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 Derby?
Operating in Derby, compliance forms the foundation for securing, renewing, and protecting your Operator’s License. Whether you run HGVs (Heavy Goods Vehicles) or PSVs (Public Service Vehicles), up-to-date regulatory changes and local enforcement priorities make robust compliance systems essential to sustaining a safe, legal, and trusted transport business. Derby operators must now navigate substantial changes in recordkeeping, technology, maintenance, and training for 2025 and beyond.
Core undertakings for Derby operators:
- Maintain all vehicles in impeccable, roadworthy condition through preventive scheduled maintenance, daily walkaround checks, regular brake tests, and immediate defect rectification. Maintenance and inspection records must be detailed, current, and ready for audit by DVSA and the Traffic Commissioner.
- Document everything: servicing, PMIs (Preventive Maintenance Inspections), MOTs, repairs, accident logs, driver training, brake tests, and defect reports. Store these securely for statutory retention periods.
- Monitor and enforce drivers’ hours and Working Time Directive compliance. For international journeys, retain and produce 56 days of driver records from April 2025; for UK-only journeys, the 28-day standard remains. Regularly analyze downloaded tachograph data and address infringements promptly.
- Upgrade to Smart Tachograph V2 by August 2025 for HGVs engaged in international work, ensure installation is well-documented, and train staff on using the updated system for cross-border compliance.
- Adopt the latest inspection and MOT standards: Four fully laden (at least 65%) roller brake tests per year, alongside updated checks on mirrors, bumpers, sideguards, fuel systems, and other safety-critical components. Certificates and records are now predominantly digital for efficient compliance review.
- Guarantee all drivers hold valid, up-to-date Driver CPC certifications, complete ongoing refresher training, and maintain robust records of licensing, medicals, and CPD activities.
- Keep your operating center in Derby suitable for safe parking, inspections, and paperwork storage. Notify the Traffic Commissioner of any changes immediately.
- Meet all local and national licensing rules for specialist or exempt vehicles, such as gritters, recovery vehicles, and PSV exemptions, according to current regulations.
- For PSVs, book relevant Derbyshire Vehicle Inspector Training, maintain records of passenger numbers, operating authorities, and service types, and comply with all current licensing and safety requirements.
If these systems sound complex, The Transport Consultancy Derby provides practical, tailored compliance processes to keep you audit-ready, safe, and fully legal.
How can Derby operators keep their HGV or PSV Operator’s License safe?
Regular compliance audits are key for Derby operators to avoid curtailment, suspension, penalties, or public inquiries. The Transport Consultancy benchmarks your Derby operations against DVSA and city requirements—covering maintenance planning, driver hours, tachograph management, MOTs, brake tests, staff competence, and operating center suitability.
Benefits of regular audits for Derby operators:
- Regulatory compliance: Confirm that all aspects of your license conditions and new legislative changes are being met.
- Safety and reputation: Mitigate risk through proactive defect management, transparent servicing, and current accident reporting.
- Operational efficiency: Optimize your maintenance schedule, resource allocation, and fleet availability to lower costs and prevent compliance-related downtime.
- Risk management: Identify compliance gaps, document rectification, and keep your operation audit-ready for any inspection or enforcement review.
Book an independent Derby compliance audit for year-round assurance and total license security.
Tachograph Analysis, MOT Planning, and New Derby Rules
Tachograph analysis is indispensable for legal and efficient Derby transport operations. Make sure driver cards are downloaded and reviewed every 28 days, vehicle units every 90 days, and that all infringements are identified and remedied promptly.
- For international journeys, retain 56 days of records, as required by the new April 2025 standards.
- For domestic operations, maintain all required records for DVSA and Traffic Commissioner audits and roadside checks.
- Fit Smart Tachograph V2 devices where mandatory, and ensure all staff are trained in their operation and recording requirements.
Book a Tachograph Analysis Healthcheck with The Transport Consultancy Derby for expert advice and systems setup.
Maintenance Scheduling, Inspection, and Recordkeeping for Derby Fleets
Every Derby operator must keep a rolling six-month maintenance planner covering PMIs, brake tests, MOTs, repairs, and defect rectification at set intervals (usually 6, 8, or 10 weeks, depending on fleet use). Planners serve as an essential tool for showing proactive compliance, allocating resources, and avoiding breakdowns or missed inspections.
- Document all work thoroughly and review supplier contracts and technician qualifications regularly.
- For specialist vehicles, ensure exemptions and best practices are documented and staff are kept informed about updates and new standards through regular training.
Book a Maintenance Planning Session with The Transport Consultancy Derby for practical scheduling and recordkeeping support.
Desk-Based Assessments, Audit-Ready Records, PG9 Prevention for Derby Operators
Be prepared for DVSA desk-based assessments or roadside checks—triggers include incomplete, inconsistent records, prior enforcement concerns, or public complaints. Respond swiftly to PG9 (Prohibition Notice) events: repair all defects immediately, update records, and implement process improvements. Multiple PG9s or failed audits may trigger further enforcement action and risk license security.
Monthly compliance audits and health checks help Derby businesses maintain record accuracy and reduce enforcement risks.
Ongoing Compliance, Staff Training & Audit Support for Derby Operators
Train your drivers on new requirements, including Smart Tachograph V2, correct record-keeping, manual entries, and processes for lost or damaged driver cards. Build strong, clear internal controls and keep discipline policies and driver handbooks current. The Transport Consultancy Derby delivers audits, compliance training, and targeted system reviews for your business.
Responding to a PG9 or compliance notice in Derby
Immediate action is needed to fix any defect, update inspection protocols and records, and notify necessary management and authorities. Routine compliance audits, staff retraining, and ongoing system improvement are your best defense against curtailment or inquiry after multiple PG9s.
The Transport Consultancy provides practical, responsive support to resolve issues quickly and keep your Derby operation compliant.
Monthly Compliance Audits for Derby HGV & PSV Operators – Stay Audit-Ready All Year
Subscribe to monthly audits with The Transport Consultancy Derby to keep records up-to-date, processes compliant, and staff fully trained—whatever regulatory changes or enforcement campaigns emerge. Regular audits reduce business risk, build your resilience, and help you maintain strong working relationships with authorities and clients.
Book your Derby compliance audit subscription and secure your Operator’s License, reputation, and operational peace of mind.