You need to know what state your vehicles are in and be able to evidence the steps you’ve taken to maintain them. This is a vital part of operating vehicles and is something the traffic commissioners require you to do.

All operations are different so here are some quick tips on the basics.

The vehicle file

What we’re talking about here is paperwork. Paperwork might sound boring, but having a clear paper audit trail is very valuable and will help you in running your business. 

The vehicle file should tell its life story and normally include: 

• legal stuff, including the V5, plating certificate, MOT, tax, insurance, tachograph calibration 
• preventative maintenance inspection reports including detailed brake test results 
• copies of any driver reports listing defects  

• copies of invoices for all work done 
• the wheel torque log and regular tyre checks 
• any other necessary certification, such as LOLER and tank inspections 

You need to store records for 15 months for each of your vehicles. These can be electronic files or on paper.

Forward planner

You need an effective forward planning system. Makes sure you know when their PMIs are due or when their MOT is due. 

It should also include reminders to get tachographs calibrated and get the vehicle taxed.

This can be a wall chart or an electronic calendar. All that matters is that you put the system in place.

Guidance

For more information on vehicle maintenance, read the Guide to maintaining roadworthiness. 

Here’s where you can find an Approved Tachograph Centre to have a tachograph: 

• installed 
• calibrated 
• inspected