Vehicle management
V1 Serviceability and roadworthiness
V3/4 Vehicle documents
V2 Walkaround checks
V5 Load safety
V7 Tyre management
V1 Serviceability and roadworthiness is about showing you maintain your vehicle. You must show proof to your auditor that your vehicle is maintained in line with the manufacturer’s recommendations and considered off-the-road if a safety defect has been identified or any legally required documents have expired. You must confirm your next vehicle MOT and servicing are forecasted and planned, and it’s reviewed if the vehicle is changed and when an MOT or service has been completed.
V3 Insurance and V4 Vehicle tax
Linked to V1, for requirements V3 and V4, you’ll need to have the following information listed below for the auditor:
MOT valid certificate (if applicable)
LOLER valid certificate (if applicable)
Motor insurance valid certificate
Goods in transit insurance valid certificate (if applicable)
Public liability insurance valid certificate (if applicable)
Last service inspection record (if applicable)
Next service date having been planned
VED confirmation
Tacho calibration valid certificate (if applicable)
Prior to using your vehicle, you’ll be required to demonstrate that you conduct a walkaround check by referring to Annex 2 DVSA Van Walkaround Checklist. This covers the serviceability of:
Wheels and tyres
Brakes and steering
Lights and reflectors
Mirrors and windows
Bodywork condition
Fluid levels and leaks
Advanced driver-assistance system (ADAS)
You can use Annex 1 - Owner van driver daily log or an alternative method to log your walkaround checks, and make sure these are retained for a minimum of 15 months.
Additionally, you must show that if a:
Safety defect is identified – the vehicle is declared off-the-road until it is inspected and repaired
Non-safety defect is identified – the repair is logged for its next service
Defect is not identified – the record is considered a ‘nil defect’ report
Your auditor will ask for the following records and evidence they are retained in support of your vehicle and operation:
MOT test records: retained for 15 months after expiry date
Vehicle defects, maintenance and repairs: retained for 15 months
Nil defects: retained for 14 weeks
As part of the walkaround check, you must show that load security is being checked. You must evidence that your vehicle is suitable for the load it carries and that safe loading, unloading, distribution and restraint practices are being used. When providing consignment documentation, consider the following in relation to gross vehicle weight :
Cargo type
Cargo weight
Cargo dimensions
For V7 Tyre management, the auditor will ask how your tyres are maintained. As part of the walkaround check, you must demonstrate that all tyres are visually checked for damage, wear and pressures and they are fully examined during the vehicle MOT. Use receipts and documentation as evidence that a tyre specialist service is used to replace or repair any defective tyres.
You must show that you’re aware of your responsibility to undertake due diligence checks to ensure that tyres are recycled/disposed legally by:
Obtaining job sheets/invoices displaying environmental disposal charges
and/or
Obtaining/maintaining Environmental Agency records for the tyre specialist used.