Statutory documents
Haulage statutory and important documents
The certificates, licences and running records goods-vehicle operators are expected to hold in Great Britain. Each page says what the document is, who keeps it, and what a DVSA or traffic commissioner visit is looking for, with a link to the official source.
This directory is for goods-vehicle (HGV) haulage in Great Britain. Passenger (PSV) operators have extra duties that are not listed here.
This is general information for UK goods-vehicle operators. It is not legal advice. Use the official source on this page, and your operator licence conditions, before you rely on it.
Operator licence
The licence to run goods vehicles, the people named on it, and the arrangements you told the traffic commissioner you have in place.
- Operator licence and discsThe goods vehicle operator licence, and the disc displayed in each specified vehicle.
- Transport manager CPCThe certificate of professional competence for the transport manager on a standard licence.
- Operating centres and licence conditionsThe places vehicles are normally kept, and the conditions attached to the licence.
- Financial standingEvidence that the operator has enough money available to run the licensed fleet.
- Maintenance arrangementsHow safety inspections and repairs are done, including any contract with a provider.
Vehicles
Identity, test, tax, insurance and equipment certificates that belong with each lorry or trailer.
- Vehicle registration certificate (V5C)The log book showing the registered keeper of the vehicle.
- Plating and annual testThe ministry plate and the annual test certificate for a goods vehicle or trailer.
- Vehicle taxVehicle excise duty for the goods vehicle, paid and current.
- Motor insurance certificateThe insurance policy and certificate that cover the vehicle for use on the road.
- Tachograph calibration certificateThe plaque and certificate showing the tachograph was installed and inspected by an approved centre.
- Speed limiter calibrationThe certificate showing the speed limiter is set and sealed for the vehicle.
- LOLER thorough examinationThe report of thorough examination for tail lifts and other lifting equipment.
Drivers
Entitlement, professional qualification and the permission you need before you check a licence.
- Driving licenceThe photocard licence showing the driver holds the right category for the vehicle.
- Driver CPC cardThe driver qualification card showing periodic Driver CPC training is in date.
- Digital tachograph driver cardThe driver card used in a digital or smart tachograph to record duties.
- Licence check consent and recordsThe driver’s permission and the record of checks you made on their entitlement.
Records to keep
The running records a DVSA examiner or traffic commissioner visit will ask to see, not a one-off certificate.
- Walkaround and defect reportsThe driver’s first-use check and the written report of any defects found.
- Safety inspection (PMI) recordsThe periodic maintenance inspection sheet for each vehicle and trailer.
- Brake test recordsRoller brake, decelerometer or electronic brake-performance reports kept with the inspection.
- Defect and repair recordsThe assessment, rectification and sign-off that closes a reported defect.
- Tachograph recordsDriver-card and vehicle-unit downloads, charts and the analysis of drivers’ hours.
- Drivers’ hours and working time recordsRecords that show driving limits and working time limits are being met.
- Collision and incident recordsYour record of road traffic collisions and other incidents involving the fleet.
Insurance
Motor insurance and employers’ liability are legal duties. Goods in transit and public liability are important commercial covers.
- Goods in transit insuranceCommercial cover for customers’ goods while you carry them. Not a universal legal certificate.
- Employers’ liability insuranceThe compulsory policy and certificate for businesses with employees.
- Public liability insuranceCommercial cover for injury or damage to other people. Not a universal legal certificate.
International haulage
Extra documents when a goods vehicle is used for international journeys. Domestic-only work does not need these.