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Operator Licence

Operator licence undertakings:
could you evidence yours tomorrow?

Your undertakings don't expire. They're standing promises to the Traffic Commissioner — and DVSA can check them any time they choose.

What the standard undertakings actually require

When you were granted your operator licence, you gave undertakings to the Traffic Commissioner. Most operators signed them years ago and haven't looked at them since. Here's what they commit you to, in plain English:

  • Maintenance intervals. Vehicles must be maintained to a written maintenance schedule. PMIs must happen at regular intervals — typically no more than six weeks for most HGVs — and the records must be kept.
  • Driver defect reporting. Drivers must carry out daily walk-round checks and report defects in writing. Those reports must be acted on and kept on file.
  • Drivers' hours compliance. You must ensure drivers comply with EU or domestic hours rules, that tachograph records are downloaded and analysed, and that infringements are investigated and acted on.
  • Tachograph calibration. Vehicles must have calibrated tachographs. Calibration records must be available.
  • Record keeping. Maintenance records, inspection sheets, driver defect reports, and tachograph data must be retained for at least 15 months.
  • Nominated transport manager. The named TM on the licence must be genuinely responsible for transport operations — not a name on a form.

They don't expire — and neither does the obligation

Undertakings aren't a one-off compliance task. They're ongoing obligations that apply every single day your licence is in force. DVSA can request your records at any time. The Traffic Commissioner can call you to a hearing and ask you to demonstrate compliance. There's no warning period and no grace for operators who haven't kept up.

Most operators aren't non-compliant on purpose. They just can't produce the evidence fast enough when someone asks for it. In enforcement, that's the same thing.

The regulatory ladder — where this leads if you can't evidence compliance

DVSA and Traffic Commissioners have a well-defined escalation path. Understanding where you sit on it matters.

1

RFE — Request for Further Evidence

The TC's office writes to ask for your maintenance records, tachograph analysis, or other documents. You have a short window to respond. If the records aren't there, or aren't good enough, it escalates.

2

Desk-Based Assessment

A DVSA officer reviews your documentation without visiting. Based on what they find, they'll either close the case, require action, or refer to the TC for a hearing.

3

Public Inquiry

A formal hearing before the Traffic Commissioner. The TC has the power to curtail, suspend, or revoke your operator licence — and to disqualify you from holding one in future.

The checklist below is designed so you can work through each undertaking yourself, before DVSA do it for you.

The Full Checklist

KNOW WHERE
YOU STAND.

Every standard undertaking in one checklist, with a plain-English explanation of what each one requires and what evidence you need to demonstrate compliance. Work through it yourself before DVSA do it for you.

£9

One-off download. Yours to keep.

Get the Checklist →