When you apply for and receive an operator licence, you’re making a legal commitment. That licence isn’t just a formality—it’s a set of promises you must uphold. Failing to meet these obligations could land you in front of the Traffic Commissioner at a Public Inquiry, putting your vehicles, reputation, and business at risk.
We’ll walk through the duties every transport operator needs to understand and follow to stay compliant. Whether you’re operating on a restricted operator’s licence or a full standard licence, keeping your house in order is essential for avoiding costly mistakes.
What Is an Operator Licence?
An operator licence allows you to legally operate goods vehicles over 3.5 tonnes in the UK. It’s issued by the Traffic Commissioner and comes with several conditions.
There are three types:
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Standard National Licence – for carrying your own goods and other people’s goods within the UK.
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Standard International Licence – same as above, but for international journeys too.
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Restricted Operator’s Licence – only allows you to carry your own goods, not for hire or reward.
Each type comes with clear legal duties, which are explained in the Goods Vehicle Operator Licensing Guide.
Why Understanding Your Duties Matters Before a Public Inquiry
Public Inquiries often stem from a failure to meet the conditions of your operator licence. In many cases, these failings happen not from bad intentions, but from a lack of understanding.
If you’re called to a Public Inquiry, the Traffic Commissioner will assess:
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How well you understand your obligations
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Whether you’re fit to hold a licence
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What you’ve done to put things right
Knowing your responsibilities before things go wrong gives you the best chance to stay off the Commissioner’s radar.
Key Operator Licence Obligations You Must Know
Let’s take a closer look at the specific areas where operators often fall short—and what you need to do to remain compliant.
Keeping Vehicles Safe and Roadworthy
Your top priority as a licence holder is ensuring your vehicles are well-maintained and safe.
What’s required:
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Conduct regular safety inspections (every 4-6 weeks depending on vehicle usage)
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Keep maintenance records for at least 15 months
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Use qualified mechanics or workshops
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Fix defects promptly and record the repairs
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Carry out daily walkaround checks by drivers
If your vehicles are found with serious defects during a roadside inspection or MOT, and you can’t show a system of maintenance, you could face a Public Inquiry.
Monitoring Drivers and Their Hours
Drivers must comply with rules around working time and rest periods. As the operator, you’re responsible for making sure they do.
You must:
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Keep tachograph data for at least 12 months
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Analyse the data for breaches
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Act on any infringements
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Ensure all drivers are properly trained
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Retain training records and disciplinary actions
Ignorance of tachograph laws is not an excuse. Failing to manage drivers is one of the top reasons for enforcement action.
Maintaining Financial Standing
Every operator must prove they have enough money to run their fleet safely. This is called financial standing.
Current financial requirements:
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£9,100 for the first vehicle
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£5,000 for each additional vehicle
You’ll need to provide proof of available funds during your operator licence application, renewal, or if the Traffic Commissioner has concerns.
Falling below these levels, even temporarily, must be reported—otherwise, you may be called to explain yourself at a Public Inquiry.
Keeping Accurate Records and Admin
Good record-keeping is your best defence in the event of an audit or inquiry.
You should keep:
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Safety inspection sheets and repair records
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Driver licence and CPC checks
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Defect reports and rectification logs
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Proof of financial standing (bank statements, accounts)
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Evidence of licence updates (e.g. changes to operating centre)
Failing to produce these when asked looks like a lack of control—even if you’re technically compliant.
Complying with the Terms of Your Licence
Your vehicle operator’s licence includes specific conditions and undertakings. These vary depending on your licence type, number of vehicles, and operating centre.
You must:
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Use only the operating centre(s) listed on your licence
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Not exceed the number of authorised vehicles
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Keep the Traffic Commissioner updated with any changes
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Ensure your transport manager is actively involved
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Operate only within the scope of your licence (e.g., don’t carry goods for others on a restricted operator’s licence)
Ignoring these points can lead to licence curtailment or revocation.
Common Scenarios That Lead to a Public Inquiry
Being aware of what triggers most inquiries can help you avoid making the same mistakes.
Examples include:
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DVSA discovering defects during a roadside check
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Repeated driver hours breaches without corrective action
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A drop in financial standing without notification
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Operating unauthorised vehicles or from an unauthorised depot
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Incomplete or missing records during an audit
These are avoidable problems with the right processes and regular checks.
If You’re Called to a Public Inquiry, What Happens?
The Public Inquiry is a formal legal hearing. You’ll be expected to explain how you’ve breached your licence terms—and what you’ve done to put things right.
The Traffic Commissioner can:
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Issue a formal warning
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Reduce the number of vehicles you’re allowed
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Suspend your licence temporarily
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Revoke your licence altogether
This is why it’s vital to understand your responsibilities before things get this far.
Getting Support to Stay Compliant
Many operators don’t have time to keep on top of every rule. That’s where transport consulting comes in. A specialist can help you:
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Review and improve your systems
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Get your paperwork in order
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Prepare for audits or DVSA inspections
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Support your PCO operator licence application
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Manage a licence renewal, restoration, or reinstatement
It’s always better to get help early—before small problems become major issues.
Tips for Staying Compliant
A few simple practices can make a big difference.
Quick wins:
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Keep a compliance calendar for inspections and renewals
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Regularly check your bank balance against financial standing requirements
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Have monthly meetings with your transport manager
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Use digital systems to store and organise records
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Train your admin team and drivers regularly
These small actions can prevent big problems.
Call to Action
Understanding your operator licence duties isn’t just good practice—it’s the best way to protect your business from a Public Inquiry.
If you need help getting your systems in place, or if you’re worried about a potential inquiry, contact Blue Flag Transport Consulting today.
We can support you with:
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Full operator licence application or renewal
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Compliance checks for vehicle operators licence
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Guidance on restricted operator’s licence use
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Managing the operators licence cost efficiently
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Avoiding enforcement action through expert advice
Don’t risk your licence. Let Blue Flag Transport Consulting keep your operation safe, legal, and profitable.