For a Great Britain standard national or standard international operator licence, the operator must apply to have a transport manager added to the licence. Holding a Transport Manager CPC or agreeing to do the work is not enough on its own. The person must be nominated through the Vehicle Operator Licensing service and authorised before the operator relies on them as its approved transport manager.
Check the appointment before opening the application
First confirm that the proposed transport manager can exercise continuous and effective management of the operation. An internal transport manager needs a genuine link to the business, such as being the licence holder, a director, partner or employee. An external transport manager should have a written contract covering the tasks, hours and responsibilities. External transport managers are normally limited to four operators and a combined maximum of 50 authorised vehicles, but the Traffic Commissioner can decide that a smaller commitment is appropriate.
Gather the information before starting
Prepare the transport manager’s date of birth and contact details, the relevant goods or passenger Transport Manager CPC, proposed weekly hours, other transport-manager appointments and evidence of the working relationship. For a digital application, an electronic copy of the CPC may need to be uploaded. The Office of the Traffic Commissioner can still ask to see the original. The nomination also needs the transport manager’s declaration, completed by electronic signature or by returning a signed TM1 form.
Add the transport manager through the licensing service
Sign in to the Vehicle Operator Licensing service, select the relevant licence and submit the transport-manager nomination with the requested details and evidence. The application is then considered on behalf of the Traffic Commissioner. A submitted nomination is not the same as an approved appointment.
Explain the working time properly
State hours that are credible for the actual fleet and workload. GOV.UK gives starting-point ranges of 2 to 4 hours a week for up to two vehicles, 4 to 8 for three to five, 8 to 12 for six to ten, 12 to 20 for 11 to 14, 20 to 30 for 15 to 29, and 30 hours to full time for 30 to 50. If the proposed hours are lower, explain why the arrangement can still deliver effective management. Trailers, several operating centres, poor compliance history and other jobs can increase the time required.
Expect the nomination to be scrutinised
The Traffic Commissioner can consider the CPC, good repute, declared hours, other commitments and whether the person’s knowledge is current. Evidence of refresher training may be requested, particularly where the qualification is old or the person is already named on another licence. GOV.UK says approval usually takes about seven weeks, but it can take longer if further information is needed.
Do not rely on the appointment before approval
The proposed transport manager only satisfies the professional-competence requirement once the appointment has been authorised. If the operator has already lost its only approved transport manager, submitting a replacement does not by itself cover the gap. The change must be notified within 28 days and, where professional competence is no longer met, the operator should consider requesting a period of grace from the Traffic Commissioner rather than assuming one exists.
Do you always need a paper TM1 form?
No. Current statutory guidance allows the required declaration to be completed through the licensing system using an electronic signature, or by returning a signed TM1 form.
Can a new transport manager start before approval?
They can help the business operationally, but they should not be treated as the approved transport manager for the licence until the Traffic Commissioner has authorised the nomination.
Official sources: GOV.UK: getting added to an operator’s licence; Statutory Document 3: transport managers; Manage your vehicle operator licence.