Vehicle Maintenance, Roadworthiness & Defect Management Policy (Editable Template)

Demonstrate full control of your vehicle maintenance system and meet Operator Licence undertakings with this professionally written Vehicle Maintenance, Roadworthiness & Defect Management Policy, designed specifically for UK transport operators.

Created by active Transport Managers, this document provides the systems and controls required to demonstrate continuous and effective management during DVSA audits, investigations and FORS assessments.

This policy helps you manage:

• Safety inspection (PMI) intervals and planning

• Forward maintenance scheduling (minimum 6 months)

• MOT and brake testing management

• Daily walkaround checks and nil defect reporting

• Defect reporting, severity assessment and rectification

• Vehicle off-road procedures and return-to-service controls

• Maintenance provider management (in-house or external)

• Record keeping and DVSA inspection readiness

The document is based on the DVSA Guide to Maintaining Roadworthiness and helps you prevent prohibitions, MOT failures and enforcement action while ensuring vehicles are safe and compliant at all times.

Vehicle Maintenance & Defect Re…

Key Features

• Written for UK Operator Licence requirements

• Supports DVSA audit and Public Inquiry preparation

• Covers PMIs, maintenance planning, MOTs and defect management

• Includes responsibilities for Operator, Transport Manager and drivers

• Supports FORS Bronze maintenance requirements

• Developed by experienced Transport Managers

• Fully editable Word format

• Easy to customise with your company details

Please note: Sections highlighted within the document should be completed to reflect your business arrangements before use.

Ideal For

• New Operator Licence applicants

• Small to medium transport operators

• Businesses preparing for DVSA audit or maintenance investigation

• Operators strengthening their vehicle maintenance and compliance systems

Stay organised. Stay audit-ready. Stay compliant.