External Transport Manager Services
We offer External Transport Manager services catering to all industry sectors across the UK. Our expertise lies in assisting small to medium-sized operators, ensuring their continuous compliance with legal regulations. Whether you hold a Standard National, Standard International, or Restricted Operator Licence, we provide support to keep you compliant.
What is an External Transport Manager?
An External Transport Manager, abbreviated as ETM, is a designated contracted, competent qualified professional who works part-time, usually for small to mid-sized operators. They ensure that your vehicles are roadworthy and your drivers comply with traffic and drivers’ hours rules.
They are also responsible to the wider public, through the traffic commissioner, for ensuring that an Operator is compliant. That is to say that if the Operator is not doing what the External Transport Manager is asking of them, then they have an obligation to inform the Office of the Traffic Commissioner (OtC).
How much does an ETM cost?
The cost for an ETM depends on the number of vehicles on your operator license and your current Operator Compliance Risk Score (OCRS). Prices start at £450.00 for the first vehicle and £100.00 per vehicle after that. For a full breakdown of prices, please visit our ETM prices page.
How can TMconsultant help?
Our ETM Finder Service connects Operators with External Transport Managers. The service involves completing a form with relevant information, making a payment, and then we carry out a search to find a suitable ETM near you. Once a suitable match is found, an introduction is made between you and the ETM
ETM Finder Service
Connecting Operators with External Transport Managers
What will the External Transport Manager do?
The Senior Traffic Commissioner identified the following non-exhaustive list of the types of activity which might be expected of a transport manager.
General Duties
- Manage and review compliance systems to ensure that they are effective
- Address any shortcomings such as prohibitions and/or annual test failures
- Ensure that relevant changes are notified to the Traffic Commissioner in accordance with operator licence requirements
- Keep up to date on relevant changes in standards and legislation
Driver Admin
- Ensure that drivers hold the appropriate licence for the vehicle they are driving (including non-GB vocational drivers from EU member states who are required to register their driving licences with DVLA within 12 months of being resident)
- Ensure that regular checks are carried out on the drivers’ licences
- Ensure that vocational drivers hold a valid driver CPC qualification (DQC)
- Ensure that all driver hours records are kept for a period of no less than 12 months
- Ensure that all working time records are kept for a period of no less than 24 months
Driver Management
- Ensure compliance with driving hours rules (EU or Domestic Hours rules)
- Ensure that drivers are recording their duty, driving time and rest breaks on the appropriate equipment or in drivers’ hours books and their records are being handed back for inspection as required
- Where appropriate, download and store data from the vehicle digital tachograph unit. This should be at least every 90 days and from the drivers’ tachograph smart cards, at least every 28 days
- Ensure that driver hours records are retained and are available to be produced during the relevant period
- Ensure that records are retained for the purposes of the Working Time Directive (WTD) and that they are available to be produced during the relevant period
- Ensure that drivers are adequately trained and competent to operate all relevant vehicles and equipment
- Contribute to relevant training and subsequent disciplinary processes as required.
Driver Operations
- Ensure that drivers are completing and returning their driver defect reporting sheets and that defects are recorded correctly
- Ensure that all drivers and mobile workers take adequate breaks and periods of daily and weekly rest (as per the relevant regulations which apply).
Vehicle Admin
- Ensure that vehicle maintenance records are retained for a period of no less than 15 months and are made available upon request
- Ensure that vehicles are specified as required and that operator licence discs are current and displayed correctly
- Ensure that vehicle payloads notifications are correct, height indicators are fitted and correct, and tachograph calibrations are up to date and displayed
- Ensure that there are up-to-date certificates of insurance indemnifying company cars, commercial vehicles, and plant
- Ensure a suitable maintenance planner is completed and displayed appropriately, setting preventative maintenance inspection dates at least 6 months in advance. This should include the Annual Test and other testing or calibration dates.
Vehicle Management
- Ensure that vehicles and trailers are kept in a fit and roadworthy condition
- Ensure that reported defects are either recorded in writing or in a format that is readily accessible and repaired promptly
- Ensure that vehicles and trailers that are not roadworthy are taken out of service
- Ensure that vehicles and towed equipment are made available for safety inspections, service, repair, and statutory testing
- Ensure that safety inspections and other statutory testing are carried out within the notified O-licence maintenance intervals (ISO weeks)
- Liaise with maintenance contractors, manufacturers, hire companies, and dealers, as might be appropriate. They also make certain vehicles and trailers are serviced in accordance with manufacturer recommendations
In addition to ensuring your compliance, the external transport manager plays a vital role in reducing your fuel costs, assessing your current driver Health and Safety policy status, and assisting with implementing training programs.
Why use our ETM Finder Service?
Our ETM Finder Service takes the hassle out of the search process, connecting you with qualified ETMs. We have over 20 years of experience working in transport compliance and our team of consultants are always on hand to assist you. With our ETM Finder Service, rest assured that you'll find an ETM for your transport management and compliance needs, regardless of your business size or the type of operator license you hold.
ETM Finder Service
Connecting External Transport Managers with Employer Operators
Do I need an ETM for a Restricted Licence?
No, you don't, however, even though restricted operators are not legally required to employ the services of a transport manager, they are required to comply with exactly the same legislation as a standard licence holder. We can help with managing a restricted operator licence by providing guidance and support to ensure compliance with regulations. We offer a flexible Restricted Licence Help service to help keep you keep compliant.
What is the External Transport Manager Contract?
The External Transport Manager Contract is a legally binding agreement between a transportation company and an individual who is hired to fulfil the role of External Transport Manager. The contract outlines the terms and conditions of employment, and the roles and responsibilities of the ETM. You and the ETM will need a contract in place when completing the online TM1 form. You can purchase a template External Transport Manager contract from our shop.
If you would like to discuss your options or would just like to have a chat, please don't hesitate to get in touch. Here to share the knowledge!