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1. Ensuring you have the correct ID

This one is fairly straightforward. The Traffic Commissioner will request that you bring photographic identification with you on the day. Just make sure you’ve got your (valid!) driving licence and/or your passport with you.

2. Read your ‘calling-in’ letter

Again, fairly straightforward. Though you may be wondering: “What’s a calling-in letter?” Essentially, it explains which legislation you are being called under, and will make clear any evidence or documentation the Traffic Commissioner wishes to see from you. You’ll receive your letter in plenty of time before your hearing.

3. Assemble documentation which the Traffic Commissioner has requested

Now that you’ve read your calling-in letter, crack open that filing cabinet!

4. Arrange an independent audit of your operating centre

Okay, so now that you’ve had a look through your records, you may have a few questions, such as: where is that MOT certificate from last year? Or how long do my drivers’ hours records go back? Don’t worry. We’re here to help. Often is the case with the Traffic Commissioner that during the hearing you’ll be advised to seek independent advice in relation to compliance. Afterall a fresh set of eyes (or two) is sometimes a good thing. Let’s get ahead of the game and organise one NOW! Being proactive before your hearing will only demonstrate what a competent operator you are. Yes, you may have made some mistakes – don’t we all? But you are starting to get back on track!

5. Rectify any non-compliance

Your audit results are in. We’ve given you our feedback. Time to act on the information you’ve received. Do your drivers need extra training? Do they all know how to complete their daily checks correctly? No? Lets sort it out! A simply 2/3 induction programme will be all they need. You have a few documents missing relating to vehicle maintenance – don’t worry. You’ve came to us for help, you’ve held your hands up and now you’ve rectified your errors so this wont happen again. Remember, it’s all about being proactive.

6. Attend an OLAT course. Your Transport Manager can also attend a T.M. CPC refresher

Again, this is one that the Traffic Commissioner often requests you do. Lets get ahead of the field once more. Organise your Operator Licence Awareness Training course with us today. And get your Transport Manager on a TM refresher course. (We’ll even give you a discount, but don’t tell anyone). Just like when you book your drivers’ induction courses, you’ll all receive certificates explaining that you’ve attended. Don’t just put them on your fridge though… take them with you on the day of the hearing! We can guarantee this will look good in the eyes of the T.C.

7. Prepare a statement

Phew! Audit box ticked! This part is up to you now. Time to prepare your statement. We’ll guide you through it, but ultimately it has to come from you. Be honest. Collect statements from your Transport Manager and staff relating to the issues stated in your calling in letter. Any supporting evidence can only benefit you.

8. Draw up a plan for any possible outcomes so impact on the business in reduced

Prepare to explain what any possible sanctions that the Transport Commissioner may wish to impose will mean for your business. It’s a good idea to develop a plan to deal with these sanctions too. Lets minimise the risk!

9. Find out where the hearing is taking place

Finally, don’t fall at the final hurdle! Locate the venue of the hearing, allow plenty of time for your journey. Ideally we recommend arriving at least 30 minutes before your allocated time slot. Good luck!

Get in Touch

If you have any questions, please do not hesitate to ask us. Please also call us or email us before visiting to make sure that you will be served with our best services.

0191 491 5032

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