H. Documentation
Inspection manuals and the MOT testing guide, special notices, leaflets and customer information, forms, test certificates, how to get a replacement test document, how documentation should be retained.
The definitive versions of the MOT testing guide and inspection manuals are available to be viewed on the MOT testing service and on GOV.UK. A special notice (SN) will advise you when amendments to the electronic versions are published.
Vehicle testing stations (VTSs) do not have to retain paper copies and DVSA no longer support hard copy updates for these publications. Where a customer requests further information they should be shown via the MOT testing service or directed to the online version.
SNs are issued periodically by DVSA to inform those involved with MOT testing about changes to the service and to highlight areas of concern. Authorised examiners (AEs) must ensure that all testing staff always have ready access to all current, relevant SNs and that all current testers have read and acknowledged them.
The SN is sent to all service users via the MOT testing service and you can also view MOT manuals and special notices: detailed information.
Customer information and leaflets are available in electronic format and may be viewed online and printed. There is no requirement for AEs to stock or distribute this information.
The current information available is:
The official forms used in connection with the MOT service are listed below, together with notes on their use. These forms must only be used for MOT purposes and in accordance with this guide.
VT01 - Application for MOT authorisation or a variation to MOT authorisation
The form must be completed in accordance with the relevant guidance notes. See Section B1. Application and authorisation.
Any false statement may put at risk the application or any authorisation resulting from it.
When a change is made which requires the submission of a VT01, you can download the form or request a form from the DVSA customer service centre.
Contact DVSA
DVSA Customer Service Centre
enquiries@dvsa.gov.uk
Telephone: 0300 123 9000
Monday to Friday, 7:30am to 6pm
Find out about call charges
DVSA
The Ellipse
Padley Road
Swansea
SA1 8AN
VT9 - Authorisation of an examiner
DVSA issues this certificate when an AE is authorised. It specifies the classes of vehicle that the AE can test and the approved premises. It must be displayed on the designated MOT notice board at that VTS. You can apply for a replacement VT9 certificate online if you have lost or damaged the original.
VT9A - Vehicle testing classes, fees and appeals poster
This poster outlines the:
- test classes
- test fees
- retest procedures
- appeals procedure
- DVSA customer service centre details
It must be publicly displayed in the VTS on the designated MOT notice board or adjacent if it will not fit.
Download the MOT test fees and appeals poster.
VT17 - Notice of appeal
This form is used by anyone who wishes to appeal against the result of a test. It must be made available to the customer upon request and is available on GOV.UK.
It covers the decision to either pass or fail a vehicle. It must be completed and sent by the appellant to DVSA customer service centre.
An appeal against the decision to fail a vehicle must be sent to DVSA customer service centre not more than 14 working days from the date the failure was recorded.
An appeal against the decision to pass a vehicle should be made within 28 calendar days of test for mechanical defects and 3 months of test for corrosion related defects.
VT20 - Test certificate
When required, this must be printed via the MOT testing service except when operating in contingency testing (CT), where test documents will be handwritten.
For information on contingency test certificate (CT20) see N. MOT contingency testing procedures.
Production or completion of the VT20 test certificate
A test record is created on the MOT testing service database, on completion of the test when the tester is satisfied that all the test requirements have been met.
A test certificate must be printed and issued if:
- The customer requests a copy
- The vehicle is not registered in the UK
- The vehicle is imported
- There is no VIN on the vehicle as presented
- There is no VRM on the vehicle as presented
- The test was conducted under contingency and the customer requests a copy from the MOT testing service
A test certificate must be printed via the MOT testing service when requested except when operating in CT. In such instances all test documents must be hand-written. Templates for handwritten forms are available to print from the MOT testing service. Customers may exchange hand-written certificates for printed ones. This can only be done after the result has been entered as part of the CT catch up process. The exchange of a hand-written test certificate for a printed test certificate is free of charge.
Except in the cases of a duplicate, exchange or a replacement certificate, the tester who carried out the test must sign the test certificate, after checking its content.
In the case of a retest for which only a partial re-examination is required or as described in Section B5. Testing responsibilities - Retest, the tester who has carried out the retest examination must confirm on the MOT testing service the test result, pass or fail, after they have re-examined the vehicle to the extent required by Section B5. Testing responsibilities - Retest. They must also sign and check the content of the certificate for accuracy.
Test record corrections
Amendments to test records can only be carried out before the expiry date of the test record.
If an error on a test record is identified, the tester who carried out the test must amend the test record on the MOT testing service after the relevant details have been verified.
However, if the original tester isn’t available another tester may make the change to the record.
A test record can only be amended by the VTS that carried out the test for a change in vehicle colour or a change to the current odometer reading. Changes to an odometer reading can only be completed within 28 calendar days of the test completion, the new reading must be that seen on the day the change is made.
If the VRM of a vehicle is changed after the test has been recorded on the MOT testing service, this cannot be altered by a VTS. The customer should be advised to contact the Driver and Vehicle Licensing Agency (DVLA).
DVSA amends test records and can issue replacement test certificates when the original AE is no longer authorised. DVSA may change:
- VRM and/or VIN
- Vehicle colour
- Vehicle make or model
- Odometer reading
- Country where the vehicle is registered
- The MOT test centre that is stated on the record
If the test result is recorded against an incorrect VRM and/or VIN, you must contact the DVSA customer service centre.
Test records cannot be amended if the VTS is operating under CT.
Find out more information about correcting MOT certificate mistakes.
Replacement test documents
If a test record has been amended, if required, a replacement certificate must be issued free of charge. The original test certificate issued via the MOT Testing Service should be destroyed.
If a substitute tester amends the test record they must sign the replacement certificate on the issuer signature line.
Details of who changed the test record, the VTS number and the date of issue will be printed at the appropriate place on the test certificate.
For replacement CT20 see Section N. MOT contingency testing procedures.
Replacement test documents cannot be issued if the VTS is operating under CT.
Duplication of test documentation
Test details are held on the system so duplicates may be issued by any VTS on payment of the appropriate fee, providing that the customer can demonstrate their right to acquire the duplicate document.
In order to validate that right, the customer must provide either the test number from the original certificate or the unique reference number from the V5C, plus the VRM. If the customer requests the duplicate at the original VTS, they may alternatively present the subject vehicle to satisfy this proof.
Where the request is made at a VTS that didn’t test the vehicle before issuing the certificate the VTS will need to enter onto MOT testing service the 11-digit reference number from that vehicles latest log book (V5C).
DVSA may issue duplicates when the original AE is no longer authorised or when the presenter cannot satisfy their right as specified above. For further information contact the DVSA customer service centre. Details of who issued the duplicate, the VTS number and the date of issue will be printed at the appropriate place on the test document.
Duplicate test documents can be produced by all VTS roles, the producer must add their signature on the issuer signature line.
Vehicle owners can also acquire a duplicate test certificate free of charge online from the check MOT history service.
A duplicate must not be issued by a VTS more than 18 months after the date of the test.
A VTS issuing a duplicate test certificate is entitled to charge a fee for this as specified on the MOT test fees and appeals poster (VT9a).
Duplicate test documents cannot be issued if the VTS is operating under CT (see Section N. MOT contingency testing procedures).
Alterations to VT20
VT20s showing alterations must not be issued.
If the VRM of a vehicle is changed after an MOT test, see Replacement test documentation.
Dangerous defects
If the tester considers a non-testable item to be so defective as to render the vehicle dangerous to drive on the road, the tester must warn the vehicle presenter of the nature of such defects. This must be recorded by selecting the dangerous defects option when entering the results on the system or manually by annotating the certificate when hand completed. Dangerous defects must be clearly explained to the vehicle presenter.
VT29/VT29M – MOT inspection checklist
This form may be used by testers to record information whilst conducting an MOT test. Download a copy of the MOT inspection checklist, it is also available to print on the MOT testing service.
When testing in CT, testers must use this form to record:
- any failure defects with sufficient detail to allow subsequent data entry
- any advisory items found
VT30 – Refusal of an MOT test certificate
When required, this must be printed via the MOT testing service except when operating in contingency, then test documents will be handwritten. Templates for handwritten forms are available to print from the MOT testing service.
For information on CT certificates see Section N. MOT contingency testing procedures.
Following test registration, a VT30 must be issued:
- when a tester refuses to test a vehicle for any of the qualifying reasons set out in Appendix 3: Grounds for refusal and the vehicle presenter requests a ‘refusal to test’ decision in writing
- when a test has to be abandoned because the tester considers it unsafe to continue or because it has become apparent during the test that certain items cannot be satisfactorily examined
- when a test is aborted due to a problem with VTS equipment or tester
- on request when a test is completed and the vehicle has failed to meet the required standards
- if the tester considers an item on the vehicle, whether testable or not, to be so defective as to render the vehicle dangerous to drive on the road
If the test is abandoned because items cannot be examined
When a test has to be abandoned because the tester considers it unsafe to continue or because it has become apparent during the test that certain items cannot be satisfactorily examined, the tester must:
- complete as much of the test as possible and include any failure defects found during the partial test
- give the reason why it was considered that the test could not be completed
If the vehicle fails to meet the required standards
When a test is completed and the vehicle has failed to meet the required standards. the test record must detail the reasons for failure and if required the VT30 must be issued and signed by the tester who carried out the test.
If the vehicle remains at the VTS for repairs that are likely to take more than 1 hour to complete, the test failure must be recorded on the MOT testing service and if required a VT30 must be issued on completion of the test.
If the tester decides to use the pass after rectification at station (PRS) facility (see Section B5. Testing responsibilities), then they must complete the test before repairs are carried out. Once the repairs are complete the tester must register the results on the MOT testing service and if required, issue a VT30 in addition to a VT20.
If the vehicle is dangerous to drive on the road
If the tester considers an item on the vehicle, whether testable or not, to be so defective as to render the vehicle dangerous to drive on the road, the tester must warn the vehicle presenter of the nature of such defects.
Non testable defects must be recorded by entering a manual advisory and selecting the dangerous option.
Dangerous defects must be clearly explained to the vehicle presenter.
VT32 – Advisory notice
An advisory notice is issued to the vehicle presenter advising the outcome of an inspection carried out by a DVSA examiner. It includes the English/Welsh dual language version (VT32W).
Exchange test documentation
Test documentation issued under CT, may be exchanged for printed versions at the original VTS if requested. No charge can be made for this service. If the customer is unable to produce the hand-written documents the procedure for duplicate issue should be followed.
For information on exchange CT certificates see Section N. MOT contingency testing procedures.
Welsh language policy
DVSA has a Welsh language policy for records and documents issued at locations in Wales. It says:
-
MOT test certificates will be generated in both English (VT20) and Welsh (VT20W) - all standard machine printed text will have the Welsh equivalent - the tester can print either or both certificates as required
-
refusal notices will be generated in both English (VT30) and Welsh (VT30W) - all standard machine printed text will have the Welsh equivalent - the tester can print either or both certificates as required
-
advisory notices will be VT32W with all standard machine printed text in both English and Welsh
-
when operating in CT, hand-written entries need only to be in English and the VT30W need not be issued
-
contingency test certificates will be printed in English only
All documentation copies must be retained in a readily retrievable manner at the issuing VTS for the duration of the retention period. Following this period all documents should be securely destroyed in an environmentally friendly manner.
Retention periods
The number of months that each document must be retained for is explained in the following table.
| Document | Retention period for normal testing | Retention period for contingency testing |
|---|---|---|
| VT20 | 0 | N/A |
| CT20 | 0 | 3 months |
| VT29 (inc M) | 0 | 3 months |
| VT30 / CT30 | 0 | 3 months |
| Emissions records | 3 months | 3 months |
A month is defined as a calendar month from the date the test result was entered.
Emissions records from all test results, including all BET tests, must include all relevant vehicle details. Digitally stored emissions records are acceptable if the data is readily retrievable upon request.
If emissions records are not available, DVSA could consider that an emission test was not conducted.