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How to Apply for an Operator Licence (2026 Step-by-Step)

How to Apply for an Operator Licence (2026 Step-by-Step)

What licence you need, current statutory fees for Great Britain and Northern Ireland,
financial standing rules, Transport Manager digital declarations, and how to use the
Guide to Maintaining Roadworthiness to get approved first time.

Who needs an operator licence?

Any business using goods vehicles over 3.5 tonnes or operating buses or coaches
must hold a valid operator’s licence. Your application must be complete and granted
before you operate. Operating without a licence is a serious offence and can
damage your prospects of approval.

Licence types

  • Standard National – operate for hire or reward within Great Britain.
  • Standard International – operate internationally; additional scrutiny applies.
  • Restricted – carry your own goods only; compliance duties still apply.
  • PSV (Passenger) – required for buses and coaches carrying passengers.

Watch: Applying for an Operator Licence

Short overview of the process, common pitfalls, and what regulators expect in your submission.

Statutory fees (current for 2026)

Region Application Grant Continuation (5-year) Interim
Great Britain £257 £401 £401 £68
Northern Ireland £254 £449 £449 £68

These are statutory fees published by the relevant authorities and are current at the start of 2026.

Prepare before submitting

The #1 reason for delay is incomplete evidence. Before you log in to the VOL system, gather these items:

  • Company Structure: Directors’ details and who controls the operation day to day.
  • Maintenance Contract: If you do not have your own workshop, you need a signed contract (refer to Annex 5 of the Guide to Maintaining Roadworthiness).
  • Operating Centre: Address, capacity, and permission to use the land.
  • Newspaper Advert: You must plan your Public Notice (see below).

Financial Standing (The Rules)

You must prove you have access to cash to run your fleet. It is not enough to just deposit money on the day you apply.

  • Standard: £8,000 for first vehicle + £4,500 for each additional.
  • Restricted: £3,100 for first + £1,700 for each additional.

Critical “Rules of Evidence”:

  • 90-Day Average: Your bank statements (last 3 months) must show an average balance that meets the requirement.
  • Overdrafts: Can be used if you provide a formal agreement letter from the bank.
  • No Bitcoin/Assets: Funds must be “readily available” liquid cash.

Transport Manager (Digital Process)

For Standard licences, your Transport Manager must hold a valid CPC and exercise genuine, continuous control.

No more paper forms: The old “TM1 Form” is obsolete.

  1. You enter the TM’s details in your application.
  2. The system sends them a Digital Invitation via email.
  3. They log in to their own account to digitally sign and declare their responsibilities.

Maintenance: The “Annex 5” Requirement

You must adhere to the DVSA Guide to Maintaining Roadworthiness.

  • The Contract: If you hire a garage, you must have a written agreement. Use the template found in Annex 5 of the Guide linked above.
  • Preventative vs Reactive: PMIs (Safety Inspections) are usually every 6 weeks. The vehicle must be roadworthy for the entire 6 weeks, not just on the day of inspection.
  • Records: You must keep inspection sheets for at least 15 months.

Public Notice: Avoid the “Silent Killer”

Many applications are rejected because of the newspaper advert. Get this right:

  • Which Paper? Must be a local newspaper circulating in the area of your operating centre (avoid free property sheets).
  • The Timing: Must appear within 21 days (before or after) of your application submission.
  • The Proof: You must send the entire page (not just a cutout) showing the newspaper name and date.

Application process – step-by-step

  1. Gather evidence: 90-days financial history, Annex 5 maintenance contract, and vehicle details.
  2. Publish the public notice in the correct local newspaper.
  3. Submit the online application (VOL) and trigger the Transport Manager’s digital invitation.
  4. Respond promptly to any DVSA emails.
  5. Wait: Typical decisions take around 9 weeks. Do not operate until the licence is granted (unless an Interim is approved).

Transcom × Fleet Fixation – getting it right first time


Fleet Fixation - Operator Licence Support

Transcom National Training works with Fleet Fixation to support audit-ready
operator-licence applications. While Transcom supports your competence and training, Fleet Fixation supports the application build,
maintenance systems and digital record-keeping to reduce delays and avoidable refusals.

Application FAQs

How long does approval take?

Around 9 weeks for a complete application. Errors in the Public Notice or Financial Standing evidence are the main causes of delay.

What if I need to start work sooner?

Goods operators may apply for an Interim Licence. This is faster but you must still meet full Financial Standing and Maintenance requirements.

Do I need a Transport Manager?

Yes, for Standard licences. They must accept a digital invitation to join your licence. Restricted licences do not require a TM but must still meet all compliance obligations (consider an OLAT course).

Why do applications fail?

Common reasons: “Cut out” newspaper adverts (instead of full page), bank statements not showing a 90-day average, or missing maintenance contracts (Annex 5).

Can you help me prepare the application?

Yes. Transcom National Training covers competence and training, while
Fleet Fixation supports the application build and compliance systems.

What training should I book now?

Build competence early: Transport Manager CPC
(or Home Study),
OLAT
for directors, and the
2-Day Transport Manager Refresher
for ongoing compliance.

Give yourself the best chance of obtaining your operator’s licence first time — contact:

Fleet Fixation

Operator licence application process Transport Manager CPC qualification

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