Do not treat the nomination as complete merely because the candidate holds a Transport Manager CPC, has signed a contract or has started working for the business.
This page deals with the Great Britain process. Northern Ireland has a separate licensing system and applications are considered through the Transport Regulation Unit rather than by a Traffic Commissioner for Great Britain.
Check the appointment before opening the application
Start with the real operating requirement rather than the online form.
Confirm that the proposed transport manager:
- has the correct professional competence for the licence
- is of good repute
- has agreed to the nomination
- can provide enough working time
- understands the fleet and operating centres involved
- has disclosed other transport manager commitments
- will have sufficient authority and access to records
For an internal appointment, make sure there is a genuine link between the person and the operator.
For an external appointment, put a proper contract in place. It should identify the individual and set out the duties they will undertake as transport manager.
An external transport manager can normally work for no more than four operators with a combined maximum of 50 vehicles. Those maximum figures do not override the requirement for a workable commitment.
Gather the information before starting
Missing or inconsistent information can create further questions during scrutiny.
Have the transport manager’s personal and contact information available, together with evidence of professional competence. A clear copy of the relevant CPC or other accepted professional competence evidence should match the person being nominated.
You should also establish:
- the proposed transport manager hours
- other operator licences on which the person is nominated
- other employment or self-employment commitments
- relevant conviction, regulatory and licence history
- how the person will manage each operating centre
- how records and management systems will be accessed
Where the CPC is older, or the person’s current knowledge could reasonably require evidence, gather recent continuing professional development information as well.
Add the transport manager through the licensing service
Use the vehicle operator licence management service and select the relevant licence.
Follow the service process for adding a transport manager and complete the requested information carefully. Declarations should reflect the intended arrangement rather than a temporary description written simply to get the application submitted.
The nominated person needs to understand and consent to the role being put forward. Make sure any declarations or information required from them are completed accurately.
If the appointment is external, the contractual position and declared hours should agree with the application.
Explain the working time properly
The Traffic Commissioner considers whether the nominated person has enough capacity for continuous and effective management.
Annex A gives starting points ranging from 2 to 4 weekly hours for two vehicles or fewer, through to full-time management with additional assistance for fleets above 50 vehicles.
Those figures are not guaranteed approval levels.
More time can be required where there are trailers, several operating centres, difficult travel arrangements or substantial compliance work. Other employment and transport manager appointments also matter.
If the proposed hours fall outside the usual starting points, give a sensible explanation supported by how the operation will actually be controlled.
Expect the nomination to be scrutinised
The application can be checked for more than possession of a CPC.
The Traffic Commissioner may consider the transport manager’s:
- professional competence
- good repute
- current knowledge
- other licence commitments
- proposed working hours
- previous regulatory history
- ability to exercise genuine control
Questions may be sent to the operator if further information is required.
GOV.UK currently states that an application usually takes around seven weeks to be approved, but it can take longer. Treat that as current official guidance rather than a guaranteed decision date.
Do not rely on the appointment before approval
This is the point that matters operationally.
A person who has been submitted for approval is not automatically the approved transport manager. GOV.UK states that the application must be approved before the person starts work as the operator’s transport manager.
Once approved, the person is added to the operator licence and the operator can check the position through its licensing account.
If the appointment is replacing somebody who has already left, do not assume the pending application solves the professional competence problem. A standard licence must continue meeting its requirements, and any request for a period of grace is a separate discretionary matter.
If you still need a suitable person before making the application, you can find a transport manager and carry out the necessary suitability checks before nomination.
Set up access as soon as approval is confirmed
Once the appointment is approved, make the practical role match what was declared.
The transport manager should have suitable access to driver files, tachograph and drivers’ hours information, defect reports, preventive maintenance inspection records and operator-licence information.
They also need a working route for raising problems and securing corrective action.
Delegating daily administration does not transfer the transport manager’s responsibility for continuous and effective management.
Check the current guidance
Read GOV.UK’s guidance on getting added to an operator’s licence before submitting the nomination.
The vehicle operator licence management page provides the current route into the online service.
Frequently asked questions
Can a CPC holder act as my transport manager while approval is pending?
The nomination should not be treated as an approved appointment. Approval is required before relying on the person as the authorised transport manager.
Will an older CPC automatically cause a problem?
No. An older valid qualification does not automatically prevent approval, although evidence of current professional knowledge may be requested.
Does employing the person make them an internal transport manager automatically?
Not necessarily. The Traffic Commissioner can consider the actual relationship, genuine link, authority and way the role will be performed.
Can an application be questioned because the person manages other operators?
Yes. Existing appointments, vehicle numbers, working hours and other employment can affect whether sufficient capacity is available for the proposed role.