicle Operator Maintenance Investigations
7. Examiners may at any time:
• enter and inspect a goods or public service vehicle and for that purpose detain the
vehicle during such time as is required for inspection
• enter any premises on which they have reason to believe a goods vehicle or public
service vehicle is kept
• divert vehicles that are stationary at the roadside to another location for inspection
within five miles
DVSA also employ Enforcement Support Officers who have the power to stop a
moving vehicle for the purpose of examining vehicles. These activities may be carried
out by an officer in uniform standing by the roadside directing vehicles into a check
site or using a marked vehicle displaying a matrix sign giving directions to the driver.
8. Examiners may make visits to operating centres to examine vehicles or to check
drivers’ records. They also conduct spot checks at the roadside. Examiners’ activities
may extend beyond a visual inspection. Examiners have a range of equipment that
operators may encounter, including roller brake testers, diagnostic equipment to
check vehicle systems.
9. When vehicle examiners encounter a defective vehicle at the roadside, on an
operator’s premises or at an approved testing facility, they may issue a prohibition
notice (form PG9) or a vehicle inspection notice, depending on the severity of the
fault(s). A prohibition is a ban on the further use of the vehicle on a road. Prohibitions
may take effect immediately or may be delayed for up to ten days, depending on
whether there is an immediate danger to public safety. Exemptions may be issued,
for example, to allow a vehicle to be towed away for repair. A prohibition will not be
removed until a vehicle examiner is satisfied that the vehicle is fit for service. As a
minimum, this will entail an examination of the components and systems affected
by the defects. However, at the examiner’s discretion it may be extended to include
as much of the vehicle as needs to be inspected for the examiner to be satisfied it is
roadworthy.
10. Other sanctions available to DVSA Examiners at the roadside include the issue of a
Fixed Penalty Notice in relation to roadworthiness defects.
Defects that relate to brakes, steering and tyres may also be endorsable and attract
penalty points on the driver's licence. In certain circumstances, your vehicle could
be immobilised until the defects are rectified. If your vehicle is immobilised you will
be required to rectify any dangerous defects and pay a release fee before you are
allowed to use your vehicle.
Prohibition notices endorsed
Examiners will endorse each defect in terms of its significance in roadworthiness
compliance and maintenance:
• ‘S’ for significant failure of roadworthiness compliance
• ‘-‘ (Blank) for defects which may or may not be attributable to poor maintenance
• ‘X’ where the defect is no reflection on the maintenance system
Defects ‘S’ marked – significant failure of roadworthiness
compliance
Roadworthiness prohibitions both immediate and delayed, will be endorsed ‘S’ if, in the
Examiner’s opinion, any of the defects which led to the prohibition were an indicator that
there is significant failure of roadworthiness compliance.
These are defects that the operator and/or driver should have been aware of through any
or all of the following:
• Long standing defect that should have been detected and repaired at the last
safety check.
• The defect or issue should have been detected at the first use/daily walk round check.
• Performance, handling and/or warning systems would have made the defect obvious
to the driver.
• Poor workmanship should have been apparent to repairer.
• The nature of the defect(s) observed at annual test were such that they should have
been found before the vehicle was presented for test.
• The number and nature of defects present on this notice indicates a significant
failure in maintenance.
Defects(s) NOT considered to be maintenance related – ‘X’
Appropriate for defects of an entirely random failure nature such as a lighting bulb failure
or a new fracture in a road spring leaf, where it is also apparent that it would not have
been noticed by the driver.
Unable to determine whether a defect is attributable to
poor maintenance
If it is not possible to determine whether or not the operator, driver or the maintenance
arrangements are culpable, then the defect is not endorsed.
NOTE: If a person obstructs an authorised examiner acting in the course of their duty,
they are guilty of an offence.
Delayed defect concession
For roadside inspection, only under the following circumstances should a delayed
prohibition be deviated (downgraded) to an inspection notice.
Where there is evidence that:
The delayed defect/s occurred on the current day's journey (24-hour period).
and - the vehicle was clear of defects at the beginning of the current journey (24-hour
period), supported by a nil driver defect report.
and - an in-service driver defect report, with recorded assessment (date and time) stating
that the vehicle is safe to drive for the remaining current day's journey.
or
when the vehicle is encountered it is on direct route to a repair facility for the delayed
defect/s to be repaired.
and - there is evidence that the journey is directly to a place where the vehicle is to
undergo repair for the delayed defect/s. (e.g. defect report with evidence the vehicle is
directly on-route to the repair facility).
This applies to both GB and non-GB encounters.
Important notes -
This concession does not apply if any other prohibition defect is detected on the
encounter other than what is described above.
Under these circumstances, all defects should be actioned in accordance with the
categorisation of defects manual.
It is the responsibility of the driver to provide sufficient evidence at the time of the
inspection for this concession to apply.
Annex 2 - Where to get additional help
2.1 Technical support
The Traffic Commissioners and DVSA provide advice and assistance to operators to
help improve professional standards in the industry. Examiners can advise on safety
inspections and can help operators set up acceptable record-keeping systems or
maintenance facilities. Together with the Traffic Commissioners, we view this part of our
duties as an effective and important means of improving road safety.
The vehicle manufacturer is an important source of advice on the characteristics and
technical requirements of the vehicles that the operator is using. Such advice is published
in the vehicle handbook and other publications. Further advice can be obtained from the
local specialist dealer and/or direct from the manufacturer.
The trade associations such as the Confederation of Passenger Transport, the Guild of
British Coach Operators, Logistics UK, the Road Haulage Association (RHA), Vehicle
Body Repairs Association (VBRA) and the British Vehicle Rental and Leasing Association
(BVRLA) are important sources of advice for operators.
The trade associations provide a national inspection service that can range from a regular
programme of safety inspection checks to monitoring those undertaken by an outside
garage or by the operator themselves. They also provide operator compliance audits,
which help ensure continuous and effective management of maintenance and operator
and licensing systems. The trade associations also represent the road haulage and bus
industry when talking to the Department for Transport. Operators will find it beneficial to
participate in their work in order to understand better the importance of effective vehicle
maintenance.
2.2 Training
The trade associations, individual colleges, training organisations such as Go Skills,
and vehicle manufacturers offer courses and seminars covering operator licensing and
maintenance systems. Further advice and information regarding training can be obtained
from the relevant sector skills councils (i.e., Go Skills for public service vehicles and Skills
for Logistics for heavy goods vehicles) and trade associations [see addresses in Annex 7].
2.3 Saving fuel and protecting the environment
There are a number of government recognised organisations that offer help and
assistance when considering fuel consumption and protection of the environment.
The Energy Saving Trust works to cut greenhouse gases and air pollution from the road
transport sector. It promotes cleaner, lower carbon vehicles and fuels, eco-friendly driving
techniques and low carbon transport alternatives.
SAFED (Safe and Fuel Efficient Driving) is the DfT-approved programme, which has
demonstrated average fuel savings of more than 10%, a corresponding saving in fuel and
reduction in carbon and CO2 emissions, and a reduction in gear changes of 37%. SAFED
can qualify as a training module under the EU Training Directive Driver CPC requirements.
2.4 Fault finding
Many Authorised Testing Facilities (ATFs) and other private sector sites are now suitably
equipped to offer brake performance and other roadworthiness checks.
2.5 Publications
The following publications are available to download free of charge.
• HGV inspection manual
Inspection procedures and minimum roadworthiness standards for the statutory
testing of heavy goods vehicles HGV Inspection Manual
• PSV inspection manual
Inspection procedures and minimum roadworthiness standards for the statutory
testing of public service vehicles PSV Inspection Manual
• Categorisation of defects
Standards (primarily for use by DVSA enforcement staff) on the issue of prohibitions
for roadworthiness defects on all classes of vehicles Categorisation of Defects
• DVSA enforcement sanctions policy
Sanctions and procedures DVSA officers will take for road traffic and construction
and use offences DVSA Enforcement Sanctions Policy
• DVSA Maintenance investigation visit - assessment guidance
Provides details of DVSA assessment criteria for commercial vehicle maintenance
systems. Vehicle operator maintenance investigations
Annex 3A - Example of a driver’s vehicle
defect report (goods vehicles)
Drivers name: Date:
Vehicle no:
Trailer no: Odometer reading:
Daily or shift check (tick or cross) *Items refer to vehicle and trailer combinations
Fuel system / oil leaks Lights / Reflectors / Markers Brake lines*
Battery security (condition) Wipers / Washers / Horn Coupling security*
Tyres / wheel and wheel fixing Indicators / Side repeaters Electrical connections (inc. ISO cable)*
Spray suppression / Wings Warning Lamps / MIL Brakes (inc. ABS/EBS)
Steering (inc. ESC) ADAS Security / Condition of body
Security of load / Vehicle height Height marker (state running height) Registration plates
Mirrors / Cameras/ Glass / Visibility Excessive engine exhaust smoke Cab interior / Seat belts
Air build-up / Leaks AdBlue® if required Cab steps / Doors
Ancillary equipment High voltage emergency cut off switch Alternative fuels isolation
Report defects here: Defect Assessment and Rectification:
Write NIL here if no defects found: Driver’s signature:
Defects rectified by:
Signature: Date:
Defects reported to:
Annex 3B - Example of a driver’s vehicle
defect report (PSV)
Drivers name: Date:
Vehicle no: Time:
fleet/serial no: Odometer reading:
Daily or shift check (tick or cross)
Fuel system / oil leaks Wipers / Washers Mirrors / Cameras / Glass / visibility
Battery (if easily accessible) Communication devices with driver Steering (inc ESC)
Tyres / wheel and wheel fixing Horn Heating / Ventilation
Brakes (inc. ABS/EBS) Height marker (state running height) Lights / Reflectors
Doors and exits ADAS Body Interior / Cab
Indicators / Side repeaters Body exterior Excessive engine exhaust smoke
Fire extinguisher / First-aid kit Electronic ticket machine (ETM) Emergency exit device
Seats / seat belts Accessibility equipment / operation Registration plates
Air build up / Leaks AdBlue® if required Warning Lamps / MIL
Ancillary equipment High voltage emergency cut off switch Alternative fuels isolation
Report defects here: Defect Assessment and Rectification:
Write NIL here if no defects found: Driver’s signature:
Defects rectified by:
Signature: Date:
Defects reported to:
Annex 3C - Example of a driver’s vehicle
defect report (light goods vehicles)
Daily or shift check (tick or cross) *Items refer to vehicle and trailer combinations
Fuel system / oil leaks Lights / Reflectors / Markers Brakes (inc. ABS/EBS)
Battery security (condition) Wipers / Washers / Horn Security / condition of body
Tyres / wheel and wheel fixing Indicators / Side repeaters Registration plates
Steering (inc. EPS / ESC) Warning Lamps / MIL Cab interior / Seat belts
Security of load Excessive engine exhaust smoke Cab steps / Doors
Mirrors / Cameras/ Glass / Visibility AdBlue® if required Coupling security* (inc. breakaway cable/chain)
Ancillary equipment Alternative fuels isolation Electrical connections*
Report defects here: Defect Assessment and Rectification:
Write NIL here if no defects found: Driver’s signature:
Defects rectified by:
Signature: Date:
Defects reported to:
Drivers name: Date:
Vehicle no: Time:
fleet/serial no: Odometer reading:
Annex 4A - Example of a safety
inspection (HGV & Trailer)
Part 1 - Inspection
Vehicle Reg Mark / ID No: Odometer Reading:
Make and Model Type: VIN:
Date of Inspection: ISO Wk No.: Inspection organisation:
Operator: Location of inspection:
Notes ‘Serviceable’ (col 4)– enter the appropriate code:
‘IM Ref’ (col 2)– for more details on each item
listed, look under this reference number in the
DVSA Inspection Manual
There may be other requirements or
Local Authority standards that are not
included in this document. E.g. ULEZ
✓
×
= Satisfactory
= Safety Item Defect
R
N/A
= Repair Required
= Not Applicable
M = Monitor (possible maintenance required before next SI)
A: Inside vehicle (items marked * do not apply to trailers)
Check
no. IM Ref Item Inspected Serviceable Defect Found Rectified
By
1 18 Seats*
2 3 Seat Belts and Supplementary Restraint Systems*
3 22 Mirrors and Indirect Vision Devices*
4 23 Glass and View of the Road*
5 25 Windscreen Washers and Wipers*
6 26 Speedometer / Tachograph*
7 27 Horn*
8 28 Driving Controls / Warning Lamps (Inc ADAS) *
9 30 Steering Control*
10 37 Service Brake Pedal*
11 38 Service Brake Operation (inc ABS/EBS, ESC & ISO 7638 cable)
12 34 Pressure / Vacuum Warning and Build Up*
13 36 Hand Lever Operating Mechanical Park Brakes and Electronic Park Brake
Control*
14 39 Hand Operated Brake Control Valves
15 17 Cab Floors and Steps*
16 OBD - Diagnostic trouble code (DTC) check
B: Ground level and under vehicle (items marked * do not apply to trailers)
17 16 Cab Doors*
18 1 Registration Plates*
19 15 Cab Security*
20 19 Security of Body, Containers and Crane Support Legs
21 20 Condition of Body
22 5 Exhaust Emissions* / MIL
23 6 Road Wheels and Hubs
24 7 Size and Type of Tyres
25 8 Condition of Tyres (including age and date code)
26 9 Sideguards, Rear Under-Run Devices and Bumper Bars
27 10 Spare Wheel and Carrier
28 41 Condition of Chassis
29 11 Vehicle to Trailer Coupling
30 12 Trailer Parking and Emergency Brake and Air Line Connections
31 13 Trailer Landing Legs
32 14 Spray Suppression, Wings and Wheel Arches
33 33 Speed Limiter*
34 42 Electrical Wiring and Equipment
35 43 Engine and Transmission Mountings*
36 44 Oil Leaks
37 45 Fuel Tanks and System
38 46 Exhaust Systems and Nuisance*
39 54 Steering
40 48 Suspension
41 53 Axles, Stub Axles and Wheel Bearings
42 57 Transmission
43 58 Additional Braking Devices
44 59 Brake Systems and Components
45 62 Markers and Reflectors
46 63 Lamps
47 66 Direction Indicators and Hazard Warning Lamps
48 67 Aim of Headlamps*
49 74 Other dangerous defects
50 Safety recall check
IM8 Condition of tyres as presented (enter N/A if not applicable)
Ck 51 Axle 1 Axle 2 Axle 3 Axle 4
o/s
out
mm mm mm mm
psi psi psi psi
o/s
in
mm mm mm
psi psi psi
n/s
in
mm mm mm
psi psi psi
n/s
out
mm mm mm mm
psi psi psi psi
C: Braking performance assessment
Date of assessment: ___________________
Laden – (measured weight) / unladen
(roller brake test* / decelerometer test + temp./ EBPMS**)
* RBT printout attached (yes/no) – If an RBT report is attached to the
...safety inspection form the RBT results table can be left blank
** If EBPMS is used the report needs to be attached to the safety
.....inspection
D: Brake temperature assessment
Ambient air temperature: _______°C
Side Axle 1 Axle 2 Axle 3 Axle 4
Check No IM Ref Item inspected Efficiency
N/S
°C °C °C °C
52 71 Service Brake Performance % °C °C °C °C
53 72 Secondary Brake Performance %
O/S
°C °C °C °C
54 73 Parking Brake Performance % °C °C °C °C
Axle RBT results* Imbalance
kg
Time Lag
(pass / fail)
Ovality
(Front steer) Bind kg Max Force kg
(Indicate if locked)
Parking kg
(Indicate if locked)
Axle 1 - weight
N/S
O/S
Axle 2 - weight
N/S
O/S
Axle 3 - weight
N/S
O/S
Axle 4 - weight
N/S
O/S
EBPMS Braking performance value: Assessment period:
Overall Result:
(Satisfactory / Unsatisfactory)
Inspector comments:
Part 2 - Comments on faults found
Part 3 - Action taken on faults found
Part 4 - Declaration
“I consider that the above defects have been rectified satisfactorily and this vehicle or
trailer is now in a safe and roadworthy condition.”
Note: It is always the responsibility of the operator to ensure that the vehicle or
trailer is in a roadworthy condition before being used on the road
Check No Fault No Fault details
Faults numbered here are Drivers
Defect Report items.
Signature of inspector: ..................................................................................................................................................................................
Name of Inspector: .......................................................................................................................................................................................
Check No Fault No Action taken on fault Rectified By
Defects rectified by:
Position:
Signature:
Date:
Annex 4B - Example of a safety
inspection record (PSV)
Part 1 - Inspection
Vehicle Reg Mark: Odometer Reading:
Make and Model Type: VIN:
Date of Inspection: ISO Wk No.: Inspection organisation:
Operator: Location of inspection:
Notes ‘Serviceable’ (col 4)– enter the appropriate code:
‘IM Ref’ (col 2)– for more details on each item
listed, look under this reference number in the
DVSA Inspection Manual
There may be other requirements or
Local Authority standards that are not
included in this document. E.g. ULEZ
✓
×
= Satisfactory
= Safety Item Defect
R
N/A
= Repair Required
= Not Applicable
M = Monitor (possible maintenance required before next SI)
A: Inside vehicle
Check
no. IM Ref Item Inspected Serviceable Defect Found Rectified
By
1 18 Driver’s Seat
2 3 Seat Belts and Supplementary Restraint Systems
3 22 Mirrors and Indirect Vision Devices
4 23 Glass and View of the Road
5 24 Accessibility Features
6 25 Windscreen Washers and Wipers
7 26 Speedometer / Tachograph
8 27 Horn
9 28 Driving Controls / Warning Lamps (inc ADAS)
10 30 Steering Control
11 37 Service Brake Pedal
12 38 Service Brake Operation (inc ABS/EBS & ESC)
13 34 Pressure / Vacuum Warning and Build Up
14 36 Hand Lever Operating Mechanical Park Brakes and Electronic Park Brake
Control
15 39 Hand Operated Brake Control Valves
16 17 Driver’s Accommodation
17 21 Interior of Body, Passenger Entrance, Exit Steps and Platforms
18 OBD - Diagnostic trouble code (DTC) check
B: Ground level and under vehicle
19 16 Passenger Doors, Driver’s Doors & Emergency Exits
20 1 Registration Plates
21 19 Security of Body
22 20 Exterior of Body including Luggage Compartments
23 5 Exhaust Emissions / MIL
24 6 Road Wheels and Hubs
25 7 Size and Type of Tyres
26 8 Condition of Tyres (including age and date code)
27 9 Bumper Bars
28 10 Spare Wheel and Carrier
29 41 Condition of Chassis
30 14 Wings & Wheel Arches
31 11 Vehicle to Trailer Coupling
32 33 Speed Limiter
33 42 Electrical Wiring and Equipment
34 43 Engine and Transmission Mountings
35 44 Oil and Waste Leaks
36 45 Fuel Tanks and System
37 46 Exhaust Systems and Nuisance
38 54 Steering
39 48 Suspension
40 53 Axles, Stub Axles and Wheel Bearings
41 57 Transmission
42 58 Additional Braking Devices
43 59 Brake Systems and Components
44 62 Reflectors and Rear Markings
45 63 Lamps
46 66 Direction Indicators and Hazard Warning Lamps
47 67 Aim of Headlamps
48 Ancillary equipment
49 74 Other dangerous defects
50 Safety recall check
IM8 Condition of tyres as presented (enter N/A if not applicable)
Ck 51 Axle 1 Axle 2 Axle 3 Axle 4
o/s
out
mm mm mm mm
psi psi psi psi
o/s
in
mm mm mm
psi psi psi
n/s
in
mm mm mm
psi psi psi
n/s
out
mm mm mm mm
psi psi psi psi
C: Braking performance assessment
Date of assessment: ___________________
Laden – (measured weight) / unladen
(roller brake test* / decelerometer test + temp./ EBPMS**)
* RBT printout attached (yes/no) – If an RBT report is attached to the
...safety inspection form the RBT results table can be left blank
** If EBPMS is used the report needs to be attached to the safety
.....inspection
D: Brake temperature assessment
Ambient air temperature: _______°C
Side Axle 1 Axle 2 Axle 3 Axle 4
Check No IM Ref Item inspected Efficiency
N/S
°C °C °C °C
52 71 Service Brake Performance % °C °C °C °C
53 72 Secondary Brake Performance %
O/S
°C °C °C °C
54 73 Parking Brake Performance % °C °C °C °C
Axle RBT results* Imbalance
kg
Time Lag
(pass / fail)
Ovality
(Front steer) Bind kg Max Force kg
(Indicate if locked)
Parking kg
(Indicate if locked)
Axle 1 - weight
N/S
O/S
Axle 2 - weight
N/S
O/S
Axle 3 - weight
N/S
O/S
Axle 4 - weight
N/S
O/S
EBPMS Braking performance value: Assessment period:
Overall Result:
(Satisfactory / Unsatisfactory)
Inspector comments:
Part 2 - Comments on faults found
Part 3 - Action taken on faults found
Part 4 - Declaration
“I consider that the above defects have been rectified satisfactorily and this vehicle or
trailer is now in a safe and roadworthy condition.”
Note: It is always the responsibility of the operator to ensure that the vehicle or
trailer is in a roadworthy condition before being used on the road
Check No Fault No Fault details
Faults numbered here are Drivers
Defect Report items.
Signature of inspector: ..................................................................................................................................................................................
Name of Inspector: .......................................................................................................................................................................................
Check No Fault No Action taken on fault Rectified By
Defects rectified by:
Position:
Signature:
Date:
Annex 4C - Example of a safety
inspection (LGV)
Part 1 - Inspection
Vehicle Reg Mark: Odometer Reading:
Make and Model Type: VIN:
Date of Inspection: ISO Wk No.: Inspection organisation:
Operator: Location of inspection:
Notes ‘Serviceable’ (col 4)– enter the appropriate code:
‘IM Ref’ (col 2)– for more details on each item
listed, look under this reference number in the
DVSA Inspection Manual
There may be other requirements or
Local Authority standards that are not
included in this document. E.g. ULEZ
✓
×
= Satisfactory
= Safety Item Defect
R
N/A
= Repair Required
= Not Applicable
M = Monitor (possible maintenance required before next SI)
A: Inside vehicle
Check
no. IM Ref Item Inspected Serviceable Defect Found Rectified
By
1 6 Seats
2 7 Seat Belts and Supplementary Restraint Systems
3 3 Mirrors and Indirect Vision Devices
4 3 Glass and View of the Road
5 3 Windscreen Washers and Wipers
6 7 Speedometer / Tachograph
7 7 Horn
8 4 Driving Controls / Switches / Warning Lamps
9 2 Steering Control
10 1 Service Brake Pedal
11 1 Service Brake Operation (inc ABS/EBS)
12 1 Brake servo operation
13 1 Park Brake / Electronic Park Brake Control
14 7 Electronic Stability Control (ESC)
15 OBD - Diagnostic trouble code (DTC) check (Inc ADAS)
B: Ground level and under vehicle
16 6 Doors / Bonnet / Steps
17 0 Registration Plates / VIN
18 6 Cab Security
19 6 Security of Body / Crane Support Legs
20 6 Condition of Body / Vehicle Structure / Roof Rack
21 8 Exhaust Emissions / MIL
22 5 Road Wheels and Hubs
23 5 Size and Type of Tyres
24 5 Condition of Tyres
25 6 Sideguards, Rear Under-Run Devices and Bumper Bars
26 6 Spare Wheel and Carrier
27 6 Condition of Chassis
28 6 Vehicle to Trailer Coupling / Towbar
29 6 Wings and Wheel Arches
30 7 Speed Limiter
31 4 Electrical Wiring and Equipment
32 6 Engine and Transmission Mountings
33 8 Oil Leaks
34 6 Fuel Tanks and System
35 6 Exhaust System / Nuisance
36 2 Steering System
37 5 Suspension
38 5 Axles, Stub Axles and Wheel Bearings
39 6 Transmission / Drive Shafts
40 1 Brake Systems and Components
41 4 Markers and Reflectors
42 4 Lamps
43 4 Direction Indicators and Hazard Warning Lamps
44 4 Aim of Headlamps
45 Other dangerous defects
46 Safety recall check
IM5 Condition of tyres as presented (enter N/A if not applicable)
Ck No 47 Axle 1 Axle 2
o/s outer
mm mm
psi psi
o/s inner
mm
psi
n/s inner
mm
psi
n/s outer
mm mm
psi psi
C: Braking performance assessment
Date of assessment: ___________________
Laden – (measured weight) / unladen
(roller brake test* / decelerometer test + temp./ EBPMS**)
* RBT printout attached (yes/no) – If an RBT report is attached to the
...safety inspection form the RBT results table can be left blank
** If EBPMS is used the report needs to be attached to the safety
.....inspection
Check No IM Ref Item inspected Efficiency
48 1 Service Brake Performance %
49 1 Parking Brake Performance %
Axle RBT results* Imbalance
kg
Time Lag
(pass / fail)
Fluctuation /
Grab (Pass / fail) Bind kg Max Force kg
(Indicate if locked)
Parking kg
(Indicate if locked)
Axle 1 - weight
N/S
O/S
Axle 2 - weight
N/S
O/S
Overall Result:
(Satisfactory / Unsatisfactory)
Inspector comments:
D: Brake temperature assessment
Ambient air temperature: _______°C
Side Axle 1 Axle 2
N/S °C °C
O/S °C °C
Part 2 - Comments on faults found
Part 3 - Action taken on faults found
Part 4 - Declaration
“I consider that the above defects have been rectified satisfactorily and this vehicle or
trailer is now in a safe and roadworthy condition.”
Note: It is always the responsibility of the operator to ensure that the vehicle or
trailer is in a roadworthy condition before being used on the road
Check No Fault No Fault details
Faults numbered here are Drivers
Defect Report items.
Signature of inspector: ..................................................................................................................................................................................
Name of Inspector: .......................................................................................................................................................................................
Check No Fault No Action taken on fault Rectified By
Defects rectified by:
Position:
Signature:
Date:
Annex 4D - Example of a safety
inspection (Small trailer ≤ 3.5t)
Part 1 - Inspection
Trailer ID: VIN:
Make and Model Type:
Date of Inspection: ISO Wk No.: Inspection organisation:
Operator: Location of inspection:
‘Serviceable’ (col 4)– enter the appropriate code:
✓
×
= Satisfactory
= Safety Item Defect
R
N/A
= Repair Required
= Not Applicable
M = Monitor (possible maintenance required before next SI)
Check
no. Item Inspected Serviceable Defect Found Rectified
By
1 Lights and Reflectors
2 Stop lamps
3 Indicators
4* Service brake system condition and operation
5* Parking brake condition and operation
6* Tyres – Type / Size / Condition
7 Wheels / Hubs / Spare wheel and Carrier
8 Axles, Stub axles and Wheel bearings
9 Trailer coupling condition and operation
10 Breakaway cable / Secondary coupling device
11 Jockey wheel condition and operation
12 Suspension
13 Chassis / Landing legs / Attachments
14 Body / Wings / Doors / Flaps / Attachments
15 Load floor
Condition of tyres as presented (enter N/A if not applicable)
Check 6* Axle 1 Axle 2 Axle 3
O/S
mm mm mm
psi psi psi
N/S
mm mm mm
psi psi psi
Braking performance assessment
Date of assessment: ___________________
(Static / drag / gradient / road test + temp)
Laden – (measured weight) / unladen
Check No Item inspected Result
4* Service Brake Performance
5* Parking Brake Performance
Overall Result:
(Satisfactory / Unsatisfactory)
Inspector comments:
Road Test
Brake temperature assessment
Ambient air temperature: _______°C
Side Axle 1 Axle 2 Axle 3
N/S °C °C °C
O/S °C °C °C
Part 2 - Comments on faults found
Part 3 - Action taken on faults found
Part 4 - Declaration
“I consider that the above defects have been rectified satisfactorily and this vehicle or
trailer is now in a safe and roadworthy condition.”
Note: It is always the responsibility of the operator to ensure that the vehicle or
trailer is in a roadworthy condition before being used on the road
Check No Fault No Fault details
Faults numbered here are Drivers
Defect Report items.
Signature of inspector: ..................................................................................................................................................................................
Name of Inspector: .......................................................................................................................................................................................
Check No Fault No Action taken on fault Rectified By
Defects rectified by:
Position:
Signature:
Date:
Annex 5 - Example of a maintenance
contract
Example contract between the operator and a contractor, agent or hire company for
safety inspections and/or repair of vehicles and trailers subject to operator licensing. For
multiple licence holders, details of the licences included in this contract should be listed
in schedule 1.
The Agreement is made on the .............. day of ........................... , 20..... , between:
a.
and
b.
of the one part, and:
The operator
Registered office
The contractor
Registered office
103
Guide to maintaining road worthiness
1. The contractor agrees that they will, in relation to any vehicle or trailer submitted by
the operator as mentioned in Schedule 2, or after, the date of this contract:
a. correctly inspect and assess all the relevant items specified in the safety inspection
report currently published in the guide to maintaining roadworthiness (GTMR)
b. detail the method of the braking performance assessment
c. include any additional inspection items as agreed in Schedule 2
d. carry out the inspection on the planned date within the ISO week the vehicle was
submitted for inspection
e. if the operator authorises, carry out necessary repairs to the correct standards to
ensure that the vehicle is in a safe and roadworthy condition
f. correctly complete the safety inspection form and associated maintenance
documents to show:
(i). contractor’s details (or stamp).
(ii). which items were in good working order and complied with the relevant
statutory requirements when the vehicle was submitted.
(iii). which (if any) items were not in good working order or failed to comply with
those requirements when the vehicle was submitted but have been replaced
or repaired so that those requirements are satisfied.
(iii). which (if any) items were not in good working order or failed to comply with
those requirements when the vehicle was submitted and which have not
been replaced or repaired.
(iv). which (if any) items that need to be monitored and possibly maintained
before the next scheduled safety inspection.
g. provide the operator, responsible person or delegated individual with the
completed safety inspection record or access to the fully completed electronic
record before the vehicle returns to service.
h. by exception to clause (g)1
, provide written confirmation that the vehicle is declared
roadworthy before the vehicle returned to service.
i. The operator is informed of any subcontracted maintenance arrangements and
their details listed in schedule 3.
j. Any work carried out by a subcontractor must meet the conditions of this contract.
1
It will normally be expected that the safety inspection record will be provided or be available to the
operator before the vehicle returns to service. However, exceptionally where it is not possible to provide
the record at this time the contractor should supply written evidence that the vehicle is declared
roadworthy in advance of the record.
2. The operator agrees that they will –
a. submit to the contractor each vehicle mentioned in Schedule 2 below in order that
the contractor may, as regards that vehicle, comply with the provisions of Article 1
above:
b. pay to the contractor such reasonable charges as the contractor may make
pursuant to their obligations under Article 1 above
c. retain, and make available for inspection by an officer mentioned in Section 42 of
the Goods Vehicle (Licensing of Operators) Act 1995 or Public Passenger Vehicles
Act 1981, every maintenance record mentioned in Article 1 above for a period of at
least 15 months commencing with the date of its issue.
3. The contract should be reviewed periodically and updated when required.
4. This contract may be ended by either party giving an agreed period of notice in writing
of their intention to terminate the contract.
a. The agreed period of notice is (………………)
Schedule 1
Details of the operator license/s covered by this contract.
Licence Number Centre address
Schedule 2
(Motor vehicles and trailers which are/which it is intended shall become used in
accordance with an operator’s licence held/applied for by the operator under the
Goods Vehicles (Licensing of Operators) Act 1995 or Part II of the Public Passenger
Vehicles Act 1981)
1. Motor Vehicles
2. Trailers
The schedule provides: -
• Vehicle registration mark (VRM) and vehicle identification number (VIN)
• Trailer identification number (TIN) and trailer chassis number
• Make and model
• Any inspection items in addition to the safety inspection report detailed in the
current GTMR
• Required safety inspection frequency for each vehicle and trailer asset
Schedule 3
Details of subcontractors
Name & Signature(s), of operator Name & Signature(s) of contractor
............................................................. .............................................................
Whilst there is no longer the requirement to submit a maintenance contract to the Office
of the Traffic Commissioner, it remains a requirement to have a contract in place with all
providers including vehicles on rental and maintenance (R&M) contracts. Contracts must
be retained on file and provided for inspection when required.
Subcontractors Name Premises address Vehicle/trailer details
Annex 6 - Specimen maintenance
planner
S = Safety Inspection
I = Intermediate Inspection
M = Major Service & Inspection
A = Annual Test Preparation (Including Major Service & Inspection)
O = Vehicle Excise Duty Renewal
X = Work Completed
Vehicle
Registration
Number
Vehicle
Make and
Type
Month JANUARY FEBRUARY MARCH APRIL
Week 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
Vehicle
Registration
Number
Vehicle
Make and
Type
Month MAY JUNE JULY AUGUST
Week 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36
Vehicle
Registration
Number
Vehicle
Make and
Type
Month SEPTEMBER OCTOBER NOVEMBER DECEMBER
Guide to maintaining road worthiness
DVSA HQ
Berkeley House
Croydon Street Bristol
BS5 0DA
Tel: 0300 123 9000
Email: enquiries@dvsa.gov.uk
DVSA Operations
Ellipse
Padley Road
Swansea
SA1 8AN
Tel: 0300 123 9000
Email: enquiries@dvsa.gov.uk
www.gov.uk/dvsa
Central Licensing Office
Hillcrest House
386 Harehills Lane
Leeds
LS9 6NF
Tel: 0300 123 9000
Email: enquiries@dvsa.gov.uk
Confederation of Passenger
Transport UK
Fifth Floor (South) Chancery House
53-64 Chancery Lane
London
WC2A1QS
Tel: 020 7240 3131
Fax: 020 7240 6565
www.cpt-uk.org
Annex 7 - Useful addresses
Many of these organisations carry out training services.
Logistics UK
Hermes House
St John’s Road
Tunbridge Wells
Kent
TN4 9UZ
Tel: 03717 11 22 22
Fax: 01892 552360
www.logistics.org.uk
Road Haulage Association
Roadway House
Bretton Way
Bretton
Peterborough
PE3 8DD
Tel: 01733 261131
www.rha.uk.net
British Vehicle Rental and
Leasing Association
Badminton Court
Church Street
Amersham
Buckinghamshire
HP7 0DD
Tel: 01494 434 747
www.bvrla.co.uk
GoSkills
Sector Skills Council for
Passenger Transport
Concorde House Trinity Park
Solihull Birmingham
B37 7UQ
Tel: 0121 635 5520
Fax: 0121 635 5521
www.goskills.org
Skills for Logistics
12 Warren Yard
Warren Farm Office Village
Milton Keynes
MK12 5NW
Tel: 01908 313360
Fax: 01908 313006
www.skillsforlogistics.org
The Guild of British Coach
Operators Ltd
PO Box 5657
Southend on Sea
SS1 3WT
Email: admin@coach-tours.co.uk
Society of Operations Engineers
22 Greatcoats Place
London
SW1P PR
Tel: 020 7630 1111
www.soe.org.uk
Energy Saving Trust
21 Dartmouth Street
London
SW1H BP
Tel: 0845 602 1425
www.energysavingtrust.org.uk
Offices of the Traffic
Commissioners
Enquiries relating to operator licensing
must be made to the DVSA enquiry
line on 0300 123 9000, or emailed to
enquiries@dvsa.gov.uk
Eastern
Eastbrook
Shaftesbury Road
Cambridge CB2 8BF
North Eastern
Hillcrest House
386 Harehills Lane
Leeds LS9 6NF
North Western
Suite 4–6 Stone Cross Place
Stone Cross Lane Golborne
Warrington WA3 2SH
South Eastern and Metropolitan
Ivy House
3 Ivy Terrace
Eastbourne BN21 4QT
Western
Jubilee House
Croydon Street
Bristol BS5 0GB
West Midlands and Wales
38 George Road
Edgbaston
Birmingham B15 1PL
Scottish
Level 6
The Stamp Office
Waterloo Place
Edinburgh EH1 3EG
Website addresses of
bodies responsible for
trunk roads:
National Highways:
https://nationalhighways.co.uk/
Transport Scotland:
www.transportscotland.gov.uk
Transport for Wales:
https://tfw.wales/
1. Front view (mirrors, cameras, and glass)
2. Windscreen wipers and washers
3. Warning lamps (inc ADAS, ABS, EBS)
4. Steering and Electronic Stability Control
5. Horn
6. Brakes and air build-up
(be sure to listen for air leaks)
7. Height marker
8. Seat belts and cab interior
9. Security and condition of cab/doors/steps
Check from driver’s seat
10. Lights, indicators, and side repeaters
11. Fuel/oil leaks
12. Security and condition of body/wings
13. Battery security and condition
14. Diesel exhaust fluid (AdBlue)
15. Excessive engine exhaust smoke
16. High Voltage Emergency cut-off switch
17. Alternative fuel systems and isolation
18. Spray suppression
19. Tyres and wheel fixing
20. Brake lines
21. Electrical connections (inc ISO ca