Introduction
No operator wants the DVSA or Traffic Commissioner knocking at the door unannounced. Yet, for many businesses, an audit or investigation is only a matter of time. Being unprepared can lead to prohibitions, undertakings, or even a Public Inquiry. The good news? With the right systems and preparation, an audit doesn’t have to be stressful.
We recently worked with a company that had been called to demonstrate compliance after repeated prohibitions. Their records were scattered across spreadsheets, filing cabinets, and handwritten notes. The DVSA officer asked for PMI schedules, defect rectification times, and tachograph records — but finding and presenting the evidence was almost impossible.
Contrast that with another operator who had digital maintenance planning, electronic document storage, and monthly compliance reviews. When audited, every record was immediately available, neatly organised, and fully up to date. The audit was completed quickly, and the operator walked away with zero concerns raised.
What the Law Requires
Operators must:
• Keep accurate records of maintenance, drivers’ hours, and defect reporting.
• Demonstrate systems that ensure compliance on a daily basis.
• Provide evidence of continuous and effective management of the licence.
• Retain documents for prescribed periods (e.g., tachograph records for 12 months, maintenance records for 15 months).
Traffic Commissioners expect operators to go beyond “having records” — they expect operators to use and monitor them as part of their compliance system.
Best Practice for Audit Readiness
To be audit-ready every day:
• Centralise your records digitally (maintenance, driver compliance, and HR).
• Use recognised platforms such as Tachomaster for tachograph analysis and R2C for maintenance planning.
• Carry out internal or external compliance audits on a regular basis.
• Create a system for storing evidence — don’t rely on scraps of paper or outdated spreadsheets.
• Train staff so they understand their responsibilities and can confidently present records if needed.
Final Thoughts
An Operator Licence is one of the most valuable assets your business holds. But it’s also one of the most fragile if compliance isn’t taken seriously.
👉 At LDP Transport Consultancy, we help operators put robust systems in place, carry out independent compliance audits, and prepare for DVSA or Traffic Commissioner scrutiny.
