Many operators assume that once they’ve named a transport manager on their licence, that box is ticked. But what if they’re off long-term sick? Or suddenly resign? Who’s ensuring continuous and effective control of your fleet?

We recently supported an operator whose named transport manager was hospitalised for several weeks. No one formally notified the Traffic Commissioner, and although day-to-day operations continued, there was no oversight of maintenance paperwork or driver hours. When an investigation followed a roadside prohibition, the absence came to light, and the operator was called to a Public Inquiry.

The Senior Traffic Commissioner’s Statutory Guidance states that “transport managers must exercise continuous and effective management of the transport activities.” That means:

• Being available to oversee compliance
• Having enough hours allocated based on fleet size
• Notifying the Traffic Commissioner promptly if this arrangement changes

If a transport manager is unexpectedly absent, the operator must have a plan in place and inform the Traffic Commissioner if that absence will impact compliance for a prolonged period.

Here’s what we recommend:

• Have a named assistant transport manager, or external support on standby
• Notify the TC in writing if the transport manager is absent beyond a short-term holiday or illness
• Keep clear records of who is covering the role and for how long
• Document any oversight activities that still take place (e.g., remote checks, system logins, email reviews)
• If the transport manager leaves, submit a period of grace and appoint a replacement as soon as possible

At LDP Transport Consultancy, we help operators put contingency plans in place, including temporary CPC holders or interim cover, so your O-Licence isn’t at risk if something unexpected happens.

Having a qualified transport manager is not just a condition on your licence; it’s an active, ongoing responsibility.

✅ Need help covering a gap or informing the Traffic Commissioner?
Contact us today for urgent advice or interim support from our qualified compliance consultants.