Fleet compliance: HGV compliance

Operating a fleet of Heavy Goods Vehicles (HGVs) comes with a host of responsibilities. From maintaining roadworthiness to adhering to safety regulations, it’s essential for fleet managers and drivers to ensure compliance at every stage. Here’s a closer look at key aspects of HGV compliance and how implementing best practices can prevent costly mistakes and improve operational efficiency.

HGV compliance: Daily walk-around checks

A Daily Walk-Around Check is one of the most crucial practices for HGV safety. Traditionally, drivers would complete this process using paper-based defect cards. However, with technology advancing, apps like CheckedSafe allow drivers to digitise this check, making it easier, faster, and more efficient.

The CheckedSafe app enables drivers to carry out their Daily Walk-Around Check directly from their smartphones. The results are sent instantly to the depot and are accessible in real-time via the Compliance Management System (CMS). This immediate feedback loop ensures that any potential issues are flagged before the vehicle is used on the road.

HGV in-service defects

When multiple drivers use the same vehicle throughout the day, each driver is responsible for checking the vehicle before use. This ensures that the vehicle is roadworthy and safe to drive, reducing the risk of accidents caused by undetected defects.

If any defects are found during the day, or if warning lights appear on the dashboard, the driver can quickly report the issue via the CheckedSafe app. This enables the depot to make an immediate determination on whether the vehicle is safe to continue operating or needs to be taken off the road for repairs.

Accident reporting

Accidents are, unfortunately, an inevitable part of road transport. However, how you respond to an accident can significantly impact the outcome. During the Golden Hour (the first hour after an accident), it’s crucial to collect as much information as possible.

The CheckedSafe incident/accident report template acts as an electronic bump card, allowing drivers to capture vital accident details and send them to the office in real-time. This digital tool ensures that crucial information is not lost and can be used to expedite insurance claims and improve overall fleet safety.

First-use inspections

A First-Use Inspection must be completed before an HGV is driven for the first time each day. This is particularly important for operators who lease, hire, or borrow vehicles, as well as for vehicles or trailers that have been off the road for an extended period.

Drivers are responsible for identifying any defects or potential safety hazards before hitting the road. If defects are found, they should be rectified before the vehicle is used on public roads. In many cases, repairs can be carried out on-site, such as replacing a blown bulb or fixing a broken lamp. However, records of these inspections and repairs must be kept for compliance purposes.

The importance of record-keeping

Regardless of whether defects are repaired immediately or scheduled for later, record-keeping is crucial. The Vehicle Defect Reporting Process ensures that any issues are properly documented, allowing fleet managers to track the vehicle’s condition and ensure compliance with regulations. It also serves as valuable evidence in case of any future disputes or inspections.

HGV compliance and Legal Risks

Failure to maintain compliance with HGV regulations can lead to a range of serious legal consequences, from fines to more severe penalties. Employers can be charged under health and safety law, including corporate manslaughter charges, if a vehicle defect results in injury or death.

Beyond legal risks, employers may also face civil litigation if an accident involving a work-related vehicle leads to personal injury or property damage. In the worst-case scenario, a serious incident could lead to a loss of reputation, substantial financial penalties, and even criminal charges.

Best practices for HGV compliance

• Daily Walk-Around Checks: Ensure that all drivers complete their checks using digital tools like CheckedSafe.

• Regular Maintenance and Inspection: Adhere to a strict maintenance schedule to ensure that HGVs are in good working condition.

• In-Service Defect Reporting: Encourage drivers to report any issues in real-time to prevent further damage or safety risks.

• Accident Documentation: Use digital tools to capture accident details immediately after an incident to ensure accuracy and timely reporting.

• Record Keeping: Maintain detailed records of all inspections, maintenance, and repairs to ensure compliance with regulations.