If you fail to attend a DVSA seminar (if it’s a requirement of your Operator’s Licence) you may receive the following letter.
Dear Sir:
I have been requested to visit your company and carry out an enforcement visit as you have failed to attend a seminar offered to you. It is an obligation of your Operators Licence that you attend one. I will also be carrying our a DVSA systems check. I have scheduled a visit to: – The above address for 09:30 hours on Friday 4th November 2016. Please arrange for all documentation and records to be available at this address to enable me to check the systems on the attached list. Please contact me if this is not convenient.
This is a final request letter and as the visit has been requested I am obliged to inform you that failure to act upon this letter, will result in the details being notified to the Office of the Traffic Commissioner.
Yours faithfully
[signature]
[name]
Traffic Examiner
List of questions to be asked during an operator visit
A. Scheduling/planning of driver’s journeys/duties.
B. System for issue of print rolls and record sheets/books, return of record sheets and downloading of data from driver cards and digital tachographs.
C. Demonstrate frequent checking of record sheets/books and downloaded data (including agency drivers) by company or 3rd party
D. Evidence of action on infringements (i.e. disciplinary procedures re. warnings leading to dismissal).
E. Systems for ensuring compliance with the Working Time Directive (DfT – Road Transport Working Time Guidance).
F. Adequate storage of record sheets, downloaded data and print-outs (and reasons for print-outs), including WTD records.
G. Agency drivers.
H(i). Initial training for new recruits re. Drivers’ hours/record keeping regulations for both analogue and digital.
H(ii). Refresher training (e.g. following non-compliance of Driver’s Hours Regulations).
I. Records of Driver CPC held.
J. Driver CPC training – who provides the training.
K. Loading techniques (re. Safety and Weight Distribution) to demonstrate clear policy or procedure.
L. Hazardous goods training (if required).
M. Driver licence checks at regular periods (e.g. every 6 months).
N. Criminal records check (PSV only).
O. Plating and Testing (i.e. All test certificates available, in date and monitoring system for re-tests).
P. Insurance (i.e. All vehicles fully insured re. type of use).
Q. Vehicle Excise Licence (i.e. All vehicles licensed and system in place for ensuring renewal).
R. Tachograph/speed limiter functioning.
S. Operator licence and identity discs (see the Guide to Operators GV74 for HGVs; PSV437 for PSVs).
T. Operating Centre (see the Guide to Operators GV74 for HGVs; PSV437 for PSVs).