• Keep an accurate vehicle life history covering routine maintenance, regular inspections and defect rectification.
• Police and DVSA examiners may inspect records and may seize documents believed to be false or forged.
• Maintain a separate history file for each vehicle, paper or electronic.

INSPECTION SHEET / PMI SHEET

• Include items examined at the annual DVSA test and follow the relevant HGV inspection guidance.
• Record operator name, inspection date, vehicle number, odometer reading, inspection items, condition, defects, remedial work, inspector name and roadworthiness declaration/signature.

DEFECT REPORT

• Provide for date, vehicle number, odometer, driver name/signature, defect details, rectification details and repair signature.
• Daily 'Nil' returns can help prove that checks were undertaken and may support a 'reasonable care' argument.

PROHIBITION NOTICES ETC.

• PG9 – prohibition notice.
• PG9A – variation notice for a PG9 already issued.
• PG9B – exemption allowing an immediately prohibited vehicle to move under controlled conditions.
• PG9C and PG10 are identified in the source material; detailed treatment is referred to elsewhere.

SERVICE RECORD

• May be combined with the inspection sheet or kept separately for inspections and servicing.

JOB CARD OR RECTIFICATION SHEET

• Can control costing, organise work and provide proof that defects were rectified.

OTHER DOCUMENTS

• Vehicle history files may contain DVSA plating/test certificates, tachograph calibration details, GV60 for TIR-approved vehicles, ATP certificates, ADR tanker certificates and livestock vehicle approval certificates.
• The material states: digital tachograph recalibration every 2 years; analogue every 6 years; GV60 renewal every 2 years; ATP validity 6 years; ADR tanker certificate maximum 6 years; livestock approval maximum 5 years for the specified journeys.