Manage the gap as a compliance issue
A standard licence normally has an ongoing requirement for professional competence through an approved transport manager. If that person leaves or stops meeting the requirement, the operator should establish the effective date, preserve compliance control and deal with the licensing position promptly. In Great Britain, a change of transport manager must be notified to the Traffic Commissioner within 28 days. A proposed replacement does not satisfy the requirement merely because they hold a CPC or have agreed terms; the appointment needs the relevant approval. This service covers Great Britain. Operator licensing in Northern Ireland is administered separately.
Changing a transport manager on a Great Britain standard operator licence involves two separate licensing points: recording the outgoing transport manager’s departure and getting the replacement authorised. A change of transport manager must be notified to the Traffic Commissioner within 28 days. If there will be any period with no approved transport manager, do not assume that the licence automatically carries on unchanged.
Establish exactly what has changed
Record the date on which the existing transport manager actually stops exercising continuous and effective management. That may be different from the date a resignation was handed in or a contract ends. The licensing record should reflect the real position. Operators are required to notify a change of transport manager within 28 days, and GOV.UK also tells a departing transport manager to notify the Traffic Commissioner within 28 days when they stop working for an operator.
Select a replacement who can actually manage the operation
Check the replacement’s relevant goods or passenger Transport Manager CPC, good repute, current knowledge, proposed hours and other commitments. For an external transport manager, put a written contract in place that specifies the tasks and responsibilities to be carried out on an effective and continuous basis. The four-operator and 50-vehicle external limits are maximums, not an automatic indication that a particular appointment is workable.
If there will be a period without an approved transport manager
A standard licence that loses its only approved transport manager may no longer meet the professional-competence requirement. A period of grace is discretionary, not automatic. The operator should notify the change and proactively request a period of grace, explaining why the gap occurred, what is being done to recruit and nominate a replacement, the expected timetable, and how safe and compliant transport operations will be controlled in the meantime. The Traffic Commissioners’ published guidance says period-of-grace requests should be emailed to enquiries@otc.gov.uk.
Current official guidance
Use the Vehicle Operator Licensing service to add or remove a transport manager. A replacement nomination requires the information requested through the service, relevant professional-competence evidence and the transport manager’s declaration by electronic signature or signed TM1 form. A prospective CPC holder does not become the approved transport manager until authorised by the Traffic Commissioner. GOV.UK says a transport-manager application usually takes about seven weeks, although additional checks can make it longer.
Questions operators ask
Can I remove the old transport manager as soon as I submit the new one?
If the outgoing person has genuinely stopped acting, the record should not be left inaccurate. But submitting a replacement does not make that person approved. If the change creates a gap in professional competence, deal with the notification and period-of-grace position immediately.
Is a three-month period of grace automatic?
No. Three months is the Senior Traffic Commissioner’s normal starting point when a period is granted. The Commissioner can grant less, refuse the request or later consider an extension within the statutory maximum.
Does this apply to restricted goods licences?
A restricted goods vehicle licence does not normally require a nominated transport manager, so the professional-competence issue described here is primarily for standard national and standard international licences.
Next step
For a planned change, aim to submit the replacement nomination early enough for approval before the outgoing transport manager finishes. For an unexpected departure, preserve access to maintenance, driver, tachograph and licence records, record outstanding compliance actions and notify the licensing change promptly. Do not use the former transport manager’s name on the licence as temporary cover after they have stopped carrying out the role.
Official sources: Manage your vehicle operator licence; GOV.UK: getting added to an operator’s licence; Traffic Commissioners: periods of grace; Statutory Document 3.