When you’re running a transport company in the UK, facing a public inquiry with the Traffic Commissioner can be a tough experience. But with the right preparation, you can walk in with confidence. This guide is here to help you get organised, stay compliant, and avoid the serious consequences of getting things wrong.
What Is a Public Inquiry and Why Does It Happen?
A public inquiry is a formal hearing held by the Traffic Commissioner to examine serious issues involving your Operator Licence. It’s often triggered by:
- Non-compliance with licence conditions
- Poor maintenance standards
- Failing DVSA roadside checks or desk-based assessments
- Financial instability
- Driver conduct issues
The outcome can range from a warning to full revocation of your vehicle operator’s licence—which could put your entire business at risk.
Understanding the Risks of Non-Compliance
Before we dive into the checklist, let’s highlight what’s at stake:
- Hefty fines
- Temporary suspension or complete revocation of your licence
- Reputational damage that affects future contracts
- Difficulty with future operator licence applications or renewals
Your Public Inquiry Preparation Checklist
Follow this step-by-step guide to prepare effectively.
✅ 1. Review Your Licence Conditions
Go back to basics. Revisit your Operator Licence conditions and make sure you’re meeting them. These include:
- Correct operating centre details
- Vehicle maintenance regime
- Up-to-date financial evidence
✅ 2. Gather Key Documents
The Traffic Commissioner will expect to see:
- Maintenance records (minimum 15 months)
- Driver hours and tachograph data
- Inspection sheets and defect reports
- Proof of financial standing
- Previous correspondence with DVSA or the Office of the Traffic Commissioner
Organise everything into a clean, professional folder or digital file.
✅ 3. Conduct an Internal Audit
An internal compliance check helps uncover any weak areas. Review:
- Preventative maintenance schedules
- Driver compliance with hours and work time
- Daily walkaround checks
- Record-keeping systems
If you’re not confident, reach out for professional transport consulting to carry out a mock audit.
✅ 4. Address and Rectify Failures
If your inquiry stems from a specific breach—such as tachograph misuse or safety inspection failures—make it a priority to fix the issue and show evidence of:
- Staff retraining
- Updated policies or procedures
- Investment in technology or compliance tools
✅ 5. Prepare a Formal Statement
You’ll need to present your case professionally. Your statement should:
- Explain what went wrong (own the mistake)
- Describe corrective actions taken
- Reassure the Commissioner that the issue won’t happen again
Practice delivering it confidently, or bring someone trained in public inquiries to represent you.
✅ 6. Demonstrate Financial Standing
Your finances must meet the minimum levels required for your licence type. If your bank balance fell below the threshold, prepare:
- Recent bank statements
- Business accounts
- Proof of injections of capital (if any)
This is crucial for restricted operators licences and standard licence holders alike.
✅ 7. Train and Brief Staff
If relevant, ensure your drivers and transport manager are up to speed. They may be interviewed or required to give statements.
Focus on:
- Driver compliance
- Understanding licence conditions
- Proper use of tachographs and walk-around check processes
✅ 8. Seek Expert Representation
Public inquiries can be formal and legalistic. Don’t take chances. Many operators benefit from expert advice or representation.
Blue Flag Transport Consulting can assist with:
- Statement preparation
- Audit documentation
- Presenting a solid case
What to Expect on the Day of the Inquiry
Public inquiries are held in front of the Traffic Commissioner. Expect a courtroom-style setting. You may be asked to:
- Explain past failures
- Describe what has changed
- Provide supporting evidence
- Answer detailed questions on compliance
Remain respectful, honest, and concise.
What Happens After the Inquiry?
The outcome may include:
- A formal warning
- Undertakings to improve
- Licence suspension or curtailment
- In the worst case, revocation
If you’ve demonstrated genuine improvement and taken the right steps, your chances of a positive outcome improve.
Tips to Avoid Future Public Inquiries
Stay out of the Commissioner’s office with these simple habits:
- Keep your documents organised
- Invest in compliance software
- Hold regular staff training sessions
- Conduct quarterly internal audits
- Work with a qualified external transport manager
And most importantly—ask for help early.
Let the Experts Handle It
Navigating a public inquiry on your own can be risky. Whether you need a PCO operator licence application, help with operators licence cost, or compliance support, Blue Flag Transport Consulting is your trusted partner.
Contact Blue Flag Transport Consulting to prepare for your public inquiry or secure your Operator Licence UK.