The letter does not replace the operator licensing process. A Transport Manager CPC, nomination and approval on a particular operator licence are separate matters. If you stop acting as transport manager, make sure the change is dealt with through the appropriate licensing arrangements as well.
This guide concerns the Great Britain operator licensing system. Northern Ireland has a separate system and different regulatory arrangements.
What the resignation letter needs to establish
The main job of the letter is to remove doubt about what has happened and when.
A useful resignation should record:
- your full name and position;
- the operator’s correct legal or trading name;
- the relevant operator licence number;
- the date you are giving notice;
- the date your transport manager duties will end;
- any agreed notice period;
- the arrangements for returning records, access and company property;
- any significant compliance matters requiring handover.
If you are nominated on several licences for the same operator, identify which licences your resignation covers.
For an external transport manager, refer to the contracted appointment rather than describing yourself as an employee if that is not the arrangement.
Keep the wording direct
You do not need to argue the history of the relationship inside the resignation letter.
A clear structure could read:
Dear [name], I am writing to confirm my resignation as transport manager for [operator name], operator licence [licence number]. My final day carrying out transport manager responsibilities will be [date], in accordance with the notice arrangements between us. Before that date I will provide a handover of the compliance records and outstanding matters currently under my control. This will include any open maintenance, driver, tachograph, drivers’ hours or operator licence actions requiring attention. Please arrange for the appropriate operator licence records to be updated. I will also retain evidence of my notification and take the steps required of me concerning my position on the licence. Yours sincerely, [name]
Change the wording to reflect the facts. Do not state that every compliance matter is satisfactory unless you have actually established that.
Resigning does not remove existing responsibility
A resignation changes your future role. It does not rewrite what happened while you were responsible for the operation.
A transport manager is expected to exercise continuous and effective management while appointed. Tasks can be delegated, but the transport manager retains responsibility for managing and supervising the systems within their remit.
That makes the final period worth handling properly.
If a preventive maintenance inspection is overdue, tachograph infringements remain unanswered or a driver defect has not been closed, record the position accurately. Do not simply clear a task list because you are leaving.
Likewise, do not continue presenting yourself as responsible after your agreed final date unless there is a clear and properly authorised arrangement.
Build a handover someone can actually use
A useful handover is normally shorter than people expect. It should show what is current, what is outstanding and where the evidence sits.
Consider covering:
Vehicles and maintenance
Identify approaching preventive maintenance inspections, annual tests, reported defects and unresolved repair issues. Include trailers where they form part of the operation.
Safety inspection and maintenance records must normally be retained for at least 15 months, so make sure the operator can still locate them after you leave.
Drivers and tachographs
Record unresolved drivers’ hours infringements, missing downloads, outstanding licence checks, training actions and disciplinary matters linked to compliance.
Operator licence matters
List pending variations, changes affecting the operating centre, correspondence awaiting a response and any undertakings requiring further action.
Access and records
Return documents and equipment belonging to the operator. Agree what happens to access for compliance software, tachograph systems and the operator licensing account.
Keep your own legitimate record showing what you handed over and when.
Do not rely on the operator to deal with everything
Tell the operator formally that you have resigned, but do not assume that an internal HR process automatically changes the operator licence.
The official position should be checked and dealt with promptly. Keeping the resignation email, signed letter and any acknowledgement gives you a clear record of your actions.
If the relationship has broken down because you cannot exercise continuous and effective management, make that problem clear to the operator in writing. Remaining nominated while being prevented from performing the role can create its own difficulties.
Check the current guidance
GOV.UK explains the transport manager role and what happens when somebody stops working for an operator:
Check the current wording before relying on an old form, saved procedure or previous resignation.
If the operator now needs another transport manager
A standard national or standard international operator will normally need professional competence through a nominated transport manager. A restricted goods vehicle licence does not normally require one.
If a departure leaves the operator without the required professional competence, the operator should address that position rather than assuming somebody can be added retrospectively.
Operators looking for external support can find a transport manager through External Transport Manager.
FAQs
Should I explain why I am resigning?
Usually only as much as necessary. The letter’s main purpose is to record the resignation, final date and practical arrangements clearly.
Can I resign immediately?
That depends on the circumstances and any employment or contractual notice requirements. Keep operator licensing responsibilities separate from contractual questions.
Does holding a Transport Manager CPC mean I remain responsible after leaving?
No. The CPC is your professional qualification. Responsibility for a particular operator depends on your appointment and approval in relation to that operator licence.
Should I keep a copy of my handover?
Keep an appropriate record of what you notified, transferred and left outstanding. It can help establish the position at your departure date.