Running a Fleet of Vans: Guidelines and Regulations

Introduction to Operating a Fleet of Vans

The UK has over 3.6 million vans used for business purposes. The Driver and Vehicle Standards Agency (DVSA) and police conduct regular spot checks on these vehicles, issuing prohibitions when necessary. A prohibition prevents drivers from operating the vehicle until the identified issues are resolved. The DVSA stops approximately 15,600 vans annually during targeted roadside checks, with estimated costs ranging from £1,000 to £4,000 per day per vehicle.

Key issues leading to prohibitions include:

• Overloading (83.9%)
• Mechanical defects (59.9%)
• Drivers’ hours violations (14.9%)

The most common mechanical defects resulting in prohibitions are:

1. Tyre condition (26.2%)
2. Direction indicators (7.3%)
3. Steering linkage (3.8%)

Operating a Fleet of Vans: Essential Requirements

Goods Vehicle Operator’s Licence

Businesses using vans above a certain weight require a goods vehicle operator’s licence. This applies to vans with:

• A design gross weight exceeding 3,500kg
• An unladen weight over 1,525kg (where no plated weight exists)

Vehicle Tax and Condition

All operational vehicles must be properly taxed and maintained in good condition. Vans require:

• Annual MOT testing when they reach 3 years old (for those up to 3,500kg design gross weight)
• Goods vehicle annual testing for vans over 3,500kg design gross weight

Driver Management

Employers must ensure drivers have the correct licenses and training. Additional requirements include:

• Monitoring mobile workers’ hours
• Maintaining records for at least 2 years
• Compliance with drivers’ hours rules and tachograph regulations

Loading Vans Safely

Operators must not exceed a van’s design gross weight, which includes the combined weight of the vehicle, driver, passengers, fuel, and cargo. This weight limit is specified on the vehicle identification number (VIN) plate.

Operator Checklist for Compliance

1. Vehicle Maintenance

   • Conduct daily walkaround checks
   • Record and address defects promptly
   • Service vehicles according to manufacturer guidelines
   • Ensure insurance, tax, and MOT compliance

2. Record Keeping

   • Maintain records of defects, maintenance, repairs, and servicing for at least 15 months

3. Vehicle Suitability

   • Use appropriate vans for the task
   • Avoid overloading
   • Maintain specialist equipment

4. Risk Management

   • Consider fitting 70mph limiters for motorway use
   • Install parking sensors for safety

5. Driver Verification

   • Check driving licenses regularly
   • Verify driver identity through multiple forms of ID
   • Monitor driver fitness and capability

6. Driver Training and Assessment

   • Assess new drivers’ capabilities
   • Provide additional training as needed
   • Conduct regular eyesight checks
   • Log and analyze driver incidents

7. Rule Compliance

   • Ensure drivers understand regulations regarding drivers’ hours, speed limits, mobile phone use, and vehicle loading

By following these guidelines, fleet operators can maintain compliance with DVSA regulations, ensure vehicle safety, and reduce operational risks.