Are you worried about compliance?
Do you struggle to ensure you are running legally and following the DVSA Guide to Maintaining Roadworthiness?
Transport Compliance – What is it and why is it so important as an HGV or PSV Operator in Cardiff?
Operating in Cardiff, compliance is fundamental for protecting your Operator’s License and keeping your transport business safe, efficient, and legal. The Traffic Commissioner and DVSA expect every Cardiff operator—whether managing HGVs (Heavy Goods Vehicles) or PSVs (Public Service Vehicles)—to uphold robust standards for vehicle maintenance, recordkeeping, driver management, and operating centers. With regulatory changes in 2025, including new driver hours rules, updated inspection manuals, and tachograph system upgrades, Cardiff businesses must be especially alert to new obligations on both domestic and international work.
Core undertakings for Cardiff operators:
- Maintain all vehicles in safe, roadworthy condition through preventive maintenance, daily walkaround checks, regular brake tests, and prompt defect management. From July 2025, the HGV and PSV inspection manuals introduce clarifications for load indices, sideguards, and corrosion assessment—your maintenance programs must directly address these technical updates.
- Keep comprehensive, accurate records: servicing, PMIs (Preventive Maintenance Inspections), MOTs, repairs, accident logs, brake test certificates, driver training, and defect reports. Store them securely and review at regular intervals for audit-readiness.
- Strictly monitor and enforce compliance with drivers’ hours and the Working Time Directive. International HGV operators must now retain and be able to produce 56 days of driver records (previously 28), including all tachograph data, manual charts, and legally required printouts. New AETR rules apply for UK/non-EU trips, and all vehicles on these routes must be retrofitted with Smart Tachograph 2 by August 2025.
- Upgrade vehicle tachographs to Smart Tachograph Version 2 by the regulatory deadline in summer 2025. This allows for advanced compliance checks, border crossing logs, and secure data storage, with drivers trained in manual entry procedures and error reporting.
- Ensure all drivers hold the correct license and up-to-date Driver CPC. Staff must receive regular refresher training to meet evolving DVSA standards and understand differences in domestic versus international rules under AETR.
- Specify and maintain a suitable operating center in Cardiff—featuring sufficient parking, inspection facilities, and effective document management. Notify the Traffic Commissioner of any changes immediately, and ensure all new license applications or upgrades are properly advertised for public review.
- PSV operators must maintain valid route permissions, passenger records, safety authorizations, and up-to-date documentation according to council and national requirements.
If new regulations feel overwhelming, The Transport Consultancy Cardiff offers tailored compliance systems and support, helping local businesses stay audit-ready, secure, and fully legal year-round.
How can Cardiff operators keep their HGV or PSV Operator’s License safe?
Regular compliance audits are the best protection against enforcement action, license curtailment, or costly disruptions. The Transport Consultancy benchmarks Cardiff operations against national and local requirements—covering maintenance schedules, driver hours, MOTs and brake tests, AETR compliance, tachograph upgrades, staff training evidence, and operating center standards.
Benefits of regular audits for Cardiff operators:
- Regulatory compliance: Demonstrate complete alignment with evolving 2025 DVSA and Traffic Commissioner rules, including all tachograph, driver hours, and maintenance updates.
- Safety and public trust: Minimize the risk of incidents, proactively address faults, and maintain comprehensive safety documentation for audits and inspections.
- Operational efficiency: Optimize workshop resource allocation, reduce paperwork errors, and maximize vehicle uptime through improved scheduling and preventative checks.
- Risk management: Identify and remedy weaknesses before they trigger fines or license review, and prepare audit-ready evidence for authorities.
Book a Cardiff compliance audit with The Transport Consultancy for lasting confidence and legal security.
Tachograph Analysis, MOT Planning & New Legislation for Cardiff Operators
Enhanced tachograph compliance is central to transport safety and legal operation in Cardiff:
- Download and review driver card data every 28 days, vehicle unit data every 90 days, and ensure all records are audit-ready for spot checks and international journeys.
- For UK/non-EU work, keep 56 days of records for every international journey as per the AETR and 2025 regulations. Files must cover digital downloads, manual logs, and all printouts.
- Upgrade and calibrate tachograph technology, and train drivers on manual entry, lost card procedures, and new error handling protocols.
- Brake test each vehicle four times annually at 65% minimum load, store certificates digitally, and retain maintenance contracts for full compliance review.
Book a Tachograph Analysis Healthcheck with The Transport Consultancy Cardiff for advice, scheduling, and best-practice recordkeeping.
Maintenance Scheduling and Recordkeeping for Cardiff Fleets
All Cardiff operators must hold a six-month rolling planner for PMIs, repairs, brake tests, MOTs, and defect management. Review technician qualifications, inspect external maintenance provider contracts, and keep logs up-to-date for all scheduled and unscheduled work.
- Ensure recordkeeping meets new DVSA requirements and all documentation is ready for audit or roadside inspection.
- PSV operators should update internal handbooks for passenger safety, route management, and local licensing system changes.
Book a Maintenance Planning Session with The Transport Consultancy Cardiff for expert, practical help and bespoke scheduling support.
Desk-Based Assessments, PG9 Notices & Audit-Ready Records for Cardiff Operators
DVSA desk-based assessments and roadside inspections demand clear, complete recordkeeping. Respond to any PG9 (Prohibition Notice) events by repairing defects, updating logs, and correcting inspection procedures. Multiple PG9s or non-compliance issues raise audit risk or trigger license review—monthly audits and staff refreshers are the best risk protection.
Routine compliance checks with The Transport Consultancy Cardiff keep your operation audit-ready and resilient to change.
Staff Training & Ongoing Compliance Support for Cardiff Operators
Driver and support staff must receive regular training on evolving DVSA and AETR requirements, tachograph use, error reporting, and incident management. Update compliance policies and discipline processes as regulations change.
The Transport Consultancy Cardiff delivers focused audits, operational reviews, and tailored staff training for businesses of every size and sector.
Responding to a PG9 or Compliance Notice in Cardiff
Immediate, thorough action is required for any defect or non-compliance—repair all vehicles, update inspection protocols and logs, and provide documentation to managers and authorities. Recurrent PG9s can trigger license review or public inquiry, so ongoing audits and retraining are essential risk safeguards.
The Transport Consultancy Cardiff offers responsive support and compliance planning for recovery, audit defense, and process improvement.
Monthly Compliance Audits for Cardiff HGV & PSV Operators – Stay Audit-Ready All Year
Subscribe to monthly compliance audits from The Transport Consultancy Cardiff to ensure records are up to date, training is current, and every process is robust regardless of regulatory changes or enforcement priorities. Routine audits reduce risk and ensure your license, business reputation, and relationship with authorities remain strong.
Book your Cardiff audit subscription today for operational confidence and peace of mind.