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Defect and repair records
The assessment, rectification and sign-off that closes a reported defect.
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.
What it is
A defect report is only half the record. The Guide to Maintaining Roadworthiness expects the assessment of the defect, the rectification work, and who repaired it to be recorded with the report. That includes work found on the walkaround, during a safety inspection, or at the roadside. A vehicle with a safety-critical defect should be kept out of service until it is repaired.
Who holds it
The operator holds the closed record, including work done by an outside workshop. The workshop may keep its own job card. You still need the evidence on the vehicle’s maintenance history.
At a visit
Investigators follow a defect from the driver’s report to the repair and back into service. An open defect with no assessment, or a vehicle used while the defect was still unsafe, is evidence the system is not effective.
How long to keep it
The Guide to Maintaining Roadworthiness says any report listing defects must be kept for at least 15 months, together with the assessment, the rectification work and the repairer. Safety inspection and repair records must also be kept for at least 15 months.