Most operators collect daily defect reports, but many fall short when it comes to showing what actually happened next. If you can’t prove defects were fixed, investigated, or signed off, you’re leaving a major gap in your compliance system.

We helped a scaffolding operator review their compliance records after a DVSA stop revealed a damaged indicator. The driver had reported it the day before, but there was no evidence of repair, technician sign-off, or confirmation that it was safe. That single defect report, left open, triggered a deeper review of the entire fleet.

The DVSA’s Guide to Maintaining Roadworthiness clearly states that all reported defects must be rectified or signed off as safe to operate. Operators must:

• Investigate and act on all reported safety-related defects

• Record details of the repair or explain why it wasn’t required

• Ensure the person responsible signs off the rectification

• Keep records for at least 15 months

Simply collecting defect reports isn’t enough — action and evidence are key.

To manage defect rectification effectively:

• Use a clear, structured system (digital or paper) that tracks each defect from report to close

• Assign responsibility for reviewing and resolving defects

• Ensure all repairs are dated, signed, and include work details

• Track repeated defects to identify trends or recurring faults

• Include rectification evidence in internal audits

Hauliers Hub members can access editable defect reporting templates, rectification logs, and guidance to help you tighten up this area of compliance.

Leaving defect reports unresolved isn’t just risky, it’s one of the fastest ways to land in front of a Traffic Commissioner.