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What should be in a vehicle folder transport manager?

When managing transport, being organised is essential for success. People who manage transport rely on a well-organised folder for each vehicle to make sure everything is legal, safe, and runs smoothly. In this guide, we’ll look at the essential things you should have in your vehicle folder. We cover everything from essential certificates to records of maintenance.


Here is what should be kept in a vehicle file 

V5C Registration Certificate:

Think of this as the ownership card for your vehicle. It has essential information about your vehicle and who owns it. It’s proof that you own the vehicle and helps with legal matters.

VTG5 and VTG5a Certificates:

These are like report cards for your vehicles and trailers. They show that your vehicles have passed safety checks. Think of them as a signal that your fleet is safe to use.

VTG7a DVSA Plating Certificate: 

This paper proves your vehicle meets UK standards. It’s like a gold star for following the rules and regulations.

Tachograph Calibration and Inspection Certificates: 

These certificates ensure that devices like time trackers in your vehicles are working correctly. Think of them as stamps of approval for accurate timekeeping.

LOLER Statutory Thorough Testing Certificate: 

This certificate is important if your vehicles have special lifting gear. It’s proof that these lifting tools have been thoroughly checked to keep them safe.

GV60 TIR Certificate: 

This certificate is like a passport for international trips. If your vehicles can travel globally, the GV60 TIR is a big deal. Renew it every two years to keep travelling.

ATP Certification: 

This certification is vital for vehicles with refrigerators that travel to other countries. It’s like a badge that says your refrigeration gear is good enough. Renew it every six years for safe refrigerated trips.

ADR Certification: 

This certificate is essential if your fleet transports dangerous materials. It’s like a shield showing your vehicles can safely handle hazardous cargo.

Livestock Removal Certificate: 

This certificate is a must for long journeys with animals. It’s like a permission slip saying your animals are travelling comfortably.

First-Use Inspection Report: 

When you get a new vehicle, this report checks that everything is okay before it hits the road. It’s like a warm welcome for your new vehicle.

Safety Inspection Report and Service Records: 

Regular check-ups are essential for your vehicles, like vitamins for your health. These reports and records keep track of your fleet’s health.

Vehicle Check Defect Sheets and Rectification Sheets:

If something is wrong with a vehicle, these sheets keep track of the problems and how they’re fixed. They’re like notes to solve vehicle problems.

VTG33 Temporary Exemption Certificate: 

Sometimes, you might need a break from some rules. This certificate gives you a temporary break from some regulations.


Creating a comprehensive vehicle folder with these documents is a strong foundation for effective fleet management. Having these crucial documents on hand facilitates efficient operations and ensures legal and safe transportation practices.

For more information and resources on transport management, you can visit NTP Online Learning.

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