“1. A responsible person must undertake a daily walk around check, preferably immediately before a vehicle is used.

3. Drivers must be able to report promptly any defects or symptoms of defects that could adversely affect the safe operation of vehicles. Reports must be recorded and provision should be made to record details of any rectification work done”

– The Driving & Vehicle Standards Agency (DVSA) Guide to Maintaining Roadworthiness (Commercial goods and passenger carrying vehicles) (Revised 2014)

Vehicle maintenance and defect reporting Operator Licencing legal undertakings

The Operator Licencing legal undertakings that specifically relate to vehicle maintenance and defect reporting are:

  • Vehicles and trailers, including hired vehicles and trailers, are kept in a fit and serviceable condition;
  • Drivers report promptly any defects or symptoms of defects that could prevent the safe operation of vehicles and/or trailers, and that any defects are recorded in writing;
  • Records are kept (for 15 months) of all driver reports which record defects, all safety inspections, routine maintenance and repairs to vehicles, and that these are made available on request;

This means that an operator must have a comprehensive, documented defect reporting procedures in place, that will allow documented defect checks to be carried out by trained personnel. Any defects found during those checks will be notified in writing to an appointed person to action.

Any rectification work carried out should be completed by qualified personnel and proof of works completed provided (e.g. worksheet). Once completed, all paperwork relating to the defect is collated and retained within the relevant vehicle file for a minimum of 15 months.

It is important that vehicles are maintained so that they are mechanically in good condition. Regular Service Inspections (Sis) sometimes referred to as Preventative Maintenance Inspections (PMIs) are an essential part of a comprehensive maintenance plan.

How can TAC help with Defect Reporting & Vehicle Maintenance?

TAC can help support your business by working with you to implement a comprehensive, documented process and procedure to ensure that defect reporting, rectification and vehicle maintenance is managed effectively in line with the undertakings and obligations as set out within the Operator Licence.

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