O-Licence Compliance Checklist: Every Condition You Need to Track
Getting your O-licence is the hard part. Keeping it is where most small operators come unstuck. The conditions and undertakings attached to your licence aren't suggestions — they're legally binding commitments that DVSA can check at any time. Break them and you risk a Traffic Commissioner public inquiry.
This checklist covers every compliance area you need to track as a UK operator with a Standard National or Standard International licence.
Vehicle Maintenance Compliance
Your O-licence commits you to maintaining vehicles to a specific standard. This is the area where DVSA finds the most failures at operator premises visits.
PMI (Preventive Maintenance Inspection) Schedule
- Declared PMI interval on file — your licence states a specific inspection interval (typically 6 or 8 weeks for HGVs). You must stick to it.
- All PMIs completed on time — no stretching intervals. A 6-week interval means 6 weeks, not "roughly every couple of months."
- PMI records retained for 15 months minimum — inspection sheets, defect reports, and repair invoices
- Brake performance testing — roller brake tests at every PMI. Records must show results, not just "pass."
- Defect follow-up documented — every defect found at PMI must have a dated repair record
Daily Walkaround Checks
- Walkaround check completed before first use every day — this is a legal requirement under the goods vehicle operator licensing guide
- Check records retained — paper or digital, kept for at least 15 months
- Defects recorded and actioned — if a walkaround check finds a defect, there must be a record of what was done about it
- Driver signature/confirmation on each check — the driver who performed the check must be identifiable
MOT and Annual Test
- MOT/annual test dates tracked for every vehicle — missing an MOT means an untaxed, uninsured vehicle on the road
- First-time pass rate monitored — consistent MOT failures indicate a maintenance system problem. DVSA notices patterns.
- Test certificates filed — keep every MOT certificate for the life of the vehicle
Vehicle Condition
- Roadworthiness maintained at all times — not just at PMI time. If a driver reports a defect, it must be fixed before the vehicle goes out again.
- Tachograph calibration current — tachographs must be calibrated every 2 years. Calibration certificates must be kept for 2 years.
- Speed limiter checked and sealed — required for vehicles over 3.5t (HGV) or over 7.5t depending on type
Financial Standing
Your O-licence requires you to demonstrate sufficient financial resources. The Traffic Commissioner can request evidence at any time.
Current Requirements
- £8,000 available for the first vehicle on a Standard National licence
- £4,500 for each additional vehicle — so a 3-vehicle operation needs £17,000 available
- Evidence ready to produce — bank statements, overdraft facility letters, or accountant's confirmation
- Financial standing maintained continuously — not just at application. The Traffic Commissioner can request updated evidence at renewal or at any point during the licence term.
These figures are the current DVSA-published thresholds. Check the latest guidance — they can change.
Operating Centre Compliance
Your licence specifies where your vehicles are parked when not in use. Operating centre conditions are taken seriously.
- Vehicles parked at the declared operating centre — not at your home (unless your home IS the declared centre), not on the street, not at a customer's yard
- Number of vehicles at centre doesn't exceed authorised limit — your licence states how many vehicles can be kept at each centre
- Environmental conditions met — any conditions about operating hours, reversing, noise, or lighting at the centre
- Operating centre address current — if you move, you must apply to change your operating centre BEFORE moving vehicles there
Transport Manager
If you hold a Standard National or Standard International licence, you must have a named Transport Manager with a valid Certificate of Professional Competence (CPC).
- Transport Manager named on licence — for many sole traders, this is you
- CPC qualification valid — the Transport Manager CPC does not expire, but you must be able to produce the certificate
- Transport Manager has continuous and effective responsibility — they must genuinely manage the transport operation, not just be a name on the licence
- Contact details current with the Traffic Commissioner — if your Transport Manager changes, you must notify the TC within 28 days
Drivers' Hours and Tachograph Compliance
Drivers' hours rules are the primary source of traffic-related OCRS score points.
Tachograph Data
- Vehicle unit data downloaded every 90 days maximum — this is a legal requirement, not a suggestion
- Driver card data downloaded every 28 days maximum
- Downloaded data stored securely for at least 12 months — and producible for DVSA inspection
- Tachograph analysis completed — downloading data isn't enough. You must check it for infringements and act on findings.
Working Time
- Daily driving limits tracked — maximum 9 hours (extendable to 10 hours twice a week)
- Weekly driving limits tracked — maximum 56 hours in any single week
- Fortnightly driving limits tracked — maximum 90 hours in any 2 consecutive weeks
- Breaks taken correctly — 45 minutes after 4.5 hours of driving (can be split into 15 + 30)
- Daily rest periods observed — minimum 11 consecutive hours (reducible to 9 hours up to 3 times between weekly rests)
These are the core EU-retained drivers' hours rules that still apply in Great Britain.
Insurance and Road Tax
Basic requirements, but missing them has serious consequences.
- Motor insurance valid and covering all vehicles — goods-in-transit insurance is separate from vehicle insurance
- Insurance certificates accessible — at roadside stops, examiners will ask
- Road tax (VED) current for every vehicle — an untaxed vehicle is an immediate prohibition
- Insurance covers all declared drivers — named driver or any-driver policies — check which applies
Driver Management
- All drivers hold valid driving licences for the vehicle category — check licence validity annually at minimum
- Driver CPC (Certificate of Professional Competence) current — 35 hours of periodic training every 5 years for drivers of vehicles over 3.5t
- CPC expiry dates tracked per driver — a driver with an expired CPC cannot legally drive
- Medical fitness — drivers over 45 must renew their HGV entitlement (Group 2 licence) every 5 years; over 65, every year
Record Keeping Summary
DVSA expects you to produce these records at an operator premises visit:
| Record Type | Minimum Retention | Notes |
|---|---|---|
| Walkaround check records | 15 months | Paper or digital |
| PMI inspection records | 15 months | Include brake test results |
| Defect reports + repair records | 15 months | Paired — defect and resolution |
| Tachograph vehicle downloads | 12 months | Plus analysis evidence |
| Tachograph driver card downloads | 12 months | Plus analysis evidence |
| MOT/annual test certificates | Life of vehicle | Keep all, not just current |
| Insurance certificates | Duration of policy + 1 year | Keep expired certificates |
| Driver licence checks | Duration of employment | Record of check, not licence copy |
Using This Checklist
Print this list or save it digitally. Go through each item quarterly. Any unchecked item is a gap that DVSA could find at an operator premises visit or that could contribute to a poor OCRS score. You can also estimate your current risk band with our free OCRS Risk Score Calculator.
For a quick self-assessment, try our free O-Licence Compliance Health Check — it identifies the highest-risk gaps in your compliance and tells you what to fix first.