In the transport industry, both Heavy Goods Vehicles (HGVs) and Public Service Vehicles (PSVs) play a crucial role in keeping Britain moving. However, with this responsibility comes the necessity of maintaining vehicles to the highest standards to ensure road safety, compliance, and operational efficiency.
The Guide to Maintaining Roadworthiness and regulatory expectations from the Traffic Commissioners underscore the importance of a robust vehicle maintenance regime. Whether you operate an HGV or PSV fleet, adhering to best practices in preventive maintenance, defect reporting, and compliance with periodic safety inspections is not just a legal requirement—it’s a commitment to public and driver safety.
The Pillars of a Sound Maintenance Regime
A proactive and structured vehicle maintenance programme is essential for minimising breakdowns, ensuring compliance with regulations, and upholding a good Operator Compliance Risk Score (OCRS). Here’s what every HGV and PSV operator should focus on:
1. Daily Walkaround Checks: The First Line of Defence
Drivers are legally required to conduct daily walkaround checks before taking a vehicle on the road. This routine inspection helps identify defects early, preventing more significant mechanical failures down the line. The key points to consider include:
- Tyres and wheel security
- Lights and indicators
- Mirrors and windscreen condition
- Braking performance
- Fluid levels and potential leaks
Any identified defects must be reported immediately and addressed before the vehicle is used, with records kept for at least 15 months.
2. Regular Safety Inspections and Preventive Maintenance
Routine safety inspections should follow a set schedule based on vehicle type, usage conditions, and manufacturer recommendations. The frequency may vary but typically falls between 4 to 13 weeks, depending on operating conditions:
- Lightly loaded vehicles: 10-13 weeks
- General haulage: 6-10 weeks
- Arduous work (e.g., tippers, refuse collection): 4-6 weeks
- Older vehicles (12+ years): 6 weeks
Safety inspections should cover all items included in the annual MOT test, and the use of a roller brake tester is strongly advised to assess braking efficiency.
3. Robust Record-Keeping
Operators are required to maintain detailed and up-to-date records of:
- Daily walkaround checks and driver defect reports
- Safety inspection sheets
- Maintenance schedules and completed work
- Brake testing results
- Any rectification work undertaken
Electronic systems for maintenance records are now widely encouraged, allowing operators to streamline compliance and easily retrieve documentation when required.
4. In-House vs. Outsourced Maintenance
Operators have the flexibility to either conduct maintenance in-house or outsource it to an accredited third-party provider. However, regardless of the chosen approach, the responsibility for vehicle roadworthiness always remains with the operator. When outsourcing, it is crucial to:
- Ensure the contractor is competent and qualified
- Obtain a written maintenance contract
- Keep inspection records from external providers
For in-house maintenance, facilities must be adequately equipped with the necessary tools, trained technicians, and proper inspection facilities such as pits or ramps.
5. Ensuring Compliance with DVSA and Traffic Commissioner Expectations
The DVSA’s Guide to Maintaining Roadworthiness serves as the benchmark for compliance. Traffic Commissioners expect operators to uphold commitments made during their Operator licence application, and failure to maintain vehicles in a fit and serviceable condition can lead to serious repercussions, including:
- Prohibition notices on non-compliant vehicles
- Operator licence revocations or suspensions
- Hefty fines or potential legal action
Additionally, the DVSA Earned Recognition Scheme is an excellent initiative for operators seeking to demonstrate exemplary compliance standards, potentially reducing roadside checks and improving their OCRS rating.
Bridging the Gap Between HGV and PSV Compliance
While HGV and PSV operators serve different segments of the transport industry, the fundamental principles of roadworthiness remain the same. Both sectors must prioritise:
- Stringent defect reporting: Encouraging drivers to report faults immediately
- Effective maintenance schedules: Preventing unexpected breakdowns
- Compliance audits: Regularly reviewing and improving processes
- Driver training: Ensuring that those behind the wheel understand their role in vehicle safety
Final Thoughts
Ensuring roadworthiness is not just about avoiding penalties—it’s about protecting lives, keeping businesses operational, and maintaining the integrity of the transport industry. A well-maintained vehicle is a safer vehicle, reducing downtime and enhancing efficiency.
By embedding a culture of compliance, HGV and PSV operators can build a reputation for reliability and safety, benefiting both their business and the wider community.