If you hold or are applying for a Standard National or Standard International Operator Licence, you’ll need to appoint a qualified Transport Manager. But what exactly does this person do? And more importantly, what are their legal responsibilities?
This guide breaks it all down in simple, clear language — ideal for truck drivers, fleet operators, and transport company owners who need to stay compliant and competitive.
What Is a Transport Manager?
A Transport Manager is the person responsible for ensuring that your transport operations meet all legal and safety requirements. They must have a Certificate of Professional Competence (CPC) and be either a full-time employee or an external contractor, depending on the business structure.
They aren’t just a name on your licence — they have legal duties, and failure to perform them could land your business in hot water with the Traffic Commissioner.
Why Is a Transport Manager So Important?
Whether you’re running one truck or a whole fleet, someone needs to:
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Ensure vehicles are safe and roadworthy
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Check drivers are legal, trained, and rested
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Keep detailed records for inspections
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Respond to roadside checks or enforcement actions
In short, the Transport Manager is the glue that holds your legal compliance together.
Legal Responsibilities of a Transport Manager
Below are the core legal duties that every Transport Manager must handle. These apply whether your licence is new, up for renewal, or going through a reinstatement process.
Vehicle Maintenance and Safety
Your Transport Manager must:
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Schedule regular safety inspections
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Ensure defect reports are completed and acted upon
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Keep records of maintenance and repairs
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Confirm vehicles meet MOT standards
Driver Management
It’s the Transport Manager’s job to:
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Make sure all drivers hold valid licences
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Monitor Driver CPC qualifications
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Check drivers’ working hours and tachograph records
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Take action if a driver breaks the rules
Record-Keeping
Keeping records isn’t just good practice — it’s the law. Transport Managers must:
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Maintain digital and/or paper records for inspections, faults, and driver hours
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Make records available to DVSA when requested
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Keep logs for the correct timeframes (typically up to 15 months)
Compliance with Operating Conditions
Your vehicle operators licence comes with specific rules. The Transport Manager must:
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Ensure vehicles are only used from approved operating centres
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Maintain the number of vehicles within the licence limits
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Keep insurance and tax documents up to date
Working with the Traffic Commissioner
If there’s a compliance issue, the Transport Manager may be called to a Public Inquiry. They are expected to:
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Cooperate with investigations
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Explain how any issues are being corrected
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Show they are taking their responsibilities seriously
Additional Responsibilities
Fuel and Environmental Standards
A good Transport Manager will also:
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Reduce unnecessary idling and fuel waste
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Promote eco-driving among drivers
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Help your business stay ahead of clean-air regulations
Supporting Business Growth
Your Transport Manager can assist with:
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Planning for additional vehicles or depots
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Advising on operator licence applications
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Handling expansions that affect compliance
What Happens If a Transport Manager Fails?
If a Transport Manager fails in their legal duties, the consequences can be severe:
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The operator may lose their licence
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Vehicles can be taken off the road
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The Transport Manager can be disqualified
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Fines and legal action may follow
These risks apply even if the failure was unintentional. That’s why regular checks and transport consulting are so important.
Internal vs. External Transport Managers
Not every business needs an in-house Transport Manager. Smaller firms, especially those on restricted operator licences, may benefit from hiring a part-time external Transport Manager instead.
Pros of an Internal Manager:
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Available full-time
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More integrated into your daily operations
Pros of an External Manager:
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More cost-effective for smaller fleets
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Offers flexibility and wider experience
The key requirement is that the Transport Manager must be able to show they are effectively and continuously managing the transport operations — even if they’re not physically present every day.
Qualifications and Experience Required
To legally act as a Transport Manager, an individual must:
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Hold a CPC (Certificate of Professional Competence)
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Have experience in the transport industry
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Be deemed “of good repute” by the Traffic Commissioner
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Be listed on your vehicle operators licence application or record
If you don’t already have someone qualified, Blue Flag Transport Consulting can help source a reliable external Transport Manager for your operation.
When Do You Need a New Transport Manager?
You’ll need to replace your Transport Manager if:
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They resign or retire
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They lose their CPC qualification
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They’re disqualified by the Traffic Commissioner
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Your business is expanding and they can’t manage the new workload
In these cases, you must notify the Office of the Traffic Commissioner immediately. You may be given a limited period (often up to 6 months) to appoint a replacement. If not, your licence may be downgraded or revoked.
Operators Licence Application and the Role of the Transport Manager
When submitting your operator licence application, the Transport Manager details must be included if you’re applying for a Standard National or Standard International Licence.
They’ll need to:
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Sign a declaration of understanding
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Provide proof of their CPC qualification
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Be prepared to support the licence from day one
This applies to new applications, renewals, and any restorations of previously revoked licences.
Operators Licence Cost and the Transport Manager’s Impact
While the operators licence cost is fixed by the government (application fee, grant fee, continuation fee), the Transport Manager can impact costs through:
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Better fuel efficiency
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Fewer fines and penalties
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Lower risk of being called to a public inquiry
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Smoother compliance inspections
In other words, investing in the right person saves you money in the long run.
Get Support with Your Transport Management Needs
Running a transport business is complex, but you don’t have to do it alone. Whether you need:
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A qualified Transport Manager
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Help with a PCO operator licence application
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Advice on a restricted operators licence
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Guidance with a licence renewal or reinstatement
— support is available.
📞 Contact Blue Flag Transport Consulting Today
Need help understanding the legal duties of your Transport Manager or finding the right person for your business?
Blue Flag Transport Consulting offers:
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Help with your operator licence application
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Sourcing of qualified internal or external Transport Managers
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Compliance audits and support
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Full guidance on vehicle operators licence requirements
Get in touch with Blue Flag Transport Consulting today and let’s make your transport operations safe, legal, and efficient.