How to Run a Restricted Operator Licence Properly (And Avoid Losing It)
You've got your restricted operator licence — but do you actually know what's expected of you?
Getting a restricted O licence is a significant milestone for any road haulage business. It means you can legally carry your own goods using vehicles over 3.5 tonnes, giving your operation the flexibility and control that comes with running your own transport. But here's what catches many restricted licence holders off guard: the Traffic Commissioner expects the same standards of compliance from you as from operators running huge fleets under a standard operator licence.
That's not an exaggeration. The undertakings you made on your application aren't suggestions — they're legally binding promises. Break them, and you risk regulatory action, public inquiry, and ultimately losing your operator licence altogether.
Without the right restricted operator licence training, most new operators don't realise how much is expected of them until it's too late. So let's look at what "running it properly" actually means.
The Undertakings You've Already Made
When you applied for your restricted O licence, you gave a series of undertakings to the Traffic Commissioner. These cover how your road haulage vehicles will be maintained, where they'll be kept, and how you'll ensure ongoing compliance. Whether you read them carefully or ticked the boxes to get through the application, you're now bound by them.
The key undertakings include:
Vehicles will be kept in a fit and serviceable condition.
Vehicles will be operated within the law relating to drivers' hours and record-keeping (where applicable).
Vehicles will not be overloaded.
Vehicles will be kept at the stated operating centre when not in use.
The Traffic Commissioner will be notified of any relevant changes to the licence.
These aren't one-off commitments. They apply every single day you operate, and the Traffic Commissioner's office — through DVSA — can check up on you at any time.
Vehicle Maintenance: The Area Most Operators Get Wrong
One of the most common reasons restricted operator licence holders end up at public inquiry is a failure to maintain vehicles to the required standard. The Traffic Commissioner expects you to operate a structured, preventive maintenance system — not just fix things when they break.
This means having a documented maintenance plan with safety inspections at set intervals (typically every six to eight weeks for HGVs), keeping thorough records of all inspections and repairs, using a competent and qualified mechanic or workshop, recording and acting on driver defect reports daily, and retaining maintenance records for at least 15 months.
If DVSA turn up and you can't produce your maintenance records, or your inspection schedule is inconsistent, you've got a serious problem — even if the vehicle itself is in good condition. It's the system the Traffic Commissioner cares about, not just the snapshot on the day.
Drivers' Hours and Record-Keeping
If your road haulage vehicles are fitted with tachographs (and most over 3.5 tonnes will need them unless exempt), you need to understand and comply with drivers' hours rules. This applies even if you're the only person driving.
The regulations cover daily and weekly driving limits, minimum break and rest period requirements, correct use of tachograph equipment (digital or analogue), and retention and analysis of tachograph records.
Many restricted licence holders assume these rules don't apply to them because they're "only carrying their own goods." That's a dangerous assumption. The rules are about road safety, not the type of operator licence you hold.
Financial Standing
You must be able to demonstrate that your business has sufficient financial resources to run the vehicles on your licence. For a restricted operator licence, this is currently £3,100 for the first vehicle and £1,700 for each additional vehicle.
This isn't just checked at application — the Traffic Commissioner can request evidence at any time, and if you can't demonstrate financial standing, your licence is at risk.
What Happens When Things Go Wrong
The consequences of non-compliance aren't abstract. If DVSA find problems during a roadside inspection or operator encounter, the matter can be referred to the Traffic Commissioner. This can lead to a warning letter, conditions being attached to your licence, a reduction in the number of vehicles you're authorised to operate, suspension of your licence, or revocation — meaning you lose the licence entirely.
A public inquiry before the Traffic Commissioner is something no road haulage operator wants to face. It's a formal hearing where you'll be asked to explain your failures and demonstrate why your licence should be allowed to continue. Many operators — particularly restricted licence holders who assumed compliance was straightforward — find themselves unprepared and overwhelmed.
"But I Don't Need a Transport Manager..."
Here's the crucial point that many restricted operator licence holders miss. With a standard licence, you're required to have a professionally competent Transport Manager — someone who holds the Transport Manager CPC qualification and who is responsible for ensuring ongoing compliance.
With a restricted licence, there's no such requirement. You don't need a Transport Manager, and you don't need a CPC qualification.
But the compliance obligations are still there.
So who in your business is making sure the maintenance system is working? Who's checking drivers' hours records? Who's keeping up with changes in transport legislation? Who's preparing for a DVSA visit?
If the answer is "nobody" or "me, but I'm not really sure what I'm doing," then you're operating on borrowed time.
Restricted Operator Licence Training: Get the Knowledge Without the Full CPC
You don't need to sit the full Transport Manager CPC exam to run a compliant road haulage operation — but you absolutely need to understand what compliance looks like in practice. That's the gap most restricted licence holders fall into: they know they need to "do things properly" but nobody's ever actually shown them what that means day-to-day.
This is exactly why we created two resources specifically for operators in your position:
TM-Unlocked — Compliance Training for Restricted Licence Holders
TM-Unlocked is our focused training course designed to give you the practical compliance knowledge you need to run your O licence with confidence — without requiring you to commit to the full Transport Manager CPC qualification.
It covers the core areas that trip operators up: vehicle maintenance planning, drivers' hours obligations, what DVSA look for during inspections, and how to keep proper records. It's built around real-world road haulage scenarios rather than exam theory, so you come away knowing exactly what to do on Monday morning.
Whether you've just received your restricted operator licence or you've been operating for a while and realised there are gaps in your knowledge, TM-Unlocked gives you the grounding you need.
New Operator Pack — Your Compliance Toolkit from Day One
The New Operator Pack is designed for those who are either about to apply for their first O licence or have recently been granted one. It provides the essential templates, guides, and documentation you need to set up a compliant operation from day one.
Rather than starting from scratch and hoping you've covered everything, the New Operator Pack gives you a structured framework to work from — covering maintenance planning documentation, driver defect reporting systems, compliance checklists, and more.
It's the toolkit that takes the guesswork out of getting your road haulage operation started properly.
Don't Wait for a DVSA Visit to Find Out What You're Missing
The operators who run into trouble are almost always the ones who assumed compliance was common sense or something they'd "figure out as they go." The reality is that transport compliance is a specialist area with specific legal requirements, and the Traffic Commissioner has little sympathy for operators who didn't bother to learn what was expected of them.
The good news is that getting it right isn't complicated — it just requires the right knowledge and the right systems. That's what TM-Unlocked and the New Operator Pack are designed to give you.
Invest in your compliance knowledge now, and you'll protect your licence, your business, and your reputation.
Frequently Asked Questions
Do I need a Transport Manager for a restricted operator licence?
No. Unlike a standard operator licence, a restricted O licence does not require you to have a professionally competent Transport Manager. However, you are still legally responsible for meeting the same compliance obligations — including vehicle maintenance, drivers' hours, and all the undertakings on your licence. Without the right training and knowledge, this can leave you exposed.
What is the difference between a restricted and standard operator licence?
A restricted operator licence allows you to carry your own goods in connection with your business. A standard operator licence allows you to carry goods for hire or reward — essentially, carrying other people's goods for payment. Both licence types carry the same compliance obligations, but a standard licence additionally requires a qualified Transport Manager and proof of professional competence.
Can I lose my restricted operator licence?
Yes. The Traffic Commissioner has the power to revoke, suspend, or curtail any operator licence — including a restricted one — if you fail to meet your undertakings or comply with operator licensing law. Common reasons include poor vehicle maintenance, drivers' hours offences, overloading, and failing to notify the Traffic Commissioner of changes to your operation.
What does DVSA check during an operator compliance visit?
DVSA examiners will typically look at your vehicle maintenance records and inspection schedule, driver defect reports, drivers' hours records and tachograph data, proof of financial standing, and whether vehicles are being kept at the stated operating centre. They are checking that you have proper systems in place — not just that things happen to be in order on the day.
What training do I need for a restricted operator licence?
There is no mandatory training requirement for restricted O licence holders, which is part of the problem — many operators don't seek out training and only discover gaps in their knowledge when it's too late. Courses like TM-Unlocked are specifically designed to give restricted licence holders the practical compliance knowledge needed to run a lawful road haulage operation without committing to the full Transport Manager CPC.
MDR Training UK specialises in operator licence compliance training for the road haulage and passenger transport industry. Based in Coalville, Leicestershire, we offer classroom, online, and distance learning options to suit your schedule. Get in touch to find out how we can help keep your operation compliant.