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Transport managers and operators

Practical guides to the records a transport manager and operator are expected to keep, and the deadlines that catch people out.

Guides

Checking maintenance paperwork in a truck garage

What an external transport manager should record

Contract, hours, visits, meetings, advice in writing and your evidence bundle.

Lorry driver reading paperwork in the cab

Tachograph downloads: the 28 and 90 day rules

Every time you must download, and what to keep.

The key intervals at a glance

What	How often / how long
Download driver cards	At least every 28 days
Download vehicle units	At least every 90 days
Drivers' hours records	Be able to produce them for 12 months
Working time records	Keep for 2 years after the period they cover
Vehicle maintenance records	Keep for at least 15 months
Driver CPC periodic training	35 hours every 5 years

From GOV.UK guidance on drivers' hours, tachographs and Driver CPC, and the Senior Traffic Commissioner's Statutory Document 3. Last checked 24 October 2026.

Coming soon

Driver CPC: the 35 hours explained for operators
How many hours should a transport manager work? (SD3)

Templates that help

Transport Manager Evidence File: visits, meetings, written advice, hours against SD3, audits and an evidence index.
Driver Licence, CPC & Tachograph Tracker: licence checks, CPC hours, card and unit downloads, working time.