🛠️ How to Prepare for a DVSA Maintenance Investigation
DVSA maintenance investigations can occur with little notice, especially if your OCRS is in the red or amber category. Preparation is key to protecting your O-Licence.
This guide outlines what to expect and provides guidance on how to prepare.
đź“‹ Why Might the DVSA Visit You?
- • Missed safety inspections
- • Poor MOT history
- • Tachograph or drivers’ hours issues
- • Complaints or reports
- • High roadside prohibition rates
Even if you feel your systems are strong, any gaps in paperwork, processes or oversight could be flagged.
🔍 What Will They Look At?
Maintenance Planner
- Are inspections planned at the correct frequency?
- Any gaps or missed inspections?
PMI Reports & Brake Test Results
- Are reports complete, signed, and easy to follow?
- Do brake tests meet minimum standards?
Defect Reporting System
- Do you have clear driver defect reports?
- Are defects repaired promptly and signed off?
Repair Invoices & Supporting Evidence
- Do you have job cards or invoices to support repairs?
- Are repairs linked to defects and PMIs?
Maintenance Provider Agreements
- Is there a written contract with your provider or internal arrangements?
- Does it include responsibilities and brake testing details?
Technician Qualifications
- IRTEC or other relevant qualifications on file?
- Is there proof of training or competency?
Vehicle Files
- Is there a file for each vehicle with MOTs, PMIs, repairs, and inspection history?
🧾 Documentation to Keep Ready
- 15 months of PMI reports
- Defect reports and rectifications
- Brake test records
- Service/repair invoices
- Maintenance planner (6 months future)
- Contracts and technician certs
âś… Quick Tips to Get Audit Ready
- Do a mini internal audit every 3 months
- Log your oversight as a Transport Manager
- Digitise records where possible
- Train drivers on proper defect reporting
- Review PMIs monthly for trends or repeat defects
⚠️ Common Mistakes That Lead to Issues
- No evidence of brake tests
- Incomplete or unsigned PMIs
- Unexplained gaps in the inspection schedule
- Defect repairs with no paperwork
- Poor record retention or file organisation
đź“ž Need Support?
We help operators across the UK prepare for DVSA investigations, enhance their systems, and maintain audit readiness. Get in touch for a pre-audit health check or to build a custom maintenance compliance pack.
