Receiving a Public Inquiry Notification Letter can be alarming, especially if you’re unsure what it means or how to respond. But don’t panic. Public inquiries are part of the UK’s transport compliance system and are often an opportunity to demonstrate your willingness to put things right.
Whether you’re a sole trader with a restricted operators licence or managing a larger fleet under a standard vehicle operators licence, this guide will help you understand the steps to take and how to prepare effectively.
What Is a Public Inquiry?
A public inquiry is a formal hearing conducted by the Traffic Commissioner to examine issues related to your operator licence. The aim is to decide whether you or your business should:
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Keep your existing licence
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Face restrictions (such as fewer vehicles)
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Undergo suspension or complete revocation
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Receive a warning or financial penalty
It can relate to a new operator licence application, a renewal, or even ongoing compliance concerns for existing licence holders.
Why You May Receive a Notification Letter
There are several reasons why the Office of the Traffic Commissioner may call a public inquiry. These include:
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Poor vehicle maintenance standards
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Failure to meet financial standing requirements
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Concerns raised during a DVSA roadside inspection
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Tachograph offences or drivers’ hours breaches
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Changes in operating centre or company structure
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Issues with your transport manager’s responsibilities
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Inaccuracies in your pco operator licence application
The letter you receive will outline the specific concerns and the date and location of your hearing.
Don’t Ignore the Letter
Act Promptly
The first step is simple but vital—read the letter carefully and make note of the inquiry date, location, and the reasons you’re being called. Then, act quickly. Delays or ignoring the letter can only make matters worse.
Failure to attend the inquiry without a valid reason could result in your vehicle operators licence being revoked in your absence.
Step-by-Step Guide to Responding
Acknowledge the Letter
Respond to the Traffic Commissioner’s office to confirm:
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You have received the notification
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You intend to attend the inquiry
This helps avoid miscommunication and shows you’re taking the matter seriously.
Seek Professional Advice
Dealing with a public inquiry on your own can be risky. It’s wise to get help from a transport consulting firm experienced in compliance matters.
They can:
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Help you understand the concerns raised
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Gather the correct documentation
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Prepare your statement and evidence
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Represent you at the hearing if needed
A well-prepared case often makes a positive impression on the Traffic Commissioner.
Gather Relevant Documents
Before the inquiry, collect all necessary documents that may support your case. Depending on the situation, this could include:
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Maintenance records and service schedules
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Tachograph downloads and driver hours reports
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Training logs for drivers and transport managers
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Financial records to show your business meets financial standing
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Communication logs with your transport manager or mechanics
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Invoices or receipts for recent repairs or upgrades
If the issue involves your operator licence application, ensure you bring the original application documents and any correspondence with the DVSA or the Traffic Commissioner.
Identify and Fix the Problems
It’s one thing to explain a problem—it’s another to show you’ve already taken steps to solve it.
Common Actions to Take:
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Replace a poorly performing transport manager
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Invest in a digital defect reporting system
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Restructure your maintenance schedule
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Provide driver training on hours, tachograph use, or safety
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Strengthen your record-keeping and audit systems
These changes demonstrate that you take compliance seriously and are committed to improvement.
Prepare Your Statement
You’ll need to prepare a short, clear statement explaining:
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What went wrong
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Why it happened
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What changes you’ve made or plan to make
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Why you believe your business is now compliant
Avoid blame-shifting or making excuses. The Traffic Commissioner appreciates honesty, responsibility, and effort to put things right.
What to Expect at the Public Inquiry
The inquiry is usually held at the Office of the Traffic Commissioner. It’s formal but not as intimidating as a courtroom.
Who Will Be There?
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The Traffic Commissioner or their deputy
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Your representative (if you have one)
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Possibly a DVSA officer or compliance staff
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Any witnesses you choose to bring
You’ll be asked to speak, provide documents, and answer questions. Stay calm, be honest, and refer to your evidence when needed.
Possible Outcomes
After the inquiry, the Traffic Commissioner will make a decision. Possible outcomes include:
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No further action (if you’ve already made improvements)
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A formal warning
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Curtailment (reducing your authorised vehicles)
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Suspension of your licence
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Licence revocation
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A condition placed on your operator licence
In some cases, the Commissioner may allow you time to implement changes and follow up with a review at a later date.
How to Avoid Future Public Inquiries
Once you’ve gone through an inquiry, it’s crucial to learn from the experience and strengthen your operation moving forward.
Best Practices:
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Review your systems regularly
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Keep all compliance documents in order
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Maintain regular communication with your transport manager
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Stay up to date with legislation
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Work with a transport consulting expert to stay compliant
By staying proactive, you reduce the chance of being called in again and protect your vehicle operators licence.
A Public Inquiry is a serious matter—but it’s not the end of the road. In many cases, it’s a second chance to demonstrate your professionalism and fix what’s gone wrong. The key is to respond quickly, prepare properly, and take visible steps to improve.
Whether you’re applying for a new operator licence, managing a restricted operators licence, or dealing with a renewal or restoration, taking compliance seriously can save your business from heavy penalties—or even shutdown.
Need Help Preparing for a Public Inquiry?
If you’ve received a notification and feel unsure about what to do next, don’t face it alone. Blue Flag Transport Consulting offers expert support for:
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Responding to Public Inquiry letters
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Preparing compliance evidence
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Attending hearings with professional representation
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Advising on all aspects of your operator licence application and ongoing requirements
Contact Blue Flag Transport Consulting today and take the first step toward protecting your licence, your reputation, and your business future.