Every goods vehicle operated under an operator’s licence must be given a walkaround check by the driver before it is used on the road each day. The check is one of the undertakings you signed when the licence was granted, and DVSA treats a missing or careless check as an operator failure, not just a driver one. Defects must be reported in writing, and defect reports and rectification records must be kept for at least 15 months.
The daily walkaround check is the cheapest piece of compliance in road haulage and the one that DVSA examiners find missing most often. This guide explains what the check has to cover, how it should be recorded, and where the responsibility sits between the driver, the transport manager and the licence holder.
Where the requirement comes from
When an operator’s licence is granted, the licence holder gives undertakings to the Traffic Commissioner. One of them is that vehicles will be kept fit and serviceable, and that drivers will report defects promptly in writing. DVSA’s Guide to Maintaining Roadworthiness sets out how that undertaking is expected to be met, and a daily walkaround check before first use is the baseline.
The driver carries the immediate legal responsibility for the condition of the vehicle on the road. A driver who takes out a vehicle with a defective tyre or a broken light can receive a fixed penalty and a prohibition notice at the roadside. The operator carries the systemic responsibility: if the checks are not being done, or defects are reported and not fixed, that comes back to the licence.
What the walkaround check must cover
The check should follow a fixed route around the vehicle so nothing is skipped. As a minimum it covers:
- Tyres and wheels: tread depth, cuts and bulges, inflation, wheel nut indicators and any signs of movement.
- Lights, indicators and reflectors: all working, lenses clean and unbroken.
- Mirrors, glass and wipers: mirrors correctly set and undamaged, washers working, screen clear.
- Brakes: air build-up, warning lights, brake lines and couplings on articulated combinations.
- Fluid leaks: oil, fuel, coolant or AdBlue on the ground or on the engine.
- Body and load security: doors, curtains, tail lift, load restraint, and number plates fitted and legible.
- Cab checks: horn, seatbelt, warning lights, tachograph working, and the correct card inserted.
- Trailer coupling: fifth wheel locked, dog clip in place, electrical and air lines connected and secure.
A thorough check takes ten to fifteen minutes. Operators who allow five minutes at the start of a shift and then question why defects keep appearing at annual test have answered their own question.
When a second check is needed
The check is required before the vehicle is first used each day, but that is a minimum. If a different driver takes the same vehicle later in the day, that driver is responsible for its condition and should do their own check. Trailers that are swapped during the day need checking when they are picked up. A vehicle that has been left unattended for a long period, or has been in an incident, should be checked again before it moves.
How to record it
DVSA expects a written record of every check, including the ones that find nothing wrong. A nil-defect report is the evidence that the check happened. Paper defect books still work, but most operators have moved to walkaround apps that timestamp the check, capture photos of any defects and send the report straight to the transport office. Whichever system you use, the record needs to show:
- the vehicle registration and trailer number
- the date and time
- the driver’s name
- any defects found
- what was done about them, by whom and when
Keep the records for at least 15 months. At a DVSA maintenance investigation, the examiner will pull defect reports and cross-check them against safety inspection records. Defects that appear at inspection but were never reported by a driver are the clearest possible sign that walkaround checks are not being done properly.
What happens to a reported defect
Reporting a defect is only half the process. Somebody in the transport office must decide whether the vehicle is safe to use, arrange the repair, and record the rectification. A defect report with no evidence that anything was done about it is worse than no report at all, because it proves the operator knew. Set a clear rule that a vehicle with a reported safety defect does not leave the yard until a competent person has signed it off.
Where the transport manager fits in
The transport manager is expected to make sure the system works: that drivers are trained to check properly, that checks are being recorded, that defects are being fixed, and that the records are audited. Random spot checks of vehicles that drivers have just signed off as defect-free are the simplest way to find out whether the checks are real. We cover the wider paperwork in our guide to operator licence compliance documents.
Understand the undertakings on your licence
Operator Licence Awareness Training is a one-day live online course covering maintenance obligations, driver defect reporting, drivers’ hours and what DVSA expects to see. £120 per person.
Frequently asked questions
Do vans need a walkaround check?
If the van is operated under an operator’s licence, yes, the same undertakings apply. For other vans there is no licensing requirement, but the driver is still legally responsible for the vehicle’s condition and a daily check is good practice.
Does a nil-defect report have to be written down?
DVSA strongly recommends it, and in practice a Traffic Commissioner will expect to see nil-defect records. Without them you cannot prove the check was done.
Can the check be done the night before?
The check should be done before the vehicle is first used. A check at the end of the previous shift does not cover anything that happened overnight, such as a tyre losing pressure or a light being damaged in the yard.
Who is liable if a driver skips the check?
Both. The driver can be prosecuted or given a fixed penalty for the defect. The operator answers to the Traffic Commissioner for the failure of the system, and repeated failures can lead to a public inquiry.
This article was published in September 2026 by National Compliance Training. Regulations change, so always check the latest guidance from GOV.UK for the current position. This article does not constitute legal advice.