Facing a Public Inquiry hearing before the Traffic Commissioner can be one of the most stressful experiences for a transport operator. Whether you hold a restricted operators licence or a full vehicle operators licence, your business reputation – and your ability to keep operating – may depend on how well you present your evidence.
A Public Inquiry is not just a casual meeting. It’s a formal legal process, and the way you give evidence can have a big impact on the outcome. The Traffic Commissioner will be looking for honesty, accuracy, and a clear demonstration that you understand your obligations under your Operators Licence UK.
In this guide, we’ll walk through how to prepare, present, and deliver your evidence effectively, so you can approach the hearing with confidence.
Understanding What a Public Inquiry Is
A Public Inquiry is held when the Traffic Commissioner has concerns about your compliance or suitability to hold an operator licence. This can happen for many reasons, including:
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Safety concerns or poor vehicle maintenance
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Breaches of drivers’ hours regulations
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Problems with record-keeping
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Issues found during audits or roadside checks
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Serious complaints or allegations
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Renewal, restoration, or reinstatement hearings after a licence suspension
The hearing is your chance to explain your side, show improvements, and provide evidence that you can operate safely and legally in the future.
Why the Way You Give Evidence Matters
Your evidence is not just about facts – it’s also about credibility. The Traffic Commissioner will assess:
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Your honesty and openness
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Your understanding of compliance requirements
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Your willingness to take corrective action
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Whether your systems are robust enough to prevent future issues
The quality of your evidence can influence whether your licence is maintained, curtailed, suspended, or revoked.
Preparing Your Evidence Before the Hearing
Good preparation is the foundation for a strong performance at a Public Inquiry.
1. Gather All Relevant Documents
Have your paperwork ready and organised. This might include:
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Maintenance inspection reports
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Tachograph and drivers’ hours records
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Training certificates for staff and drivers
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Safety inspection schedules
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Copies of your operator licence application or variations
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Correspondence with the Traffic Commissioner’s office
2. Check for Accuracy
The Traffic Commissioner will expect precision. Review your documents to ensure there are no errors or missing information.
3. Practice Explaining Your Systems
You may be asked to describe how you manage compliance. Be prepared to explain your processes in plain language.
4. Work with a Professional if Needed
If the case is complex, consider engaging a transport consulting service to help prepare your evidence and, if necessary, represent you.
Presenting Your Evidence Effectively
When it’s your turn to speak, the goal is to be clear, concise, and truthful.
Keep It Clear
Avoid jargon unless it’s necessary, and if you must use technical terms, explain them. For example, instead of just saying “PMI schedules”, explain that it means planned maintenance inspections carried out at regular intervals.
Keep It Honest
If mistakes were made, acknowledge them. Trying to hide problems often does more harm than good.
Keep It Relevant
Answer the question you are asked. Avoid going off-topic or adding unnecessary details.
Body Language and Demeanour
Your body language can say as much as your words. In a formal hearing:
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Sit up straight and look attentive
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Make eye contact with the Traffic Commissioner or panel members
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Avoid crossing your arms, which can appear defensive
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Speak at a steady pace and avoid rushing your answers
Answering Questions at the Hearing
Questions from the Traffic Commissioner or their staff can feel intimidating. Here’s how to handle them:
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Listen carefully before answering – don’t interrupt
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If you don’t know the answer, say so, and offer to provide the information later
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Be specific – vague answers can look evasive
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Use examples where appropriate to illustrate your point
If you’re asked about operators licence cost or licence variations, be prepared to show that you understand both the financial and operational implications.
Demonstrating Corrective Action
If the Public Inquiry is being held because of past failings, you need to show that you’ve addressed them.
Examples of corrective action include:
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Introducing better record-keeping systems
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Providing extra training for drivers and managers
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Hiring an additional Transport Manager
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Contracting with a transport consulting firm to monitor compliance
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Upgrading vehicles to improve safety and reliability
Being able to prove these changes with evidence – not just promises – is essential.
Staying Calm Under Pressure
It’s natural to feel nervous, but preparation and mindset can help you stay composed.
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Take a deep breath before answering each question
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Remember that the Traffic Commissioner is looking for solutions, not excuses
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Focus on the improvements you’ve made and your willingness to comply
The Role of Professional Support
You don’t have to face a Public Inquiry alone. Many operators work with solicitors or specialist transport consultants who can:
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Help prepare and organise evidence
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Coach you on answering questions
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Represent you at the hearing
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Advise on pco operator licence applications, renewals, and compliance planning
Professional representation can improve your chances of a positive outcome, especially in complex cases.
After the Hearing
Once the hearing is over, the Traffic Commissioner will issue a decision. Depending on the outcome, you may need to:
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Implement additional compliance measures
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Submit follow-up reports or undergo a further audit
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Apply for a renewal, restoration, or reinstatement of your licence if it has been suspended
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Accept new licence conditions and monitor them carefully
Whatever the decision, take it as an opportunity to strengthen your systems and prevent future problems.
Giving evidence at a Public Inquiry is your chance to prove that you are a responsible operator who can meet the obligations of your vehicle operators licence. By preparing thoroughly, answering honestly, and showing evidence of corrective action, you can protect your business and your reputation.
Need expert help preparing for a Public Inquiry or securing your Operator Licence UK?
Contact Blue Flag Transport Consulting today. We provide professional guidance on operator licence applications, compliance systems, and Public Inquiry preparation, ensuring you have the best possible chance of keeping your business on the road.