When you’re granted your operator licence, the DVSA may visit your operating centre within the first 3 to 6 months. Their goal is to check you’ve set up your systems properly and are ready to run vehicles in full compliance with the law.
If you’re not prepared, this visit can lead to warnings, conditions being added to your licence, or a call to Public Inquiry.
Here’s what new operators must have ready when DVSA arrives.
1. Maintenance Records
You must show how you keep vehicles in roadworthy condition. The DVSA will expect to see:
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A maintenance planner covering all vehicles for the next 6 months
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Safety inspection sheets from your maintenance provider
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A contract or agreement with a garage or mobile mechanic
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Daily walkaround check records for each vehicle
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A defect reporting system and repair evidence
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Brake test reports (minimum 4 times per year per vehicle)
Even if your vehicles haven’t been on the road yet, the planner and contract must be in place.
2. Tachograph and Driver Hours
If your vehicles use tachographs, you’ll need to show:
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Tachograph download equipment is installed and working
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Plans for downloading driver and vehicle data on time
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Evidence of data analysis and driver debriefs (if operations have started)
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Written policies on how to manage driver hours and rest rules
If you’re not operating yet, have these systems ready and explain how they’ll be used.
3. Transport Manager Involvement
Your named Transport Manager must be available for the visit and able to explain:
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Their role in compliance and day-to-day control
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How they manage maintenance, drivers, and scheduling
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What systems they use to monitor vehicle safety and legal operation
They should have documents showing their CPC qualification and signed agreement with your business.
4. Operating Centre Readiness
The site where your vehicles are kept must meet the requirements listed on your licence. The DVSA may inspect:
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Access to and from the road
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Space for parking authorised vehicles
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Signage, fencing, or security (if relevant)
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Cleanliness and overall condition of the premises
If the site doesn’t match what you listed in your application, you must notify the Traffic Commissioner immediately.
5. Driver Management and Policies
You must have systems for recruiting, training, and monitoring drivers. DVSA will check for:
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Driver licence checks (copy of checks or system login)
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Written driver handbook or policy document
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Induction process for new drivers
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Records of training or toolbox talks
Even with only one driver, you need to show control.
6. Record Keeping
Prepare a set of well-organised folders or files covering:
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Your licence and undertakings
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Maintenance contracts and schedules
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Driver records and checks
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Financial standing documents
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Transport Manager agreement
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Tachograph and data analysis reports
Digital or paper is fine—what matters is that you can find and explain the documents during the visit.
7. Financial Standing Proof
You must still meet the financial standing requirements you agreed to when applying. Be ready to show:
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Recent bank statement (dated within the last 28 days)
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Proof that the funds are in the correct account (business or named director)
Insufficient funds at the time of the visit may lead to regulatory action.
8. Action Plan for Growth
If you haven’t started operating yet, you’ll need to explain:
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Your planned start date
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How your systems will be activated
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What contracts or work you have lined up
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Your readiness to scale within the limits of your licence
The DVSA wants to see that you’re taking your licence seriously from day one.
Final Advice from Blue Flag Transport Consulting
Blue Flag supports new operators before and after licence approval. If you’re expecting a DVSA visit, they can review your systems, prepare your records, and carry out a mock audit so nothing catches you off guard.
If you’re not confident your paperwork and systems are ready, contact Blue Flag Transport Consulting today. Their support can help you pass your first DVSA visit without delays, penalties, or enforcement risk.
