Transport Manager Duties

Top-line Transport Manager Duties

This list of Top-line Transport Manager Duties is not exhaustive and is intended to be used as guide only. I have broken the jobs by daily, weekly, monthly, quarterly, and annually.  Many of the jobs are interlinked and will need to be repeated where necessary. For more detailed policies and processes please refer to the the Operator Handbook. References to the Operator Handbook and Master Spreadsheet are documents I have written, which I provide to my own clients. You can purchase these from the TMconsultant Shop.

Transport Manager Duties


  • Ensure all drivers have a daily defect report book
  • Ensure 3.5t drivers have a daily working time book. Including drivers who are swapping from EU to GB regs
  • Ensure VU has paper roll inserted and drivers carry a spare
  • Enter all defects are entered into a master defect book or the MS for cross referencing
  • Ensure all defects are rectified immediately, information has been recorded accurately and signed off – No rolling defects
  • Collect any completed defect report books and working time record books
  • Record any of the below on the Master Spreadsheet (MS)
    • Fines
    • Accidents
    • Incidents
    • Insurance claims
    • Breakdowns
    • Roadside stops
    • Complaints
    • Driver info changes
    • Training
  • Check planner schedule for any vehicle maintenance due dates
  • Ensure any vehicles due for maintenance are booked in with supplier
  • Carry out pre-employment assessments for new drivers
  • Carry out induction training for any new drivers
  • File any relevant documentation


  • Review/cross reference all defects
  • Check whether part time or agency drivers have or have not driven for any other company. If yes, they must complete the Agency or Part time Driver activity record
  • Check planner for vehicle maintenance
  • Book in vehicles for PMIs, MOTs, Servicing, Brake Tests, Tyre changes
  • Enter fuel and tyre usage on the MS


  • Collect Tachograph data and charts from drivers and VUs for analysis
  • Send off data for analysis
  • Make a record of date sent and when reports are returned using the MS
  • Complete the Tachograph analysis discussion with drivers
    • Cross reference charts with reports
    • Drivers must justify any infringements in writing on the report
    • Drivers must sign off any infringements and TM counter sign
    • Check:
      • Digital Over Speeding – Instances whereby a vehicle has been recorded exceeding the predefined maximum speed limit for HGV/PCV’s. Small instances may indicate a steep descent. Review of any instances that exceed 3 minutes in duration.
      • Events and Faults – Lists all error messages and diagnostic events that the digital tachograph unit within a given vehicle has recorded, such as tampering with the unit, removal of power supply or mechanical/electrical failure. Review this section in detail.
      • Driving without an Appropriate Card – This error occurs when the VU registers that the vehicle has been moved without a driver, enforcement or workshop card being in place. In all likelihood this error is brought about by small movements or shunts. However, they need to be explained where possible
      • Unknown Driver – Indicates in detail every instance whereby a vehicle has recorded itself in motion, without a driver, workshop or enforcement card being inserted. Although most instances will constitute a small shift or shunt, a review this section in detail and paying close attention to any instance which exceeds 5 minutes in duration is recommended.
    • Record driver infringements on MS. Analyse trends to determine whether a driver needs any further training, reprimands (warning letter)
  • Cross reference PMI sheets with defect reports and carry out investigations for any discrepancies – Sign off PMI sheets
  • Complete a spot check daily walk round check with drivers to ensure they are doing this properly – provide training where necessary
  • Check with publications and online recourses for new legislation and general information relating to operating vehicles/training
  • Review planner and make any necessary adjustments
  • Book in vehicles for PMIs, MOTs, Servicing, Brake Tests, Tyre changes
  • Carry out monthly driver meetings including a toolbox talk – record each toolbox talk using the training record sheet
  • Carry out relevant driver licence checks
  • Carry out relevant eyesight checks
  • Carry out a monthly review/status meeting all staff involved with transport and with all connected departments


  • Processes review and update policies and processes where necessary


  • Ensure all vehicles are booked in for Pre MOT and MOT
  • Book drivers in for annual Driver CPC training and or any other required training
  • Carry out an annual review meeting with Directors and connected departments to include policies and processes according to Operator and Driver Handbooks
  • Review and update policies and processes where necessary
  • Directors to sign off updates
  • Communicate policy changes to drivers – Carry out annual review meeting with drivers including any policy updates – drivers to be given new updates with training and driver declaration sign off

For more information regarding the documentation and services we offer and Top-line Transport Manager Duties, please visit the TMconsultant shop or alternatively please just get in touch. If you are looking to become a Transport Manager, have a look at the National Careers Service page for Transport Managers and also a blog I wrote, Looking for an External Transport Manager? Here to share the knowledge!