Are you worried about compliance?
Do you struggle to ensure you are running legally and following the DVSA Guide to Maintaining Roadworthiness?
Operating in Rugby, compliance is fundamental for protecting your Operator’s License and runs at the heart of a safe, responsible transport business. Whether managing HGVs (Heavy Goods Vehicles) or PSVs (Public Service Vehicles), you must meet a strict set of legal, safety, and recordkeeping standards set by the DVSA and the Traffic Commissioner. In 2025, new requirements mean Rugby operators must be especially vigilant and up to date with changing rules surrounding driver records, maintenance, and operating centers.
Core undertakings for Rugby operators:
- Maintain all vehicles in a roadworthy, safe condition. Scheduled preventive maintenance, daily walkaround checks, prompt defect rectification, and regular brake testing are essential—all supported by detailed documentation. Inspection manuals for HGVs and PSVs have been updated for 2025, clarifying requirements for corrosion, load indices, sideguards, and more.
- Keep thorough, accurate records. Store documentation for servicing, repairs, PMIs, MOTs, accident logs, brake tests, and driver training. Be audit-ready for DVSA or council review, and retain documents securely for statutory periods.
- Monitor compliance with drivers’ hours and Working Time Directive rules. From April 2025, international HGV journeys must retain and produce 56 days of driver records (prior requirement was 28 days). AETR rules now govern non-EU movements—ensure drivers are briefed and trained for legal differences.
- Ensure smart tachographs are installed and operational. UK and international regulations now require all affected vehicles to be retrofitted and staff trained on new technology. Routinely analyze downloaded tachograph data and act immediately on any infringements or errors.
- Operating centers in Rugby must meet regulatory and practical standards. Maintain safe parking, inspection facilities, and notify the Traffic Commissioner about all changes to premises, fleet, or key staff. New applications must be clearly advertised, and sites are subject to local objection and audit.
- Driver competence and professional development. All drivers must hold up-to-date Driver CPC certifications, complete ongoing refresher and CPD training, and maintain evidence for licenses, medicals, and qualifications.
- Implement robust compliance procedures for LGVs and specialist vehicles. DVSA is increasing enforcement across high-risk vehicle sectors; regularly auditing procedures for lighter fleets, ADR operations, and specialist exemptions.
- For PSVs, maintain records for passenger numbers, service routes, and legal authorizations. Only vehicles with up to 16 passenger seats can be operated under restricted PSV licenses, with further rules applying to 9-16 seat buses and minibusses.
If the new changes feel challenging, The Transport Consultancy Rugby provides practical support, tailored compliance systems, and audit-ready recordkeeping to keep your fleet legal and fully prepared for inspections.
How can Rugby operators keep their HGV or PSV Operator’s License safe?
Regular compliance audits are the best safeguard for Rugby operators, helping you avoid costly enforcement actions, curtailment, or suspension. The Transport Consultancy benchmarks your business against evolving DVSA and council requirements, assesses maintenance, drivers’ hours, tachograph systems, MOTs, and operating center standards, and delivers an actionable audit plan for lasting security.
Benefits of regular audits for Rugby operators:
- Regulatory compliance: Demonstrate full alignment with all 2025 regulation changes—driver records, smart tachographs, inspection manual updates, and operating center requirements.
- Safety & public trust: Proactively manage defects, repairs, and staff competence, protecting both your Operator’s License and your brand reputation.
- Operational efficiency: Reduce missed checks, avoid downtime or non-compliance costs, and improve resource allocation for workshop and driver management.
- Risk management: Spot and mitigate systemic issues early, keep evidence ready for inspections, and maintain a legally sound operation throughout the year.
Book your independent Rugby compliance audit to stay confident and audit-ready all year.
Tachograph Analysis, MOT Planning & New Legislation for Rugby Operators
Tachograph monitoring and planning are now mandatory parts of Rugby compliance. Drivers’ cards must be downloaded and reviewed every 28 days, vehicle units every 90 days, and records for international journeys must cover 56 days (reflecting 2025 updates). Analyze the results regularly, take corrective action, and use smart tachographs for cross-border compliance.
- Brake tests at every PMI (four annually at minimum 65% load).
- Retain digital MOT certificates and inspection evidence.
- Train staff on new rules for manual entries, lost cards, and digital record management.
Book a Tachograph Analysis Healthcheck with The Transport Consultancy Rugby and ensure your fleet, processes, and staff meet every regulatory requirement now in effect.
Maintenance Scheduling and Recordkeeping for Rugby Operators
All Rugby operators must maintain a six-month rolling planner for PMIs, repairs, brake tests, MOTs, and defect logs—this planner is an essential record for enforcement and workshop management. Regular review and updating of technician qualifications and maintenance provider contracts is key.
- Document all servicing, repairs, and audit actions.
- Ensure externally contracted maintenance is delivered to DVSA and Rugby council standards.
- For ADR vehicles or special exemptions, keep staff and site policies up to date with the latest requirements.
Book a Maintenance Planning Session for Rugby with The Transport Consultancy and establish secure, compliant schedules for all operational needs.
Desk-Based Assessments, PG9 Notices & Audit-Ready Records for Rugby Operators
DVSA desk-based assessments and roadside checks—often triggered by incomplete or inconsistent records, complaint histories, or past enforcement issues—are a constant business risk. Respond to any PG9 (Prohibition Notice) quickly: repair all defects, audit your processes, and keep evidence updated for review. Repeated notices can escalate to a license review or public inquiry, making regular audit and compliance support critical.
Routine compliance healthchecks keep your Rugby fleet audit-ready, reduce enforcement risk, and maintain business stability.
Ongoing Compliance, Staff Training & Support for Rugby Operators
Driver training must include guidance on smart tachograph software, manual entries, working time rules, and lost card procedures. Internal controls, discipline policies, and fleet handbooks should reflect the latest DVSA standards and local Rugby council rules.
The Transport Consultancy offers bespoke audits, operational reviews, and ongoing staff training for Rugby operators of all sizes.
Responding to a PG9 or Compliance Notice in Rugby
Immediate, recorded action is needed for any defect or non-compliance—repair vehicles, update inspection regimes, notify all managers and authorities, and review your processes to avoid recurrence. Multiple PG9s can trigger formal license review; ongoing audits, staff retraining, and system improvement are your best defense.
The Transport Consultancy Rugby is available for rapid support, compliance, safeguarding, and future risk mitigation.
Monthly Compliance Audits for Rugby HGV & PSV Operators – Stay Audit-Ready All Year
Subscribing to monthly compliance audits with The Transport Consultancy ensures your Rugby records are up to date, staff are fully trained, and processes remain compliant regardless of regulatory changes or enforcement campaigns. Routine audits reduce risk, build business resilience, and help you keep strong relationships with regulators, clients, and staff alike.
Book your Rugby audit subscription today for lasting confidence and peace of mind.