A Great Britain operator can remove a transport manager through the Vehicle Operator Licensing service, but the licensing effect depends on the type of licence and whether another approved transport manager remains. On a standard licence, removing the only transport manager can leave the operator without the professional competence required to continue operating unless the Traffic Commissioner grants time to rectify the position.
First identify what the removal changes
Check the licence before making the change. Standard national and standard international HGV and PSV licences normally require professional competence through an approved transport manager. A restricted goods vehicle licence does not normally have that requirement. If more than one approved transport manager is named, confirm whether the remaining appointment still provides credible continuous and effective management for the whole operation.
Confirm when the transport manager's role really ends
Use the date on which the person stops exercising the role in practice, not a convenient later date. Once access, authority and management involvement have ended, the operator should not leave the person named simply to create the appearance of cover. A change of transport manager is notifiable to the Traffic Commissioner within 28 days. GOV.UK also states that a transport manager who stops working for an operator should notify the Traffic Commissioner within 28 days.
Secure the compliance position before access disappears
For a planned departure, complete a handover before the person leaves. Keep control of maintenance planners, safety inspection and brake-test records, defect reports, tachograph data, drivers’ hours actions, driver files, licence correspondence and any open DVSA or Traffic Commissioner matters. Identify overdue or time-critical work and record who is responsible for closing it. The operator remains responsible for safe and lawful operation throughout the change.
Where possible, arrange the replacement first
The cleanest sequence is to nominate the replacement early and obtain approval before the outgoing transport manager ceases acting. Check the proposed person’s CPC, current knowledge, weekly hours, other appointments and practical ability to manage the fleet. For an external transport manager, the contract should specify the tasks and responsibilities. Do not assume that signing a contract or holding a CPC makes the replacement the authorised transport manager.
Make the change through the operator licence service
Sign in to the Vehicle Operator Licensing service and update the correct licence to remove the departing transport manager. If a replacement is being added, submit that nomination with the requested details, CPC evidence and declaration. Statutory guidance allows the declaration to be completed by electronic signature or a signed TM1 form. The replacement only satisfies the licence requirement after the Traffic Commissioner has authorised the appointment.
Notify the loss of professional competence promptly
If the removal leaves a standard licence with no approved transport manager, do more than update the online record. Notify the change within 28 days and, if continued operation is sought while a replacement is being secured, proactively request a period of grace from the Traffic Commissioner. Published guidance says the request should explain the recruitment plan and how transport activities will be controlled safely during the gap. Period-of-grace requests should be sent to enquiries@otc.gov.uk.
Can I remove a transport manager before finding another one?
Yes, if the person has genuinely left, the licence record should be accurate. But a standard licence may then fail the professional-competence requirement, so the replacement and any period-of-grace request need immediate attention.
Can I leave the former transport manager named while I recruit?
Not as nominal cover. If they no longer exercise continuous and effective management, the record should be corrected.
Does submitting the replacement fix the gap?
No. A proposed transport manager is not the approved transport manager until authorised by the Traffic Commissioner.
Official sources: Manage your vehicle operator licence; GOV.UK: getting added to an operator’s licence; Statutory Document 3; Traffic Commissioners: periods of grace.