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 a 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 a more detailed breakdown of the TMs duties, we have compiled the definitive transport manager’s compliance pack that contains all the requisite policies and procedures, risk assessments, declarations, and helpful tools, essential in helping you to effectively and continuously manage all transport activities.

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 suppliers
  • 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 the 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 countersign
    • 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 of 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!


The complete list of links to DVSA publications guides & forms

The complete list of links to DVSA publications guides & forms

I often get asked about which forms to use and what operator compliance publications the operator and driver should be utilising. So I’ve put together a rather helpful, regularly updated complete list of links to DVSA publications, guides, forms and tools for you. A one stop definitive place to find those all important DVSA publications, guides & forms, operator compliance legislation & other very helpful information.

Last update 24/07/18

Goods Vehicles Operators Guides

The Guide to maintaining roadworthiness 2018

Guide to Goods Vehicle Operators Licensing 2011 (GV74)

Guide to graduated fixed penalties and financial deposits 2013

GV262-03 Drivers’ Hours and Tachograph’s guide 2015

Updates to Drivers’ Hours rules 4th March 2016

Working time regulations for mobile workers 2013

Staying legal heavy goods vehicle (HGV) drivers 2011

Load securing: vehicle operator guidance 2017

HGV overloading: the basics 2013

The safe Operators Guide 2009

Categorisation of Defects 2015

MOT testing guide (6th edition) 2004

VOSA Safe Operators Guide

Working time regulations for mobile workers:

The role of the traffic commissioners

A guide to representations, objections and complaints

Senior Traffic Commissioner’s statutory guidance and statutory directions – How traffic commissioners approach the exercise of their statutory functions

Operator Compliance Risk Score (OCRS)

International Road Haulage

Running a fleet of vans

Towing small trailers guides

Recovery operations guide

Horsebox and trailer owners

Driver CPC overview

Driving licence categories

Driving licence codes

Guide to graduated fixed penalties and financial deposits

Guide to vehicle immobilisation:

Digital drivers cards (DQC)

Enforcement sanctions policy

Lorry types and weights:

HGV inspection manual (2013 consolidated version)

HGV brake test

Braking connections when using a trailer:

Automatic slack adjusters – maintenance guide

Dangerous and hazardous goods vehicles inspection

Seat belt installations

Maintenance software and computer storage of maintenance records

Individual Vehicle Approval manuals (IVA)

Individual Vehicle Approval (IVA) for lorries help to get a pass

Individual Vehicle Approval (IVA) for vans help to get a pass

Categorisation of defects

HGV operator licensing forms

All operator licensing applications and changes are carried out now online. See refer to my guide on ‘how to apply for an operators licence’.

Other helpful Links

Stoneridge Tachograph Simulator – great tool for practicing the use of a digital tachograph

Find your nearest Authorised Testing Facility (ATF) or DVSA test station:

Check MOT test history

HGV driver daily walkaround check poster

Moving on – Official advice and information for lorry, bus, coach and van operators and drivers

I hope you found the complete list of links to DVSA publications guides & forms, operator compliance legislation & other helpful info useful. If you did then please share by clicking the social icons below.

Or if you have any questions please do just get in touch. Here to share the knowledge!