A transport manager must effectively and continuously manage the organisation’s transport activities. If they are not sufficiently involved, important compliance tasks may be missed, problems may remain uncorrected, and the operator may struggle to demonstrate proper management control.
Watch our video before reading on -
Appointing a qualified transport manager is not enough by itself. The person must have the time, authority, information and access needed to perform the role properly.
What should a transport manager be involved in?
The exact responsibilities will vary according to the size and nature of the operation. However, a transport manager will normally be responsible for overseeing key areas of Operator Licence compliance.
These include:
- Ensuring drivers hold the appropriate driving licences and qualifications
- Arranging regular driving licence checks
- Monitoring drivers’ hours, working time, breaks and rest
- Making sure tachograph information is downloaded and retained
- Checking that vehicles and trailers are maintained and roadworthy
- Planning safety inspections, MOTs and other statutory tests
- Overseeing driver daily checks and defect reporting
- Making sure reported defects are repaired promptly
- Ensuring unroadworthy vehicles and trailers are taken out of service
- Keeping vehicle information on the Vehicle Operator Licensing system up to date
- Contributing to relevant driver training and disciplinary processes
- Making sure vehicles are loaded safely and are not overloaded
This is not a complete list. The transport manager’s duties should reflect the risks and requirements of the particular operation.
Warning signs that the transport manager is not involved enough
One warning sign is that the transport manager only becomes involved when an incident, prohibition or other serious problem occurs.
Other possible warning signs include:
- Maintenance records are not being reviewed
- Safety inspection defects are not being followed up
- Driver-reported defects cannot be linked to completed repairs
- Drivers’ hours infringements are produced but not investigated
- Missing mileage or missing tachograph data is not accounted for
- Driver licence checks are overdue
- Maintenance dates are not planned properly
- Vehicles remain listed on the Operator Licence after leaving the fleet
- There are no recorded compliance meetings or management reports
- The transport manager is unaware of changes to vehicles, drivers or operating arrangements
- Actions are discussed, but there is no evidence that they were completed
One missed item does not automatically establish that the transport manager is failing to perform the role. However, repeated gaps may indicate that the operation lacks effective oversight.
Evidence matters
Operators should be able to demonstrate the transport manager’s involvement through clear records.
Useful evidence could include:
- Signed or electronically recorded maintenance reviews
- Drivers’ hours and working time review records
- Records of infringement discussions
- Driver defect investigations
- Maintenance planner checks
- Operator Licence vehicle reviews
- Compliance meeting minutes
- Driver training and briefing records
- Corrective action plans
- Reports provided to directors or senior management
The purpose is not to create paperwork for its own sake. Records should show what was checked, what was found, who was responsible for the action and when it was completed.
Does the transport manager have enough time?
A transport manager cannot effectively manage an operation if they are not given sufficient time to complete the work.
The operator should consider:
- The number of vehicles and trailers
- The number of drivers
- The number of operating centres
- The type and complexity of the work
- Whether the transport manager has other responsibilities
- Whether administrative support is available
- The quality of the operator’s existing systems and records
- The amount of travel required between sites
If the transport manager also works as a driver, fleet manager, workshop manager or director, their transport management duties should not be treated as something to complete only when time allows.
The operator should establish when those duties will be completed and protect that time wherever possible.
Directors cannot hand over all responsibility
The appointment of a transport manager does not remove the operator’s or directors’ responsibility for the business.
Directors should understand the main compliance risks and receive regular, meaningful information. This might cover maintenance performance, driver defects, drivers’ hours infringements, licence checks, training, vehicle changes and outstanding corrective actions.
The transport manager must be able to raise concerns with management and receive the support needed to address them.
Practical steps for operators
Start by holding a documented meeting with the transport manager.
During the meeting:
- Review their written responsibilities.
- Confirm how much time is available for the role.
- Identify every system and record they need to access.
- Agree which checks must be completed and how often.
- Decide how findings and actions will be recorded.
- Set a regular reporting arrangement for directors.
- Review whether additional administrative or professional support is needed.
Avoid vague responsibilities such as “manage compliance.” Set out the actual tasks, who performs them and how completion will be evidenced.
Transport manager support from LDP
If your transport manager needs additional structure, independent oversight or practical assistance, LDP Transport Consultancy can support your operation.
Our transport manager support is designed to help HGV operators identify gaps, improve management controls and create clearer evidence of ongoing compliance activity.
This article provides general guidance only. The appropriate arrangements will depend on the individual operation and its circumstances.
