Transport, courier and logistics pack
Operators of goods vehicles over 3.5 tonnes need an O licence and must keep maintenance records for fifteen months, with drivers hours and tachograph records kept for at least a year. Traffic commissioners act on record failures as readily as on roadworthiness.
Sector pack · 29 documents · 176 pages
The short answer
Operators of goods vehicles over 3.5 tonnes need an O licence and must keep maintenance records for fifteen months, with drivers hours and tachograph records kept for at least a year. Traffic commissioners act on record failures as readily as on roadworthiness.
Who this pack is for
- Hauliers and van fleets running under an O licence
- Courier and last mile firms with employed or self employed drivers
- Transport managers building a compliance file
- Operators preparing for a DVSA audit
- Businesses with grey fleet drivers using their own cars
Not for you if: You need a transport consultant for a public inquiry. This is the day to day record system.
What it solves
A DVSA audit asks for fifteen months of maintenance records.
A driver licence lapses unnoticed and an incident follows.
Drivers hours infringements accumulate with no documented follow up.
What the law requires
Maintenance records for fifteen months
Operators must have systems for safety inspections, daily walkaround checks and defect reporting, and keep the records for fifteen months. This is the first thing an audit requests.
Source: DVSA, guide to maintaining roadworthiness
Drivers hours and tachographs
Records must be kept for at least twelve months, analysed, and infringements addressed with the driver in writing. Absence of follow up is treated as a systems failure.
Source: GOV.UK, drivers hours rules
Licence checking
Employers should check driving entitlement at recruitment and periodically, using the DVLA share code service, and record the check.
Source: DVLA, view or share your driving licence information
What is in the pack
| ID | Document | Pages |
|---|---|---|
| TRA-01 | Driver handbookDVSA; HSE | 9 |
| TRA-02 | Tachograph and drivers hours recordGOV.UK drivers hours | 5 |
| TRA-03 | Vehicle daily walkaround checkDVSA | 3 |
| TRA-04 | O licence compliance fileTraffic commissioner guidance | 8 |
| TRA-05 | Load security procedureDVSA load securing | 4 |
| TRA-06 | Driver licence check recordDVLA share code | 3 |
| TRA-07 | Incident and damage reportHSE; insurer requirements | 3 |
Includes the core twenty two: employment contract, staff handbook, disciplinary, grievance, absence, holiday, right to work, leaver, pay and pension, customer and employee privacy notices, retention schedule, data protection policy, subject access procedure, health and safety policy, risk assessment, fire risk assessment, accident book, terms of sale, late payment letters, expenses policy, year end checklist.
How updates work
Every document carries a version number and a reviewed date. On the first Tuesday of each month the pack is checked against its primary sources. If anything has changed you receive the updated file and one line explaining what moved and why. If nothing has changed you receive an email saying so.
April and the Budget are the months when most figures move.
Questions
Do I need this under 3.5 tonnes?
No O licence is needed, but the same duties on vehicle condition, driver competence and working time apply, and insurers ask for the records.
Does it cover self employed couriers?
Yes, with a status caveat: the documents avoid wording that undermines a genuine self employed relationship.
Is it useful for grey fleet?
Yes. Licence checks, insurance and vehicle condition for staff using their own cars are covered.
Does it include tachograph analysis?
It includes the record and infringement follow up process, not the analysis software.
How is it delivered?
By email, as Word and PDF files, personalised with your operator details.
Sources
Built from published UK primary sources only: DVLA, view or share your driving licence information, DVSA, guide to maintaining roadworthiness, GOV.UK, drivers hours rules. No secondary or aggregator sources are used.
Order the transport, courier and logistics pack, or ask about an association licence covering your whole membership.
Email support@kaeltripton.comThese documents are drafted from published UK primary sources and are a starting point you adapt to your own circumstances. They are not legal, tax or immigration advice, and documents you edit become your responsibility.