Many operators believe that once they outsource maintenance to a garage, the responsibility moves with it. Unfortunately, that’s not how the DVSA or Traffic Commissioner see it.
We recently supported an operator following a DVSA investigation into repeated MOT failures and roadside defects. The company blamed the external workshop, but when asked how they monitored the quality of maintenance, there was no answer. No audits, no meetings, no checks on paperwork. The operator was told very clearly: the responsibility still sits with the licence holder.
Even if you use an external maintenance provider, you are still legally responsible for:
- Vehicle roadworthiness
- Safety inspection quality
- Defect rectification
- Brake testing standards
- Inspection frequency compliance
The DVSA expects operators to actively monitor the performance of their maintenance provider — not just file away PMI sheets and hope for the best.
Best practice includes:
- Reviewing PMI paperwork for accuracy and completeness
- Checking brake test reports are meaningful and properly recorded
- Monitoring MOT pass rates and advisory trends
- Holding periodic review meetings with the workshop
- Carrying out a simple annual maintenance provider audit
- Ensuring inspection intervals match what’s stated on your O Licence
You should also challenge recurring defects, incomplete inspection sheets, and vague rectification comments. If something doesn’t look right — ask questions.
Outsourcing maintenance does not outsource responsibility.
