Guidance

Vehicle operator maintenance investigations

The areas that are looked at during maintenance investigations to check that vehicle operators have suitable systems, facilities and arrangements.

Documents

Details

The Driver and Vehicle Standards Agency (DVSA) carries out maintenance investigations for vehicle operator licence holders.

The investigations check if the operator has suitable systems, facilities and arrangements in place.

The outcome of the maintenance investigation may be reported to the Office of the Traffic Commissioner.

The questions used during the maintenance investigation are set out in these guides, including the question requirements and assessment criteria. There may also be additional instructions and further information for each question.

How to use this guide

The maintenance investigation visit report has 14 question sections:

  1. Operator legal entity
  2. Condition of vehicles examined at the fleet check
  3. Operating centre
  4. Inspection and maintenance records
  5. Driver defect reporting
  6. Maintenance facilities and arrangements
  7. Vehicle emissions
  8. Wheel and tyre management
  9. Public Service Vehicle Accessibility Regulations (PSVAR)
  10. Prohibition assessment
  11. Security requirements
  12. Previous reported shortcomings, conditions and undertakings
  13. Transport manager/responsible person
  14. Request for explanation response (where applicable)

There is a maximum of 4 assessment outcomes for a question section:

  • satisfactory - no action required by the operator
  • mostly satisfactory - advice is given to the operator
  • unsatisfactory - operator action and explanation required
  • report to the Office of the Traffic Commissioner - operator action and explanation required

Investigation outcome

Satisfactory and mostly satisfactory

Do not require any action by the operator except to improve any systems or procedures where advice has been given.

Unsatisfactory

Will require an explanation from the operator to show what action they are going to take to address the issues. Further action will depend on the response of the operator but could include, the case being closed, deferred checks by the DVSA Remote Enforcement Office, or reporting the maintenance investigation visit report together with any operator explanations to the Office of the Traffic Commissioner.

Report to Office of the Traffic Commissioner

Will require an explanation from the operator to show what action they are going to take to address the issues. The maintenance investigation visit report together with any operator explanations will be reported to the Office of the Traffic Commissioner.

Published 3 September 2020
Last updated 1 February 2021 + show all updates
  1. Updated maintenance investigations: HGV operators Section 4.1 Q4a Under what a safety inspecttion record must include: Removed "and who they work for' after name of inspector Section Q8b Replaced additional information with link to British Tyre Manufacturers' Association Guide to tyre management and maintenance on heavy vehicles Maintenance investigations: public service vehicle (PSV) operators Section 4.1 Q4a Under what a safety inspecttion record must include: Removed "and who they work for' after name of inspector Section 4.7 QP4g Changed life-threatening injury to serious injury and added significant body damage to reportable incidents Section Q8b Replaced additional information with link to British Tyre Manufacturers' Association Guide to tyre management and maintenance on heavy vehicles

  2. First published.