From reading CM every week it seems to me that
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more and more operators are losing their licences, many for not keeping proper records. Naturally I wish to do everything possible to keep the LA happy, but as I lack experience could you answer the following question? Provided I have my vehicle regularly serviced and inspected at my local commercial garage, and keep the bills I receive from them, will these be sufficient to satisfy the LA as regards records?
A There is no specific standard or form of " records laid down in regulations except, of course, the requirements that records are made and kept available for inspection for 15 months.
The operator is, therefore, left very much to his own devices and so long as the system he uses satisfies the LA this is all that is required. Unfortunately it is hard to say exactly what will satisfy one or any of the LAs. Obviously, the more comprehensive and professional looking the system the better the LA will like it.
Operators doing their own maintenance have a selection of proprietary documents and maintenance schemes available to them but the operator whose vehicles are maintained by a garage has less choice or even say in the matter.
The essential requirement is that a record is kept of regular inspections and maintenance work on the vehicle. Garage invoices are hardly sufficient in our view, especially for the former purpose. We think it is essential that the garage should provide with its invoice, a supplementary list showing all the items checked, the comments of the inspector and the remedial action taken. Repair work should be set out in detail and all spare parts fitted listed. If the garage is not prepared to go to these lengths then we feel sure that it is not the place where you can be confident that they are aware of your (the "user's") responsibility in law and that they will endeavour to maintain your vehicle to the required standard.