What are the main elements of a preventive maintenance system for Heavy Goods Vehicles (HGVs)?
Here are those key elements that you need to add to your processes to stay compliant:
Regular Safety Inspections
Safety inspections should be conducted at predetermined intervals, commonly every six weeks. However, the frequency should be tailored according to the vehicle's mileage, age, general condition, and usage. A maintenance planner or wall chart should be prominently displayed, indicating scheduled inspection dates at least six months in advance. Computerised systems are also acceptable, provided they are tamper-proof and can produce hard copies for regulatory inspections.
Inspection Reports
Each safety inspection must generate a comprehensive report including elements covered in the annual vehicle and trailer test. If stored electronically, the paper version may be discarded. All records of remedial actions following defects must be kept for at least 15 months.
Daily Checks
Daily "walk-around" checks should be conducted before the vehicle is used. Drivers should be given duplicate books to record any observed defects or confirm the absence thereof. These records must be properly archived, and any rectification work should be logged, with such records also being retained for 15 months.
Roles and Responsibilities
Clearly written and duplicated letters should delineate the duties of both drivers and maintenance staff. These letters must be signed to acknowledge receipt, reading, and comprehension.
Inspection Facilities and Skills
If safety inspections are conducted in-house, ensure that the facilities are adequate and that maintenance staff possess the requisite skills. If outsourced, these inspections must be pre-booked to avoid delays or omissions, and the contractor's work quality should be regularly monitored.
Regulatory Notification
Should there be any change in maintenance arrangements, it is obligatory to inform the relevant Traffic Commissioner.
Properly implementing these elements enhances operational efficiency and fulfils regulatory requirements, thereby upholding the integrity and safety standards within the road haulage industry.
Do you need help implementing systems and making sure you stay compliant? Get in contact with us today on 0333 567 1966
