Real-Life DVSA Encounter: Lessons Learned from a Roadside Stop.
Introduction
A DVSA roadside stop can strike fear into even the most seasoned HGV operator. But the reality is, with the proper preparation, a DVSA encounter doesn't have to be a nightmare; in fact, it can be a valuable reminder of the importance of compliance and best practice.
In this blog, we share a real-life DVSA roadside stop experienced by a UK transport operator. While the driver and vehicle were eventually allowed to continue, several areas for improvement were highlighted, serving as lessons for all operators looking to tighten up their systems.
We'll break down what happened, what the DVSA was looking for, and what actions were taken afterwards to strengthen compliance across the fleet.
The Situation: Routine Stop, Unexpected Findings
It was a typical weekday morning on the A1. The company's 26-tonne rigid HGV, loaded with commercial goods, was pulled over by the DVSA for a routine check at a well-known stop site.
The driver, experienced and compliant, wasn't overly concerned. But as the inspection began, several issues began to surface, some minor, others more serious.
What the DVSA Checked
DVSA officers conducted a standard range of checks, including:
Driver's licence and Driver CPC card
Tachograph data and drivers' hours compliance
Vehicle roadworthiness and walkaround checks
Load security
MOT status and operator licence details
These are typical of roadside inspections, where DVSA officers look to assess both driver knowledge and operator management systems.
What Went Wrong
While the vehicle passed most checks, the DVSA identified the following issues:
1. Out-of-Date Defect Reporting Sheet
The walk-around check used by the driver hadn't been updated correctly. It showed most of the items to be checked, but did not meet the current ‘Guide To Maintaining Roadworthiness’.
🛠 Lesson: Manual defect books can easily be mishandled or filled in incorrectly. Digital defect reporting systems offer better visibility, accuracy, and accountability.
2. Tachograph Card Not Inserted Properly
The driver had removed his card briefly while parked, but failed to reinsert it when moving to reposition the vehicle before the stop.
🛠 Lesson: Even minor oversights like this can lead to hours of recording errors. Regular reminders and refresher training are essential for all drivers.
3. Unsecured Load Strap
One strap securing the rear of the load had slackened during transit. While no items had shifted, DVSA officers flagged this as a potential risk.
🛠 Lesson: Load security should be double-checked during pre-journey checks and whenever a vehicle is stopped. Drivers should be confident in adjusting or replacing load restraints where needed.
The Outcome
The vehicle was not prohibited, but a formal advisory was issued for the tachograph and load restraint issues. The DVSA officer made it clear that repeated failures could affect the company's OCRS (Operator Compliance Risk Score).
The driver was given advice, and the operator was encouraged to review internal compliance processes, especially around defect reporting and tacho management.
Actions Taken Post-Stop
The operator used the incident as a learning opportunity and implemented the following changes across the fleet:
Switched to a Digital Defect Reporting App
Paper-based books were replaced with a mobile app that:
Logs walkaround checks in real time
Notifies managers of issues immediately
Creates a traceable log of defect rectification
Scheduled DCPC Refresher Training
All drivers booked to attend a DCPC session focusing on:
Tachograph use and drivers' hours
Load security techniques
DVSA roadside protocols
Introduced Spot Checks and Gate Audits
Internal spot checks and gate checks to check walkarounds were introduced to:
Encourage accountability
Reduce complacency
Raise standards across the team
What You Can Learn from This Encounter
Even compliant operators can be caught out by small mistakes. The key to DVSA preparedness is proactive management and ongoing driver support.
Here are some top takeaways:
Keep Records Accurate and Accessible
Defect reporting logs, maintenance histories, and driver tacho records must be:
Up to date
Easy to access
Audit-proof
A DVSA inspection can happen at any time, so make sure you're ready.
Train, Remind, Repeat
Assume even experienced drivers need reminders. Build in regular toolbox talks, bulletin updates and refresher training to reinforce the basics.
Use Technology Where Possible
Apps and telematics platforms make it easier to track compliance, spot trends and avoid paper trail errors. Consider investing in digital tools to strengthen your systems.
Conduct Mock Inspections
Run internal mock DVSA inspections periodically. It helps:
Identify blind spots
Reduce inspection-day panic
Familiarise drivers and managers with the process
Final Thoughts
A roadside DVSA stop doesn't need to end in penalties, but it will shine a light on the weakest areas of your compliance system. The operator in this case avoided the worst outcomes by responding quickly, engaging drivers in the solution, and learning from the experience.
In an increasingly regulated industry, your ability to adapt and improve after a compliance check is just as important as passing it the first time. Use every encounter, real or simulated, as an opportunity to raise standards and build trust with regulators.
Because in the world of HGV operations, the best way to handle a DVSA stop is always to be ready for it.