Statutory guidance

Being a road transport manager: your responsibilities

Published 5 November 2021

Applies to England, Scotland and Wales

This guide tells you what you’re responsible for if you’re a transport manager for a road haulage or road passenger transport company.

There’s separate guidance about what skills and knowledge you need as a transport manager.

Find out how to become a transport manager.

Summary

As a transport manager for either a road haulage or passenger transport company, you’ll be responsible for things such as making sure that:

• drivers have a valid licence and your vehicles are taxed, have a valid MOT and are insured at all times
• vehicles are properly maintained and fit and serviceable at all times
• work is priced so that it can be done both legally and profitably
• vehicles are loaded safely and not overloaded
• work is arranged so that drivers do not break drivers’ hours rules or have to speed

This is not a complete list of the things you’ll need to do, as this will vary from organisation to organisation. You must effectively and continuously manage your organisation’s transport activities.

The rest of this guide explains the main responsibilities in detail.

Driving licences and qualifications

You’re responsible for making sure:

• drivers have the appropriate licence for the vehicle they’re driving - this includes drivers from the EU who must register their driving licence with DVLA within 12 months of becoming resident
• regular checks are carried out on the drivers’ licences
• vocational drivers have a valid Driver Certificate of Professional Competence (CPC) card
• drivers are adequately trained and competent to operate all relevant vehicles and equipment
• you contribute to relevant training and disciplinary processes as required

Drivers’ hours and working time

Making sure drivers follow the rules

You’re responsible for making sure:

• drivers follow drivers’ hours rules
• drivers and mobile workers take the right number of breaks and periods of daily and weekly rest based on the relevant regulations which apply
• drivers are recording their duty, driving time and rest breaks on the appropriate equipment or in drivers’ hours books and their records are being handed back for inspection as required

Keeping records

You must keep vehicle maintenance records for at least 15 months. You must give traffic commissioners a copy if they ask to see these records.

You’re responsible for making sure:

• tachograph calibrations are up to date and displayed
• where appropriate, you download and store data from the vehicle digital tachograph unit (at least every 90 days) and from the drivers’ tachograph smart cards (at least every 28 days)
• you keep all drivers’ hours records for at least 12 months
• you keep all working time records for at least 24 months

Vehicles on the operator licences

You must keep vehicle details up to date on the Vehicle Operator Licensing system. If you do not make changes promptly, such as removing vehicles that were hired, this can impact your repute as a transport manager.

You’re responsible for making sure:

• vehicles are specified on the operator licence as required
• vehicles are secure so they cannot be used by someone without permission of the operator
• there is sufficient contingency within the level of authority

Vehicle documents

You must keep vehicle maintenance records for at least 15 months. If traffic commissioners ask to see these records, you must give them a copy.

You’re responsible for making sure:

• operator licence discs are current and displayed correctly
• there are up to date certificates of insurance indemnifying company cars, commercial vehicles and plant vehicles
• drivers have the correct documents they need for international journeys

Safety checks, inspections and tests

You’re responsible for making sure vehicles and trailers are safe to use (roadworthy).

Planning

You’re responsible for making sure:

• safety inspections and other statutory testing are carried out within the notified operator licence maintenance intervals (ISO weeks)
• you complete and display a maintenance planner, setting preventative maintenance inspection dates at least 6 months in advance and including the MOT and other testing or calibration dates
• you liaise with maintenance contractors, manufacturers, hire companies and dealers, as might be appropriate and that certain vehicles and trailers are serviced in accordance with manufacturer recommendations
• vehicles and towed equipment are available for safety inspections, service, repair and statutory testing

Driver daily checks and defect reports

You’re responsible for making sure:

• vehicle payloads notifications are correct
• height indicators are fitted and correct
• your drivers complete and return their driver defect reporting sheets and that they record defects correctly
• reported defects are either recorded in writing or in a format which is readily accessible
• reported defects are repaired promptly
• vehicles and trailers that are not roadworthy are taken out of service