As an operator or transport manager in the HGV or PSV industry, it is essential to be aware of your responsibilities when it comes to notifying the Traffic Commissioner if you have received a Prohibition Notice. Promptly notifying the Traffic Commissioner is not only a legal obligation but also a crucial step in maintaining compliance and demonstrating your commitment to road safety. In this blog, we will walk you through the process of notifying the Traffic Commissioner and provide a sample formal letter to guide you. We will use an example of receiving a PG9 Prohibition Notice on a vehicle within your possession.

Understanding the Notification Requirement:

The law states that if you receive a PG9 Prohibition Notice on a vehicle that is in your possession as an operator or transport manager, you must inform the Traffic Commissioner as soon as possible and, in any case, within 28 days from the date of issue of the prohibition notice.

This requirement applies to all vehicles covered under your operator’s licence, including those that are hired or borrowed.

Composing the Formal Letter:

When notifying the Traffic Commissioner, it is crucial to do so in a formal manner. Here’s a step-by-step guide to help you draft the letter:

1. Header: Begin with the official letterhead of your company or organization, including your company’s name, address, and contact information.
2. Date: Indicate the date on which you are writing the letter.
3. Traffic Area: Clearly state the Traffic Area in which your Operating Licence is issued. This ensures that your letter is directed to the appropriate authority.
4. Subject: Use a clear and concise subject line such as “Notification of Prohibition Notice – [Vehicle Registration Number].”
5. Salutation: Address the letter to “The Traffic Commissioner” followed by the appropriate title (e.g., Traffic Commissioner for [Traffic Area]).
6. Introduction: In the opening paragraph, briefly explain that you are writing to inform the Traffic Commissioner about the PG9 Prohibition Notice received on one of your vehicles.
7. Vehicle Details: Provide the vehicle’s registration number, make, model, and any other pertinent details that will help identify the vehicle in question.
8. Prohibition Notice Details: Clearly state the date and time when the prohibition notice was issued. Include a brief summary of the defect(s) that were found and led to the notice.
9. Preventive Measures: Outline the specific measures you have taken to ensure there is no recurrence of the issue in the future. These measures could include repairs, maintenance schedules, staff training, or any other relevant actions. Provide evidence to support the effectiveness of these measures, such as receipts, maintenance logs, or training certificates.
10. Closing: Conclude the letter by expressing your commitment to road safety and compliance with all regulations. Thank the Traffic Commissioner for their attention to this matter.
11. Signature: Sign the letter personally, or if on behalf of the company, use the name of the authorised signatory and their title.

Sample Formal Letter:

[Your Company Name] [Your Address] [City, Postal Code] [Phone Number] [Email Address] [Date]

The Traffic Commissioner for [Traffic Area] [Address] [City, Postal Code]

Subject: Notification of Prohibition Notice – Vehicle Registration Number [ABC123]

Dear Sir/Madam,

I am writing to inform the Traffic Commissioner for [Traffic Area] about a recent Prohibition Notice received on one of the vehicles under our operator’s licence.

Vehicle Details:

• Registration Number: [ABC123]
• Make and Model: [Make] [Model]

Prohibition Notice Details:

• Date of Issue: [Date]
• Time of Issue: [Time]
• Defect(s) Found: [Brief description of defects]

Preventive Measures: Upon receiving the Prohibition Notice, we immediately took the following measures to address the issues and prevent any recurrence:

1. [Describe the first measure taken, e.g., “We arranged for the immediate repair of the defects mentioned in the Prohibition Notice by a certified and reputable mechanic.”]
2. [Describe the second measure taken, e.g., “To ensure ongoing compliance, we have implemented a comprehensive maintenance schedule for all our vehicles, including regular checks and audits to identify and rectify any potential defects.”]
3. [Describe the third measure taken, e.g., “Our drivers have undergone additional training to enhance their awareness of road safety and the importance of reporting any potential defects promptly.”]

Enclosed with this letter, you will find evidence supporting the actions we have taken, including repair receipts and training certificates.

We take road safety and compliance with the highest seriousness and are committed to upholding the standards set by the Traffic Commissioner. Our goal is to ensure the safe operation of our vehicles and the safety of all road users.

Thank you for your attention to this matter. We appreciate your ongoing efforts to maintain road safety across [Traffic Area].

Sincerely,

[Your Name] [Your Title] [Company Name]

Conclusion:

Notifying the Traffic Commissioner of any Prohibition Notice on vehicles within your possession is crucial for maintaining compliance and road safety. Remember to be prompt, accurate, and formal in your communication. By following the steps and using the sample letter provided in this blog, you can fulfil your responsibilities as an operator or transport manager and demonstrate your commitment to safe and lawful operations.

For further resources on HGV and PSV compliance, please consider enrolling on our operator compliance awareness course, where you can find valuable information to enhance your knowledge and expertise in the industry.