Audits can be stressful, especially if you’re not fully prepared. Whether it’s a DVSA investigation or an internal compliance check, being audit-ready isn’t just about passing the audit, it’s about running a safe, efficient, and legally compliant operation all year round.
That’s why we’ve worked alongside compliance auditing experts Transultant to highlight the most important factors in staying audit ready, and the common gaps that still catch operators out.
We asked them for their top 10 tips for staying audit ready! Here is what they had to say:
1. Make sure your Transport Manager is actively managing transport
Make sure the TM can prove continuous and effective management:
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Contract/agreements in place – signed
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Regular audits/checks documented
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TM hours match the size of the fleet
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Evidence of involvement (emails, reports, defect reviews, training)
If the TM appears to exist only on paper, that’s a red flag
2. Make sure your maintenance system is solid and actually followed
Have a written maintenance contract or in-house system, and show:
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Safety inspection intervals appropriate to vehicle age/usage
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PMI sheets fully completed and signed
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No missed inspections (or clear explanations if one slipped)
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Brake test results signed and completed.
Auditors love consistency more than perfection.
3. Ensure daily walkaround checks are completed properly, and records are retained
Every vehicle, every day:
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Driver signatures
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Clear defect reporting
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Evidence defects are repaired and signed off before use
Identical handwriting across checks = instant suspicion.
4. Close the defect reporting loop every time, with clear evidence of action taken
It’s not enough to record defects, you must show:
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Defects assessed
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Repairs completed
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Vehicle signed back fit for service
Loose ends and “No defects reported” are one of the most common failings.
5. Proactively monitor drivers’ hours and tachograph data, don’t wait for problems to surface
Be ready to show:
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Regular analysis (usually every 28 days or less)
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Infringements identified and dealt with
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Driver retraining or disciplinary action where needed
“No infringements ever” sounds good, but auditors don’t believe it.
6. Keep driver licence checks up to date and scheduled, not reactive
Have a system for:
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Regular licence checks (typically every 3–6 months)
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Correct entitlement for vehicle type
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Copies stored and easy to find
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Offences reported to the Traffic Commissioner
Bonus points if it’s digital and automated.
7. Maintain tidy, accurate CPC and training records that are easy to produce
Show:
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Driver CPC hours tracked, current and forward planned
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Induction training records
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Ongoing training (tacho, walkarounds, safety)
Audits go smoother when training looks proactive, not reactive.
8. Ensure every vehicle is correctly authorised and matches your operator licence specifications
Double-check:
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Vehicles on the licence match the operators actual fleet list
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Correct operating centre(s)
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Trailers included where required
Running an unauthorised vehicle or trailer is a big compliance sin
9. Keep your record-keeping organised, accessible, and audit-ready at all times
You should be able to produce records quickly:
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At least 15 months for most compliance docs
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Clearly labelled folders (digital or paper)
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No “we’ll try to find that later”
If it takes too long, auditors assume it doesn’t exist.
10. Be able to confidently explain your systems and demonstrate how they work in practice
Everyone involved should know:
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How defects are reported
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What happens if a driver infringes hours
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Who does what if the TM is absent
Audits often fail on poor explanations, not bad systems.
We’d like to thank TranSultant for sharing their expert insights with these tips. Their experience in auditing operators is invaluable in helping fleets stay audit-ready and compliant. Find out more about TranSultant and what they do here.
Here’s how CheckedSafe can help keep you audit ready, all year round:
Many of the areas auditors focus on come down to having clear, consistent, and accessible systems. This is exactly what our platform is designed for. With CheckedSafe, you can complete your PMIs digitally, sign them off digitally, complete your daily walkaround checks using our easy-to-use app with fully customisable checklists, Manage your defect reporting digitally so there’s clear evidence repairs have been made and you can provide a full audit-trail.
Driver licence checks and CPC records can be tracked automatically, helping ensure nothing slips through the cracks. All of this is stored securely and is easy to access, making record-keeping and audit preparation much simpler. You can also record and manage your domestic driving hours completely digitally, using our industry first innovation, our GB Domestic Hours app. By bringing these processes together in one system, CheckedSafe helps turn audit readiness from a last-minute scramble into a natural part of how you run your operation every day.
If you have any questions, or want to talk to us about how CheckedSafe can help keep you audit ready, contact us today on info@checkedsafe.com or give us a call on 01282 908429.
