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Applying for a Lorry or Van Operating Licence

• How do I apply for a licence?
• How are holding companies and subsidiaries treated?
• Do I have to advertise my licence application?
• How should I advertise my application?
• What if my advertisement is wrong?
• When should I apply for a licence?
• What if I need to start operating urgently?
• How many vehicles should I apply to use?
• How long does my licence last?
• Do I need to re-advertise at any stage?
• If I am an existing licence holder do I need a new-style licence document after 1 January 1996?
• Do I need any specific qualifications to prove professional competence?
• Grandfather rights - GV203 Certificates
• OCR examinations board examination
• Other acceptable qualifications or diplomas
• Validity of professional competence in other EU member states
• Are convictions taken into account when I apply?
• Do I need to inform the Traffic Commissioner of “spent” convictions?
• What happens when the Traffic Commissioner makes his decision?
• Will each vehicle receive an identity disc?
• What should I do if I lose any of my documentation?
• How much do I pay for a new licence?
• If my application for a new licence is refused, or not granted as applied for, do I have the right to appeal?
• Do I need to inform the Traffic Commissioners of convictions after my licence is issued?

How do I apply for a licence?

To apply for a new licence you need to complete a GV79 form (Application for Goods Vehicle Licence - Vehicle details (GV 79A)). This form is available from the Traffic Area Offices (TAO). The completed form, with the application fee must be marked for the attention of your relevant TAO and sent to: VOSA Licensing Application Services, Hillcrest House, 386 Harehills Lane, Leeds, LS9 6NF Telephone: 0870 606 0440 Fax: 0113 249 8142. The relevant TAO for your area is the one in which you have an "operating centre". An operating centre is the place where you normally keep your vehicles when not in use. If your operating centre is close to the boundary between two TAOs check with one of them to find out under which area you fall.

If you are not sure how to fill in the form you can contact the Vehicle and operator Services Agency’s National Number 0870 606 0440 or your local TAO.

How are holding companies and subsidiaries treated?

The brief notes below do not cover every case - if you have any special problems that are not covered, you should seek further advice; for example, consult a trade association or other professional adviser.

A holding company can include in its application for an operator’s licence the vehicles of any named subsidiary of which it owns more than 50%. If a licence is granted in the name of a holding company and that company later acquires a subsidiary, the subsidiary’s vehicles can be included on the holding company’s licence, provided they are in the same Traffic Area.

Adding these vehicles may involve a change in the holding company’s licence for which an application will have to be made to the Traffic Commissioner on Application for Major Changes (GV 81)

Do I have to advertise my licence application?

You must advertise your application in a local newspaper circulating in each place where you are applying to have your operating centres. This gives anyone owning or occupying buildings or land in the vicinity of the operating centre an opportunity to make a representation against your application on environmental grounds.

Before advertising your application please read the Good Vehicles (Licensing of Operators) Act 1995 Newspaper Advertisements for additional information.

How should I advertise my application?

Your Application for Goods Vehicle Licence - Vehicle details (GV 79A) form contains a blank advertisement form and tells you how to fill it in. You can choose the size of the advertisement yourself, but it must be big enough to be easily read. The advertisement must appear at least once within the period running from 21 days before to 21 days after you make your application. Tear out the whole page of the newspaper showing your advertisement and send it straight away to the Traffic Commissioner. The page sent should contain the date and name of the paper. This will enable the Traffic Area Office to check that you have advertised correctly. If when your advertisement appears you have not yet sent in your application form, you should do so without delay.

What if my advertisement is wrong?

If you do not advertise your application properly, or within the correct period, the Traffic Commissioner may not be able to consider your application. You should check also that the total number of vehicles and trailers you have applied to be authorised to use (including any "margins" - see paragraph 11), is the same as the number you have stated in your advertisement. In addition to your advertisement, the Traffic Commissioner will publish details of your application in a publication called "Applications and Decisions". This is sent to various organisations including Local Authorities, Police and Trade Associations who have a statutory right to object to the grant of your application.

When should I apply for a licence?

You should apply at least 10 weeks before the date when the licence is needed. This allows time for the Traffic Commissioner to make any enquiries thought to be needed. In straightforward cases a licence should be issued within those 10 weeks. It is illegal to operate before a licence is issued.

What if I need to start operating urgently?

Write to the Traffic Area Offices giving reasons why you want to operate urgently. The Traffic Commissioner may issue an interim licence, but can only do so if you have applied for a full licence. A fee will be charged for the issue of the interim licence and for each vehicle specified for use. When the fee is paid a vehicle identity disc will be sent to you for display on the windscreen.

The decision on whether or not to issue an interim licence will be made as soon as possible after the request, and a complete application is received. However, there may be occasions when the Traffic Commissioner will delay making a decision until the 21-day representation period for the advertisement has elapsed.

An interim licence does not guarantee that you will get a full licence. Until you get a firm decision on that, you would be unwise to make any long term commitments.

How many vehicles should I apply to use?

Your licence, if issued, will authorise you to use a maximum total number of motor vehicles and, if applicable, trailers, including semi-trailers. The number you apply for should take into account the number of vehicles you intend to use straight away and allow for some extra motor vehicles to cover increases in business and emergencies, such as breakdowns. This is particularly important if you use only a few motor vehicles. These extra motor vehicles are commonly referred to as "the margin".

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How long does my licence last?

Under the system of continuous licensing, introduced on 1 January 1996, your licence once issued is yours for life unless you operate outside the terms of your licence, surrender it, or fail to pay the required fees to keep the licence live.

Please note that: a Traffic Commissioner can take disciplinary action at any time to curtail, suspend, or revoke your licence; if you do not pay the required fee on time your licence will automatically terminate; the Traffic Commissioner has the opportunity to review the suitability of the operating centres on your licence every 5 years. For further information read Operating Centre Requirements.

Continuous licensing means that you do not have to apply for a new licence every 5 years. Instead your TAO will contact you every 5 years with a summary of the information it holds on record. You will be asked to confirm that information is correct and to pay the required continuation fee by a specified date. This fee will keep your licence in force and pay for the discs you will need to display in your vehicles.

If you do not pay your fees on time your licence will automatically terminate and you will have to stop operating and apply for a new licence.

Do I need to re-advertise at any stage?

Assuming your licence is not revoked for any reason you will only have to advertise again if you are applying for a new operator’s licence in another Traffic Area, or to have your current licence varied in some way.

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If I am an existing licence holder do I need a new-style licence document after 1 January 1996?

From the 1 January 1996 all five year licences automatically became continuous, except in those cases where a licence had previously been prematurely terminated for disciplinary reasons. The expiry date on your present licence became your operating centre review date. The Traffic Commissioner will take the opportunity to issue you with new-style licence documentation when your review date is reached, or before that if you apply for a major variation to your licence. You need take no action.

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Do I need any specific qualifications to prove professional competence?

You must have at least one of the following:

Grandfather rights - GV203 Certificates

In the past GV203s, which are green "grandfather rights" certificates were issued by Traffic Commissioners to those with experience of operating licensed goods vehicles before 1 January 1975. These are acceptable as proof of professional competence for both national and international licence applications. If you do not already have one of these certificates, you cannot now claim one.

Copies of lost or damaged certificates can be obtained, free of charge, from the office of the Traffic Commissioner which issued the original certificate. Application should be made in writing by the person to whom the certificate was originally issued, giving their full name, age and date of birth and the reason for seeking a copy. If in any doubt about the process, or if the original office has closed or moved, contact should be made with any Traffic Area Office who will be able to give further information.

OCR examinations board examination

The examination for a Certificate of Professional Competence (CPC) is set by the OCR Examinations Board (formerly the Royal Society of Arts (RSA)) acting as agents for Department for Transport. There is a national examination which meets the requirements for a standard national licence and an additional international examination for a standard international licence. There are no academic entry requirements for the examination.

Details of examination dates, test and study centres, and a more detailed syllabus are available from the OCR Examinations Board, Westwood Way, Coventry, CV4 8HS (Tel: 02476 470033).

There are no fixed rules or requirements for study. You can prepare for the examination by: Attending a residential course; attending a non-residential course; studying with the help of a special learning pack or by a correspondence course; or studying without assistance.

Other acceptable qualifications or diplomas

Certain other qualifications are acceptable as proof of professional competence. These are currently under review but if you have any of the following, you are likely to be exempt from the CPC examination.

a. For both a Standard National and Standard International licence:
i) Fellow or Member of the Chartered Institute of Logistics and Transport (formerly the Chartered Institute of Transport in the UK) by examination and/or formal accreditation in Road Freight Transport."
ii) Fellow, Member, Associate Member, or Associate by Examination, of the Institute of Transport Administration in the road transport sector, on production of the necessary exemption certificate issued by the Institute. These exemptions are valid for 12 months only but can be re-issued on application to the Institute.
iii) Associate of the Institute of Transport Administration who has successfully completed the ILT/IoTA Certificate in Transport (Road Freight).
iv) Honorary Fellow, Fellow or Member of the Society of Operations Engineers.
v) Fellow, or Associate of the Institute of the Furniture Warehousing and Removing Industry, or from 13 May 1995, Fellow or Associate of the Movers Institute.
vi) Certificate in Transport (Road Freight) awarded by the Chartered Institute of Logistics and Transport.

b. For a Standard National licence:
i) Member of the Chartered Institute of Logistics and Transport (formerly the Chartered Institute of Transport in the UK) by examination and/or formal accreditation in Road Freight Transport.
ii) Certificate in Transport (Road Freight) awarded by the Chartered Institute of Logistics and Transport.
iii) Fellow, Member or Associate Member of the Institute of Transport Administration on production of the necessary exemption certificate issued by the Institute.
iv) Associate of the Institute of Transport Administration who has successfully completed the ILT/IoTA Certificate of Transport.
v) Associate Member of the Society of Operations Engineers (by examination).
vi) General and Ordinary Certificate in Removals Management issued by the Institute of Furniture Warehousing and Removals Industry prior to 13 May 1995, or after that date the National Certificate in Removals Management issued by the Movers Institute.
vii) RSA Certificate in Road Freight Transport granted on or after 1 May 1984 which specifically contains a footnote granting exemption.

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Validity of professional competence in other EU member states

A national qualification in professional competence can be used to satisfy other EU member states about professional competence. However, with the exception of RSA or OCR full professional competence certificates (National or International) issued since March 1992 if you want to operate in the national market of any other European Community Country you will need to obtain a mutual recognition certificate to support your application. This is available, on payment of a £20 fee. For further information contact the Traffic Area Offices where you hold a licence or are a nominated Transport Manager on a licence. If neither of these apply to you contact any Traffic Area Office for further information.

Are convictions taken into account when I apply?

The test of fitness has to be satisfied by all licence applicants and licence holders. Amongst other things, a Traffic Commissioner takes into account particulars given of certain convictions. Convictions less than 5 years old from the date of conviction, of the operator, including partners or directors, and the operator’s servants or agents, in respect of the following, must be notified to the Traffic Commissioner: the maintenance of vehicles and failure to keep them in a fit and serviceable condition; vehicle testing and plating; Drivers’ hours & records; Drivers’ licensing; International road haulage permits; forgery of, for example, licence documents; loading/overloading; Speed limits; contravention of parking restrictions & prohibitions; unlawful use of vehicles; and, certain waste related offences.

A "serious offence" is one for which a sentence of imprisonment of more than three months, a fine exceeding level 4 on the standard scale, or a community service order for more than 60 hours has been imposed.

"Road transport offence" is an offence under the law relating to road transport, in particular drivers’ hours and rest periods, the weight and dimensions of commercial vehicles and road and vehicle safety. This may now also include offences concerning protection of the environment or professional liability.

"Good repute" requirements have to be met for Standard licences. A Traffic Commissioner will consider "any matter" (individuals), or "material evidence" (companies), before him about any convictions, including those listed below, or previous conduct which appear to relate to an operator’s fitness to hold a licence.

For an individual applicant, their convictions and those of employees and agents are taken into account; for companies, convictions of the company, directors or other company officers or employees and agents are taken into account.

When considering good repute a Traffic Commissioner has to give particular attention to convictions for "serious" or "road transport" offences. Lack of frankness about convictions at the time of making an application, or non disclosure of convictions incurred after a licence is issued, constitutes a serious threat to the continuation of a licence.

Do I need to inform the Traffic Commissioner of “spent” convictions?

At application stage, and thereafter, a Traffic Commissioner should be notified of all convictions which are not "spent". Convictions which are "spent" do not need to be disclosed to the Traffic Commissioner. A conviction is "spent" for the purposes of the Rehabilitation of Offenders Act 1974, when a specific "rehabilitation period" has passed provided that no further crimes were committed during that period. Further information and a leaflet "Wiping the Slate Clean" can be obtained from C4 Division, Home Office, Room 358, 50 Queen Anne’s Gate, London SW1H 9AT (Tel: 020 7273 2397).

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What happens when the Traffic Commissioner makes his decision?

If the Traffic Commissioner grants your application you will be asked to pay a further fee by a due date. The licence documents will not be issued until the fee has been paid and the licence does not come into force until the licence documents are issued. If the fee is not paid by the due date the grant ceases to have effect.

You are advised to read your licence document, and associated notes, carefully. The licence document will include: details of the licence holder and the licence number; details of the type of licence issued and the total number of motor vehicles and trailers authorised for use under it; details of the specified operating centres; the names of transport managers (as appropriate); conditions and undertakings; and, a list of the registration marks of the motor vehicles you have specified.

Will each vehicle receive an identity disc?

Identity discs will be issued for each specified motor vehicle for which a fee has been paid. Each disc will show: the operator’s name; the vehicle registration mark; the operator’s licence number; the disc expiry date; and the type of licence.

The disc must be displayed on the windscreen of the vehicle to which it belongs - it may not be used on any other vehicle. The discs are colour coded as follows: Orange - Restricted licence; Blue - Standard National licence; and, Green - Standard International licence.

What should I do if I lose any of my documentation?

If you lose your licence documents or a vehicle disc(s), the Traffic Commissioner must be told in writing immediately. If the Traffic Commissioner is satisfied with your explanation, a replacement will be issued free of charge. Where the writing on a disc has faded, or the disc has been damaged, you can get a replacement at no cost from your Traffic Area Office by returning the old disc with details of your licence number and the vehicle registration mark.

How much do I pay for a new licence?

There is a non-refundable charge for making an application and this should be sent with the application. If no fee is received your application will not be processed. If the application is granted you will be asked to pay a further fee. This fee has two elements - an issue charge and a vehicle fee for each motor vehicle to be specified on the licence. No fees are charged for trailers. Both elements normally have a cover life of 5 years but if you wish to you can elect to pay your vehicle fees on a yearly basis. You will have to choose at the time of a new licence grant or at continuation stage.

If my application for a new licence is refused, or not granted as applied for, do I have the right to appeal?

If your application is refused or granted in terms other than what you have applied for you have a right of appeal to the Transport Tribunal. If any statutory objection has been made to your application, and your application is granted, then the objector(s) concerned also have a right of appeal to the Transport Tribunal. Further details on the process of appeal are covered in Disciplinary Process.

Do I need to inform the Traffic Commissioners of convictions after my licence is issued?

A condition attached to all licences requires Traffic Commissioners to be notified of convictions after the licence has been issued. Once a licence has been issued a licence holder must also notify a Traffic Commissioner of all prohibitions to drive unfit or overloaded vehicles if the licence holder was the owner of the vehicle when the prohibition was imposed.

Convictions must be notified to the Traffic Commissioner within 28 days of the dates of the convictions.

Lorry and van operator licence fees
Licence fee details for lorry and van operators.

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