Vehicle Maintenance

Question 1

Identify and explain FIVE items a driver should check regarding the legal condition of tyres on large goods vehicles. State the legal requirement for each item

Answer 1

Tread depth – must be at least 1mm on vehicles in excess of 3,500 kgs gvw
Tread band – tread depth must be over at least 75 per cent of the breadth of the tyre and around the entire
circumference with tread pattern visible on the remaining 25 per cent
Inflation – tyres should be suitably inflated for use, at the correct pressure
Cuts – no cuts in excess of 25 per cent or 10 per cent of the section width of the tyre, deep enough to reach the ply
or cord
Speed rating – must be correct for the tyre in use
Cord or ply – no cord or ply should be exposed
Lumps/bulges – no lumps or bulges caused by structural separation

Question 2

Outline TWO advantages of maintaining the vehicles in-house.

Answer 2

1 The business has greater ability to monitor and audit their systems
2 Control of costs
3 Gives the business greater flexibility
4 The maintenance provision could be a source of income if the service is sold to other operators
5 Quality of work can be controlled
6 Less downtime either ferrying vehicles or waiting for availability of technicians
7 Ensures accurate records are kept within the business

Question 3

Outline TWO advantages of outsourcing the maintenance of the vehicles.

Answer 3

1.Avoids capital outlay setting up the facility
2 The business avoids the cost of additional training for technicians etc when new or different spec vehicles are added
to fleet
3 Avoids the costs and legislation surrounding environmental disposal of used products

Question 4

Outline SIX of key points of a good maintenance system as specified in the DVSA Guide to
Maintaining Roadworthiness.

Answer 4

1 A responsible person should carry out a first use inspection
2 Drivers must be able to report defects or symptoms of defects which could affect the safe operation of vehicles
3 Defect reports which record defects must be kept for a period of at least 15 months
4 The dates when safety inspections are due must be the subject of forward planning (at least 6 months in advance)
5 Records of safety inspections must be kept for 15 months
6 Operators who undertake their own safety inspections must have the correct tools and facilities for the size of fleet
and type of vehicle operated

Question 5

Your company has decided to review the vehicle maintenance arrangements currently in position.
As transport manager, you have been asked to prepare a report highlighting the key transport
management systems that should be in place to provide effective maintenance which complies with
the relevant regulations.
Identify and briefly describe FIVE issues that the report should address.

Answer 5

1 Daily walk around checks – vehicles should be checked prior to use by drivers and should cover safety and
engineering features
2 Defect reporting procedure – defects must be reported in writing and submitted to inform management of the
condition of the vehicle and highlight any action that needs to be taken
3 Planned preventative maintenance inspections – make use of a planner to map out the regular intervals between
inspections
4 Regular servicing – ensures that vehicles are maintained to a satisfactory level typically in line with manufacturers’
recommendations
5 Keeping of records – all vehicle records relating to positive defects, maintenance and servicing should be kept for a
minimum of 15 months

Question 6

Identify and describe FIVE important documents contained in a vehicle history file.

Answer 6

Contents of the vehicle file would ideally include:
1 Defect report forms
2 Evidence of rectification of any reported defects
3 Completed safety inspection forms
4 Service record sheets
5 MOT certificate
6 Ancillary equipment maintenance records and statutory certification

Question 7

Recommend EIGHT measures to minimise the risk of vehicles being used with defects.

Answer 7

1.All drivers undergo training regarding their duties in connection with daily walk around checks/first use inspections
2 Walk around checks are carried out by responsible persons
3 Ensure all drivers have a suitable defect reporting book and understand how to complete it correctly
4 All driver defect reports are given to a person with sufficient authority to take the appropriate action
5 Ensure drivers understand the requirement to monitor the conditions of their vehicles throughout the day/shift
6 There must be a system in place to ensure that unroadworthy vehicles are removed from service
7 Communicate to all drivers that disciplinary and/or criminal action may be taken for failure to comply with the
requirement to ensure the roadworthiness of their vehicles
8 Ensure all drivers have the appropriate equipment for carrying out vehicle checks (eg torch during hours of

Question 8

Recommend EIGHT measures to minimise the risk of vehicles being used with defects.

Answer 8

1.All drivers undergo training regarding their duties in connection with daily walk around checks/first use inspections
2 Walk around checks are carried out by responsible persons
3 Ensure all drivers have a suitable defect reporting book and understand how to complete it correctly
4 All driver defect reports are given to a person with sufficient authority to take the appropriate action
5 Ensure drivers understand the requirement to monitor the conditions of their vehicles throughout the day/shift
6 There must be a system in place to ensure that unroadworthy vehicles are removed from service
7 Communicate to all drivers that disciplinary and/or criminal action may be taken for failure to comply with the
requirement to ensure the roadworthiness of their vehicles
8 Ensure all drivers have the appropriate equipment for carrying out vehicle checks (eg torch during hours of
darkness if no lit facility available)

Question 9

Your company operates a ‘Nil defect’ reporting system, but you are aware that your driver has had
no experience of this before. Explain the concept of a system such as this.

Answer 9

The ‘nil’ defect reporting system requires a driver to complete a report that a daily check has been carried out but
no defects have been found. Nil defects are not a requirement under the conditions of an operator licence, however
they are a useful means of checking that drivers are carrying out their duties in this respect. The Guide to Maintaining
Roadworthiness advises that they should be kept as long as they are useful.

Question 10

What are the vehicles 3 primary testing procedures ?

Answer 10

Roadside spot checks
•
Checks at premises
•
Annual testing for goods vehicles over 3500kgs Gross Vehicle Weight (GVW) and trailers over 1020
Unladed Weight (ULW).
Annual testing is covered in the ‘Plating and Testing’ module (Module 19).

Question 11

What is a roadside spot check ?

Answer 11

The RTA 1988, authorises DVSA and authorised police officers to test goods vehicles to see that they are
maintained in a fit and serviceable condition.
Both DVSA and authorised police officers have the authority
to stop a moving vehicle.
DVSA may require the person in charge of a goods vehicle on a road, to proceed to
a place of inspection, usually a DVSA test facility. A police officer in uniform can also stop a vehicle and direct
the driver to take it to a place for inspection up to
five miles away
. They do this by issuing the driver form
GV3
.
Any person who refuses or neglects to comply with such a request commits an offence.
If the vehicle is found to be unfit for service the PG9 prohibition procedure will come into effect. Under the
RTA 1988 an examiner can require clearance of a prohibition at a DVSA testing Station or an Authorised
Testing Facility (ATF).
Further information on the PG9 process is provided later in this module
.

Question 12

What do ‘‘checks at premises’’ consist of ?

Answer 12

Under the
Construction and Use
(C&U) Regulations, DVSA or a uniformed authorised police officer may
inspect a vehicle on any premises provided the owner of those premises consents. The consent of the owner
of the vehicle must be obtained or notice must be given to the owner of the vehicle personally n
o less than
48 hours
before the proposed test or inspection, or
sent to their address by recorded delivery at least 72
hours
before the proposed test or inspection.
Neither the consent of the owner of the vehicle nor the period of notice is necessary if the inspection is
carried out within 48 hours of a notifiable road traffic incident.
Notifiable road traffic incidents are covered
in the ‘Traffic Legislation’ module (Module 25).
DVSA can also inspect company vehicle maintenance and inspection facilities under powers the Goods
Vehicles (Licensing of Operators) Act 1995 in relation to operator licencing. If the vehicle is found to be
unfit for service the PG9 prohibition procedure will come into effect. Under the RTA 1988 an examiner can
require clearance of a prohibition at a DVSA testing Station or an Authorised Testing Facility (ATF).
Further
information on the PG9 process is provided later in this module.

Question 13

What is the PG9 Prohibition system ?

Answer 13

The DVSA and authorised police officers can prohibit a vehicle from being used by issuing an immediate
PG9
to the driver. The PG9 is a form, and its issue prevents the vehicle from being use on the road for
any purpose. The PG9 can be issued to an empty as well as loaded vehicles, and for a vehicle being towed
or moving under its own power.
No vehicle may be used to carry goods while it is subject to a PG9
prohibition notice.
If defect(s) are serious, the prohibition may take effect immediately or delayed. A delayed PG9 may permit
the continued use of the vehicle, but the defects must be rectified within the period stipulated on the PG9
form to a
maximum 10 days
. Only DVSA can issue a delayed prohibition.
There is no formal appeal against a prohibition, only against refusal to remove it.
When a PG9 is imposed on a vehicle, the driver’s copy must always be carried on the vehicle whilst it is in
force and presented to the test station when the vehicle is submitted for its removal.
Information concerning the issue of the PG9 is automatically sent to the vehicle’s owner and, if the vehicle is
on an operator’s licence, the relevant Traffic Commissioner.
When the operator claims that a prohibited vehicle is fit for service it may proceed to or from the inspection
point, provided an appointment has been made. The vehicle can also be road tested but only within three
miles of where it is being repaired. The process for removal of the PG9 is shown below:

Question 14

What are the different PG9 Variations

Answer 14

The DVSA are afforded discretion on how the handle vehicle checks and can vary the way in which a PG9 is 
applied. These details are still recorded on the PG9 but under different sections of the form. 
• 
PG9A – Variation. Can be used at the DVSA discretion to change an immediate prohibition notice to a 
delayed one when a serious defect has been remedied and only minor defects remain.
• 
PG9B – Exemption. Allows the prohibited vehicle to be moved subject to certain conditions: 
—
Is unladen and proceeds at a speed not exceeding a specified mph.
—
Is not used after lighting-up time.
—
Proceeds only between specified points.
NO
YES
Is vehicle or trailer subject to annu
-
al hgv test?
Is vehicle subject to car, 
light van MOT?
Vehicle will require MOT irrespec
-
tive of age. New certificate to be 
produced at police station to obtain 
clearance
NO
YES
Is prohibition cleared at time of
imposition?
No charge and no
further examination
Special arrangements for clear
-
ance as directed by the authorised 
examiner
NO
YES
Vehicle must be presented at DVSA
test station
Has the inspector imposing prohi
-
bition 
indicated that full test is required?
YES
PG9 may be cleared by 
partial examination.
Re-test fee only payable.
No new certificate issued
NO
Normal conditions of
application and test apply. Full 
fee paid, prohibition cleared and 
test certificate valid for 12 months 
issued
Is annual test certificate required?
Vehicle subject to full 
examination, full test fee 
paid. Prohibition cleared
NO
YES

Vehicle maintenance
5
FTA CPC NOTES
©
FREIGHT TRANSPORT ASSOCIATION
01.20
2
•
PG9C – Refusal to Remove a Prohibition. Is used to tell an operator why the examiner has refused to
lift a prohibition.
•
PG10 – Removal. This removes a prohibition from a vehicle when the DVSA is satisfied that the defects
have been rectified. This action may take place anywhere, but normally occurs at a test station. When submitting a vehicle for the removal of the PG9 at a DVSA test facility or ATF, operators should
ensure that vehicles are satisfactory and roadworthy. If not, further PG9 forms can be issued during the
removal inspection.

Question 15

How to appeal the refusal to remove a PG9

Answer 15

There is also no formal appeal against a prohibition, only against refusal to remove it. There is no provision in
legislation to withdraw a prohibition once issued even if subsequently found to be issued in error.
If the operator is dissatisfied with an DVSA decision not to remove a prohibition they can appeal to DVSA,
Bristol.
Where an operator decides to appeal it must:
•
Be made within 14 days of the refusal.
•
Be made in writing.
•
State the grounds on which the appeal is made.

Question 16

What is the criteria for obtaining an operator licence

Answer 16

Part of the criteria for obtaining an operator licence is that the operator will have adequate financial standing
for all vehicles authorised on the licence. The TC also requires the following information to be provided:
•
The maximum time intervals at which vehicles will undergo safety inspections.
•
Whether the safety inspections will be carried out by the operator’s own staff.
•
Whether any faults will be repaired by the operator’s own staff.
•
Where work will be done by the operator’s own staff, the place where the work will be done and the
facilities available.

Numbers of maintenance staff employed.
•
Name and address of person (other than own staff) carrying out any maintenance work.
A copy of any maintenance contract or letters of agreement and examples of vehicle safety inspection sheets
can be sent to TC as supporting evidence.

Question 17

Who monitors the maintenance undertaking ?

Answer 17

As part of the operator licence application, the nominated transport manager signs a declaration of intent on
the TM1 form and electronically on VOL. Both state that:
•
Vehicles are kept fit and serviceable
•
Drivers will report safety faults on vehicles as soon as possible
•
Records of all safety inspections, routine maintenance and repairs to vehicles are kept for 15 months;
and
•
Make these available on request
Operators who travel internationally must also have planned to ensure that facilities for repair and/or
rectification are available when travelling abroad.

Question 18

What are the key points for an effective maintenance system ?

Answer 18

It is possible for an operator to adopt different practices than what is suggested in the guide, but systems
must still be able to demonstrate to TC that roadworthiness is achieved.
The guide sets out several key points for an effective maintenance system.
•
A driver or responsible person must undertake a daily walk around check
, preferably immediately
before a vehicle is used.
•
First-use inspections are essential for operators who lease, hire or borrow vehicles.
These are
especially important where vehicles and trailers have been off the road for some time.
•
Drivers must report promptly any defects or symptoms of defects
that could adversely affect the
safe operation of vehicles. Reports must be recorded and provision should be made to record details
of any rectification work done.
Operators must ensure that safety inspections are carried out at the stated frequency.
•
Safety inspections must include those items covered by the appropriate annual test.
•
Safety inspections should be pre-planned,
preferably using a time-based programme.
•
The system of safety inspections must be regularly monitored
, especially in the early stages.
•
Any
remedial work carried out because of safety inspections must be recorded.
•
On some types of vehicles and operations, intermediate safety checks may be necessary.
•
Staff carrying out safety inspections must be competent
to assess the significance of defects.
Assistance must be available to support the safety inspection process.
•
There must be an
internal system to ensure that unroadworthy vehicles are removed from
service
, with someone responsible to take vehicles off the road.
•
Operators who undertake their own safety inspections must have the
correct tools and facilities for
the size of the fleet and type of vehicle operated
.
•
All operators should have access to a means of measuring brake efficiency and setting
headlamp aim.
•
Operators are responsible for the condition of vehicles and trailers that are inspected
and/or
maintained for them by agents, contractors or hire companies.
•
Operators who have contracted out their safety inspections must draw up a formal written
contract
with an inspection agency or garage and this must be retained on file. Such operators should
view inspection records and have a means of regularly monitoring the quality of work produced
for them.
•
The dates when safety inspections are due must be the subject of forward planning. A maintenance
scheduling system, planner or wall chart should be used to identify inspection dates at
least six
months
for manual systems or can be dynamic for electronic systems.
•
Any system of maintaining roadworthiness of vehicles should be effectively and
continually monitored.
•
Any changes by licensed operators to arrangements for safety inspections must be notified to the
Central Licencing Office (CLO) without delay.
•
Drivers must be adequately trained and given clear written instructions about their responsibilities

Question 19

What is planned vehicle maintenance ?

Answer 19

The operator must create a planned maintenance system that covers the entire procedure of looking
after a vehicle. It aims to prevent the development of serious defects in vehicles from the point of view of
engineering and safety, and to ensure that vehicles are always in a safe and reliable condition.
It involves two primary types of inspection:

Vehicle pre-use check and defect reporting.
•
Vehicle safety inspections and first use inspections.

Question 20

Who is responsible for vehicle checks and defect reporting ?

Answer 20

A responsible person must undertake a daily walk around check before a vehicle is used.
The driver is
always legally responsible for the condition of the vehicle while in use.
Operators can delegate the walk
around check to a responsible person, who must carry out a minimum of one check in 24 hours. DVSA
recommend this check is carried out by the driver and completed before the vehicle is on the road each day.
Pre-use vehicle checks are commonly known as ‘walk around check’ or ‘daily check’ within the
industry. Pre-use checks can occur more than once, and a robust maintenance system would
consider more than one check in a 24-hour period, if possible. Where more than one driver will use
the vehicle during the day, the driver taking charge of a vehicle should make sure it is roadworthy
and safe to drive by carrying out their own check, even if the vehicle has already been checked.
The responsible person or driver has two responsibilities for maintenance in an effective
maintenance system:
1 The pre-use vehicle checks
The check should cover the whole vehicle and trailer if used in combination. The check should cover interior
and exterior items that can be safely assessed without the use of a workshop or special skills or equipment.
It is important that enough time is allowed for the completion of walk around checks as no specific time
duration is set within the regulations. Employees must also be trained to carry them out thoroughly.
2
The vehicle defect report
A system of reporting and recording defects that may affect the roadworthiness of the vehicle must be
implemented. The report must include how the defect was rectified before the vehicle is used. There are two
methods commonly used for defect reporting:
•
Exception reporting – During the walk around check, if any defects are identified they will be
submitted as positive defect report, typically on a defect log, which identifies any faults which affects
the safe operation of the vehicle.
•
Nil defect reporting – During the walk around check an individual defect report to show that the first
use checks have been carried out will be completed,
regardless of finding defects
. If no defects are
noted, then the report would be marked to indicate that there are no known defects affecting the
roadworthiness of the vehicle. If defects are found, then the report would be marked accordingly
and reported.

Question 21

what is nil defect reporting ?

Answer 21

Nil defect reports are not required under the conditions of operator licensing. However, they are
best practice and are a useful means of checking that drivers are carrying out their duties in this
respect. If they are produced they should be kept for as long as they are useful.

Question 22

What is included on a pre use vehicle check ?

Answer 22

Tyres
For passenger vehicles constructed or adapted to carry no more than 8 passengers excluding the driver and
for goods vehicles with a maximum gross weight not exceeding 3,500kg:
•
Tyres must have a minimum tread depth of 1.6mm
over the centre three-quarters of the tyre and
around the entire circumference.
In the case of other vehicles:
•
Tyres must have a depth of at least 1mm
in the grooves of the tread pattern throughout a
continuous band measuring at least three-quarters of the breadth of the tread and around the entire
circumference. There must also be a visible tread pattern on the remaining quarter.
All tyres:
•
Must be inflated to be fit for the use of which the vehicle is utilised;
•
May not have a cut in its fabric longer than 25mm or 10% of the section width of the tyre, and deep
enough to reach the body cords;
•
There must be no lumps, bulges or tears caused by separation or partial failure of its structure; and
•
There must be no ply or cord exposed to view
Re-cut tyres
Re-cut tyres must not be fitted to:
•
Private cars.
•
Dual-purpose vehicles.
•
Goods vehicles of less than 2,540kg unladen weight.
•
Goods vehicles which are motor cars over 2,540kgs which have wheels with a rim diameter of less
than 405mm – Electric vehicles are exempt from this rule.
•
Trailers of less than 1,020kgs unladen weight.
Fuel/oil leaks
If oil or other fluids are leaking from the vehicle this could result in a prohibition, whether it is a continuous
flow or dripping giving rise to a patch more than 75mm diameter in 5 minutes.
Battery security
The security of the battery must be checked to ensure that there is no risk of it falling from the vehicle or its
displacement could cause a risk of fire. Batteries should also be checked for leakage of electrolyte.
Spray suppression
Spray suppression equipment must be secure, undamaged and not unduly clogged with dirt. Spray suppression must be fitted to goods vehicle with a gross vehicle weight more than 12 tonnes and on
trailers more than 3.5 tonnes GVW.
Steering
Must be checked to ensure no excessive play and smooth operation.
Lamps and indicators
All mandatory lamps must be operational.
•
Front lights
The following lights are required to the front:
—
Two white/yellow front position lamps on motor vehicles and trailers exceeding 1.6m in width.
—
Two white/yellow headlamps, capable of emitting a dipped beam.
—
Two white outline marker lamps on motor vehicles and trailers exceeding 2.1m in width.
—
Two amber direction indicators (with amber side repeater) on motor vehicles.
Rear lights
The following lights are required to the rear:
•
Two red rear position lamps on motor vehicles and trailers.
•
Two red stop lamps.
•
At least one red offside fog lamp on motor vehicles and trailers.
•
Two red outline marker lamps on motor vehicles and trailers exceeding 2.1m in width.
•
Two amber direction indicators (with amber side repeater) on motor vehicles and trailers.
•
One white rear number plate lamp on motor vehicles and trailers.
Side lights
The following lights are required to the side:
•
At least two amber side marker lamps on motor vehicles and trailers exceeding 6m in length.
Other lights
Hazard warning lights and direction indicators on each side of the vehicle operated simultaneously may be
used only when stationary or when on a motorway to warn other road users of the need to slow down due to
an obstruction. Fog lamps
•
Front: There is no requirement on the number to be fitted, but when a pair is fitted to be used at times
of seriously reduced visibility (generally less than 100 metres) and they must be correctly mounted.
•
Rear: There must be no more than two fitted on motor vehicles and trailers.
Mandatory reflectors
•
Front retro reflectors
The following reflectors are required to the front:
—
Two white reflectors on trailers (all motor vehicles are exempt).
•
Rear retro reflectors
Triangular-shaped reflectors that are only fitted to trailers or broken-down motor vehicles under tow.
The following rear retro reflectors are required to the rear:
—
Two red reflectors on motor vehicles and trailers Side retro reflectors
The following reflectors are required to the side:
—
At least two amber reflectors on motor vehicles exceeding 6m in length and trailers exceeding 5m
in length.
Conspicuity markings
Mandatory conspicuity marking legislation applies to the following classes and applies to vehicles first used
on or after 11 July 2011:
•
Goods vehicles with a gross vehicle weight exceeding 7,500kgs.
•
Trailers with a gross weight exceeding 3,500kgs.
•
Tractor units are exempt from the requirement.
Conspicuity marking requires the fitment of reflective tape to the side and rear faces of heavy trucks and
trailers to increase their conspicuity to other road users. These markings are intended to be placed along the
extreme edges of the vehicle to not only indicate the overall dimensions of the vehicle when viewed from the
side or rear but also to show its presence on the road.
Security of load
Load security checks must be undertaken before first use of the vehicle.
Cab height indicator
If the overall travelling height of a vehicle or trailer exceeds 3 metres measured from ground level (, there
must be a notice in the cab where it can be easily read by the driver. It must indicate the travelling height in
feet and inches or in feet and inches and metres, but not in metres only.
Windscreen wipers and washers
Motor vehicles must be fitted with at least one wiper and washer capable of clearing the windscreen to give
an adequate view to the front. Wipers must be efficient and properly adjusted.
Audible warning devices, including reversing alarms and horns
All vehicles, except for works trucks and pedestrian-controlled vehicles, must carry an audible warning
instrument, usually a horn.
Warning instruments may not be sounded on a vehicle which is stationary or in a built-up area between
23.30 and 07.00 hours, except in an emergency or in the case of audible reversing alarms.
Exhaust smoke
Exhaust smoke emissions should not obscure vision or likely to cause danger to other road users.
Security of body work
The security of the body components and fixings should be checking for being loose/fractured/missing.
Checks for excessive displacement of the body relative to the chassis should also be made.
Brakes
Braking systems are specified and braking efficiency is defined as the maximum braking force capable of
being developed by the application of the brakes expressed as a percentage of the weight of the vehicle
including any persons (excluding passengers) or load carried in the vehicle.
The braking efficiency minimum standards are:
•
Service brake: 50% (0.5g).
•
Secondary brake: 25% (0.25g).
•
Parking brake: 16% (capable of holding the vehicle on a gradient of one in 6.25).
Over-run brakes are permitted on trailers with a gross weight no more than 3,500kgs. Over the 3,500kgs
threshold, the brakes must be operational from the driver’s seating position. Safety chains must be fitted to
trailers as secondary coupling device.
Glass and view to the front
Goods vehicles must have safety glass for windscreens and windows in front and on either side of the driver’s
seat. The driver’s view to the front must not be obscured by chips, cracks or any object that may impair the
driver’s view or presents a danger to occupants of the vehicle or other road users.
Mirrors
All goods vehicle and dual-purpose vehicle must have two mirrors. One must be fitted externally on the
offside and the other either internally or, if visibility to the rear is obscured, on the nearside externally. The
mirrors must show traffic to the rear and on both sides rearwards. In most cases this means that, in practice,
two external mirrors are needed. They must remain steady under normal driving conditions.
Additional mirrors can include:
•
Nearside wide-angle mirrors (articulated vehicles).
•
Close proximity kerbside mirrors.
•
Close proximity front mirrors.
Speed limiters
All goods vehicles over 3,500kg require speed limiters, depending on age, to be set at a maximum speed of
90kmh (56mph). A plate must be displayed in the cab of the vehicle showing the vehicle’s set speed (85kph).
A vehicle with a limiter cannot be driven on a road without the limiter functioning unless it is:
•
Completing a journey during which the limiter accidentally ceased to function.
•
Going to a place where the limiter is to be repaired or replaced.

Question 23

What is the vehicle safety inspection ?

Answer 23

Regular safety inspections are essential to an effective roadworthiness maintenance system. Although a part
of the overall vehicle maintenance plan, the safety inspections should ideally be undertaken as a separate,
sequential operation to routine servicing and repair. The maintenance programme should allow for the
flexibility to change frequency of inspections to meet the introduction of ad-hoc inspections, should they
be required.

When and how these inspections are completed are at the discretion of the operator, but safety inspections
should be programmed to follow a time-based pattern. The frequency at which inspections are undertaken
can be based factors such as:
•
The age and type of vehicle operated.
•
The nature of the load, the equipment and fittings it carries and supports.
•
The type and range of operations on which it is likely to be engaged.
•
The type of terrain and the nature of the environment in which it operates or is likely to operate.
•
The distance and speed at which it travels and the journey times.
Taking these points into consideration should enable a time-based programme of inspections to be
designed. Whatever frequency is decided upon, then it must be maintained and reported to TC. The safety
inspection process forms part of the operator licence criteria.

Question 24

what is a first use inspection

Answer 24

When a vehicle or trailer is first brought into use with an operator it should undergo a first use inspection.
This is the first safety inspection for a new vehicle and is as comprehensive as a safety inspection. Used
vehicles, not previously operated should also undergo a safety inspection.
If a vehicle has been off the road for a period longer than the planned maintenance safety inspections it
should be given a full safety inspection, prior to being brought back into use.
Operators should ensure that any hired, leased or borrowed vehicle is in a roadworthy condition and has
all the necessary certification when used on the road. It is the operator’s responsibility to be able to provide
maintenance records covering the period of use. Therefore, it is essential that
the operator treat hire
vehicles in the same manner as their own vehicles
when considering the roadworthiness responsibility.

Question 25

What is the purpose of a safety inspection and repair facilities ?

Answer 25

Operators must decide how they will undertake safety inspection and routine maintenance. Operators can
decide whether to undertake in-house safety inspection and maintenance work, or to contract out all or part
of the work to someone else.
If an operator decides to undertake in-house maintenance using their own facilities, then they must ensure
that they are adequate for the job.
If an operator decides to contract out maintenance to a third party, then they must ensure that the
contractor’s facilities are adequate and that the staff are competent.

Question 26

What are the advantages of in house maintenance ?

Answer 26

Greater ability to monitor systems and direct quality control.
• Effective control of the standard of inspections.
• Ensures that records are kept within the business.
• Allows for greater visibility of cost control.
• Allows for internal decisions on parts replacements.
• Reduces time moving vehicles to external providers.
• Could sell the maintenance service to other operators

Question 27

what are the advantages of contracting maintenance to a third party ?

Answer 27

Removes the need for any capital costs to setup the service.
• Removes the need for suitable workshop space, facilities and the necessary equipment.
• Removes the need to employ sufficient experienced staff.
• Third party could specialise in vehicle types and models, improving service.
• Third party could offer maintenance nationally and internationally.

Question 28

What are the main details of a maintenance contract ?

Answer 28

Parties to the agreement.

•
Details of the fleet to be maintained.
•
The maintenance and inspection system details.
•
Costs.
•
Records.
•
Responsibility for work done.
•
Period of the agreement.
Where inspection and repairs are carried out by an outside garage, the operator must keep the records.
Records will not be considered adequate unless it shows what happened when the vehicle was inspected.
If an operator cancels the maintenance contract or changes terms of an existing contract, then a copy of the
new agreement should be sent to the CLO immediately.

Question 29

When maintenance planning what should be reviewed on a regular basis ?

Answer 29

An operator must continuously review and monitor the quality of the systems in place to ensure that they
are sufficiently comprehensive to do the job, and that compliance to the regulations is achieved.
Planning safety inspection frequencies
Whatever interval an operator decides upon, it must not be exceeded. An operator is free to plan and modify
their inspection schedule as they feel necessary but must make the TC aware in accordance with their O
licence undertakings. Where there are doubts about what interval to choose, operators are advised to be
cautious and make more checks, rather than fewer.
ISO Weeks
To allow some flexibility in planning safety inspections, it is recommended that the International Standards
Organization (ISO) week numbering system is used.
The ISO system allocates a number for each week in every year and defines that week as the period from
midnight between Sunday and Monday until the following midnight between Sunday and Monday.
Older vehicles
National statistics show that as vehicles and trailers age, the average annual MOT failure rate increases and
they are more likely to experience ‘in service’ defects than newer vehicles. To help counter this, DVSA has
indicated that
safety inspection frequencies for vehicles and trailers aged 12 years and older should be
no longer than 6 weeks.
Reactive maintenance and Vehicles Off Road (VOR)
If a safety inspection was completed outside the planned schedule, for example because a vehicle was taken
out of service, careful consideration would need to be given to the maintenance plan.
Where a vehicle comes back into service after a period of VOR and it had missed its inspection week, it
would need to undergo a first use inspection before being used. The operator then may need to decide
whether to reschedule the maintenance plan for the entire year or whether if it would be more practical if
the original inspection intervals were continued, even if that meant the vehicle would be inspected twice in a
short period.

Question 30

How long should maintenance records be kept for ?

Answer 30

Part of the operator’s O licence undertakings is that
records of all work done on a vehicle are kept for at
least 15 months.
In the simplest form this means keeping a history file for each vehicle in which defect and inspection reports
are kept together with a summary of the work done. Photocopies of accounts or invoice details should also
be kept in the vehicle history file.
Maintenance records also should include any action taken on driver defect reports and faults found
during inspection:
•
When and by whom inspections were carried out.
•
The results of the inspection.
•
When and by whom any remedial work was carried out.
•
Details of work done, including routine servicing.