Description
Editable transport compliance toolkit
Turn the requirement into a working, evidenced system
Wall chart and spreadsheet maintenance forward planner with PMI intervals, MOT and tachograph calibration reminders and a clear full year fleet view.
The document every DVSA visit starts with
Ask any operator who has hosted a DVSA maintenance investigation: one of the first things the examiner wants to see is the maintenance forward planner, because it shows in seconds whether the fleet is managed or merely repaired. A wall of PMI dates, MOTs and calibrations planned months ahead says control. A diary with last month’s inspection pencilled in afterwards says the opposite, and Traffic Commissioners read it the same way.
We built this planner from the format we have used with our own clients ahead of audits, investigations and public inquiries for 25 years.
What is inside
- A printable wall chart maintenance forward planner giving a full year view of the fleet at a glance.
- A spreadsheet version that calculates the next PMI date from each vehicle’s inspection interval and flags anything falling due.
- Preset columns for safety inspections, MOT dates, tachograph calibrations, LOLER checks on tail lifts and brake performance assessments.
- A guidance sheet on setting PMI intervals in line with the Guide to Maintaining Roadworthiness, based on vehicle age and the work it does.
Who it is for
New operators who promised the Traffic Commissioner a planning system when the licence was granted, established fleets whose planner exists only in the fitter’s head, and external transport managers who need one vehicle maintenance planner format that works across several clients. Because the spreadsheet holds the fleet list and the wall chart makes it visible, the maintenance forward planner suits offices that run on screens and workshops that run on paper equally well.
Format and updates
You receive the wall chart as print ready artwork, the spreadsheet in an editable format, and Word masters with a version control sheet so amendments are dated and approved. Set your own inspection intervals, add trailers and ancillary equipment, and carry the layout forward each year.
How to put the pack into use
- Replace every marked placeholder.
- Compare the controls with your vehicles, work, licence commitments and current official guidance.
- Remove irrelevant options and add local responsibilities and escalation routes.
- Approve a controlled version and brief affected people.
- Use the registers, sample completed records and correct failures.
Questions about this pack
What interval should we plan safety inspections at?
It depends on vehicle age, weight and usage. The guidance sheet walks through the factors the Guide to Maintaining Roadworthiness sets out, and your stated interval on the O licence is the starting point.
Does the spreadsheet need special software?
No. It opens in Excel, LibreOffice or Google Sheets, and the formulas are deliberately simple so your own team can adjust them.
Can it cover trailers and tail lifts?
Yes. Trailers get their own rows, and the preset columns include LOLER inspections for lifting equipment so those dates stop living in a separate folder.
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