• The same basic planned-maintenance components apply whether maintenance is carried out in-house or contracted out.
• The Guide to Maintaining Roadworthiness emphasises daily driver walkaround checks and regular preventive maintenance inspections.

5.1 DAILY WALKROUND CHECKS AND FIRST USE INSPECTIONS

• Carry out a walkaround check every time before a vehicle is used.
• If more than one driver uses the vehicle in a day, each subsequent driver should also check it.
• Both operator and driver have legal responsibility for vehicle condition once it is on the road and may face prosecution.
• Check external condition, especially lights, tyres, wheel nuts, bodywork, trailer couplings and load/ancillary equipment.
• Use documented defect reporting so faults can be rectified before the journey.
• Use a daily 'Nil' return system so a check sheet is completed whether or not defects are found.
• Specialised equipment such as tail lifts or hiabs may need an additional check.
• Relevant requirements include the Construction and Use and Lighting Regulations; DVSA Categorisation of Defects gives further guidance.

TYRES

• Steered-axle tyres must not be more than 10 years old.
• Tyres must be correctly inflated and must not mix cross-ply and radial structures on the same axle.
• No cut over 25 mm or 10% of tyre section width, whichever is greater, if deep enough to reach ply/cord.
• No structural lump, bulge or tear and no exposed ply/cord.
• The original tread-groove base must remain visible; baldness is illegal.
• Up to and including 3,500 kg GVW: minimum 1.6 mm tread in the specified central three-quarters/full-circumference band.
• Over 3,500 kg GVW: at least 1 mm tread groove depth in the specified three-quarters/full-circumference band; the remaining quarter must still show visible tread.

WHEEL SECURITY

• Check wheel security during the walk round.
• A calibrated torque wrench is the most reliable method.
• Other checks include hammer sound, wheel-nut indicators/tear drops, wheel-nut retainers and bright metal/rust marks around nuts.

MIRRORS

• All goods vehicles: at least two mirrors giving rearward views and views down both sides.
• Over 3,500 kg gross weight: close-proximity/blind-spot and wide-angle mirrors also required.
• Over 7,500 kg: an additional front-view mirror is required.
• Missing or defective mirrors can result in prohibition.

GLASS

• Windscreen and windows on either side of the driver must be safety glass.
• Glass/transparent material must not obscure the driver’s vision.
• Seriously damaged/cracked swept windscreen areas can lead to prohibition.

LAMPS AND REFLECTORS

• Obligatory lamps, indicators and reflectors must be present and secure.
• Lenses should be sound, and lamps must work correctly.
• No red light should show to the front and no white light to the rear, except for the stated number plate and reversing-lamp exceptions.

5.2 SAFETY INSPECTIONS TO BE CARRIED OUT AT REGULAR, PRE-PLANNED INTERVALS

• Frequency should reflect vehicle type, load type/weight, operations, terrain, distances and speeds.
• The material gives general haulage at around 120,000 km/year as an example requiring inspection at no more than 6-week intervals.
• Inspection scheduling is time-based, not distance-based.
• Inspections should be carried out by technically competent staff familiar with the required standards.
• Inspectors should not be expected to carry out repairs while conducting the inspection.
• Every safety inspection must include a laden braking-performance assessment using a calibrated roller brake tester.
• A decelerometer may be used for vehicles without trailers but has limited application.
• Attach the brake-test printout to the safety inspection sheet.

5.3 DEFECT REPORTING AND RECTIFICATION SYSTEM

• Written records of driver-reported defects and rectification work must form part of the planned maintenance system.
• Reports must reach a responsible person with authority to ensure correct action is taken.
• Owner-drivers must still record defects and keep the records.

5.4 ROUTINE MAINTENANCE AND SERVICING

• Carry out routine maintenance and servicing in line with manufacturer recommendations.

5.5 ANNUAL TEST PREPARATION

• All 'O' licensed vehicles must undergo an annual MOT examination.
• The material also includes semi-trailers and trailers with an unladen weight of over 1,020 kg with powered braking systems.
• Tests are carried out by DVSA examiners at a DVSA test centre or an Approved Test Facility.

5.6 AUDITING

• Maintenance standards can be monitored using internal quality auditors or external organisations carrying out spot checks.

IN-HOUSE MAINTENANCE

• Maintenance can be performed by the operator’s own workshop rather than an outside contractor.