Guide
Operator licence undertakings and conditions
What O licence undertakings and conditions are, the promises every goods operator gives, what happens if you break one, and how to check them.
Undertakings are promises you give the traffic commissioner to get an operator licence, such as keeping vehicles roadworthy and keeping records. Conditions are rules the traffic commissioner attaches to the licence. Both are recorded on the licence. Breaking either is a ground for curtailment, suspension or revocation under section 26 of the Goods Vehicles (Licensing of Operators) Act 1995.
This guide covers goods vehicle licences in Great Britain, with a section on PSV licences. Every rule below was checked against GOV.UK and legislation.gov.uk on 2 October 2026.
Undertakings and conditions: the difference
An undertaking is a promise you make. A condition is a rule imposed on you. The traffic commissioner grants the licence "based on the undertakings given by the applicant, and they are entitled to expect the operator to comply with those undertakings during the life of the licence" (goods guide).
| Feature | Undertaking | Condition |
|---|---|---|
| Who sets it | You offer it, or agree to it | The traffic commissioner attaches it |
| Legal basis | The commissioner may take undertakings into account and "assume that those undertakings will be fulfilled" (Act 1995, s.13C(7)) | Sections 21, 22 and 23 of the Act |
| Appeal | Cannot be appealed to the Upper Tribunal | Can be appealed to the Upper Tribunal |
| Breach | Ground for regulatory action (s.26(1)(f)) | Ground for regulatory action (s.26(1)(b)) and, for most conditions, a criminal offence |
| Where it appears | On the licence document | On the licence document |
The appeal point comes from the Senior Traffic Commissioner. Undertakings "can also be offered by an operator or applicant, but they cannot be appealed against to the Upper Tribunal. They should still be reasonable, and enforceable" (STC statutory document summaries).
The standard undertakings a goods operator gives
You give the standard undertakings when you apply through the Vehicle Operator Licensing (VOL) service. For example, GOV.UK says that when you apply "you need to declare how often your vehicles will be inspected and who is responsible for the inspections" (Apply for a vehicle operator licence). The licence document then lists "any undertakings that are relevant to the granting of the licence" (goods guide).
You may see "the 11 undertakings" quoted online. We could not find a numbered list of 11 on any GOV.UK or legislation.gov.uk page, so we do not give a count here. The exact wording for your licence is on your licence document. The table below sets out what the official sources say operators promise, with the source for each line.
| Area | What you promise | Official source |
|---|---|---|
| Roadworthiness | Vehicles and trailers will be kept in a fit and serviceable condition | Guide to maintaining roadworthiness; s.13C(4) |
| Safety inspections | Inspections at the intervals you declared on VOL, with records kept | Guide to maintaining roadworthiness |
| Defect reporting | Drivers report defects promptly, and reports are recorded | Guide to maintaining roadworthiness |
| Records | Maintenance and defect records kept for at least 15 months | Guide to maintaining roadworthiness |
| Drivers' hours | Satisfactory arrangements for complying with drivers' hours and tachograph rules | s.13C(2); goods guide |
| Weights | Vehicles will not be overloaded | s.13C(3) |
| Driving rules | Systems to comply with speed limits, driver licensing, Driver CPC, vehicle tax and insurance | Goods guide |
| Operating centre | HGVs kept at the operating centres named on the licence | s.13C(5); operating centre rules |
| Changes | Relevant changes reported within 28 days | Goods guide |
The Guide to maintaining roadworthiness explains the maintenance promises. The traffic commissioners "will seek assurances that the applicant will conduct regular safety checks and inspections of the vehicles at specified intervals and keep records of those checks and inspections and their results. These details are 'undertakings' (formerly known as 'statements of intent')". Records of safety inspections "must be kept for at least 15 months for all vehicles", including vehicles sold or removed from the licence.
For a working list of these duties with time limits, use our operator licence compliance checklist.
Extra undertakings on individual licences
A traffic commissioner can also record undertakings that apply to one licence or one operating centre. The weekly Applications and Decisions bulletins print them, headed "New Undertaking". One recent Wales bulletin (No. 8977, 30 September 2026) shows three types:
- a weight limit: all authorised vehicles "shall not exceed 3,500 Kilograms (kg), including when combined with a trailer"
- a route: authorised vehicles will leave the operating centre to the north and return the same way
- an audit after a public inquiry: the operator "undertakes to identify an independent body to carry out an audit of transport safety and compliance systems"
The last type is common after a public inquiry. The Senior Traffic Commissioner's guidance says "undertakings may be accepted as an alternative to severe measures", but "repeated failures or disregard for commitments will be treated seriously" (STC summaries).
Conditions a traffic commissioner can attach
The Act gives three main powers to attach conditions to a goods licence. You get a chance to make representations before a road safety or environmental condition is imposed.
| Section | What the condition does | Breach |
|---|---|---|
| s.21 | Road safety where HGVs join or leave a public road on the way to or from an operating centre | Offence, fine up to level 4 on the standard scale |
| s.22 | Requires you to tell the traffic commissioner about specified changes in the business | Offence, fine up to level 5 on the standard scale |
| s.23 | Limits environmental effects at an operating centre: vehicle numbers, type and size, parking, hours of operation | Offence, fine up to level 4 on the standard scale |
Every standard licence carries two section 22 conditions. You must tell a traffic commissioner of any event that could affect your good repute, financial standing, establishment or professional competence "within 28 days of the event". The second condition covers events affecting your transport manager, within 28 days of the event coming to your knowledge.
On environmental conditions, the goods guide lists the number, type and size of vehicles at the centre, parking arrangements, the times the centre may be used, and how vehicles enter and leave.
What happens if you break an undertaking or condition?
The traffic commissioner can revoke, suspend or curtail your licence. Section 26 lists the grounds, including "that the licence-holder has contravened any condition attached to the licence" and "that any undertaking recorded in the licence has not been fulfilled" (Act 1995, s.26).
Broken promises also go to fitness and repute. The Senior Traffic Commissioner's statutory document summaries define fitness as including "an ability to keep promises (undertakings)". Statutory Document 1 adds: "A persistent failure to comply with undertakings, especially following a warning, may provide compelling reasons ... to conclude that there has been a loss of repute/fitness" (SD1). The same summaries say loss of good repute "is likely to result in revocation of a standard licence".
The usual route is a call-up to a public inquiry. Read what a Traffic Commissioner public inquiry involves and what curtailed, suspended and revoked mean.
Changing or removing an undertaking or condition
You apply to vary the licence. Section 17 lets a traffic commissioner direct "that any undertaking recorded in the licence be varied or removed" and "that any condition attached to the licence be varied or removed" (Act 1995, s.17).
GOV.UK lists "change conditions attached to an operating centre" as a chargeable variation. The fee for a major change to a licence is £257 (GOV.UK fees). Apply through VOL at least nine weeks before you need the change.
If you take over another operator's operating centre under Schedule 4, any conditions transfer with it and "any undertakings must be repeated by the new operator" (goods guide).
PSV licences
Bus and coach licences work the same way under the Public Passenger Vehicles Act 1981. The PSV guide says the commissioner grants a licence "based on the formal undertakings (promises) given by the applicant" (PSV guide).
- Every PSV licence carries a condition setting the maximum number of vehicles. On a restricted licence that maximum cannot normally exceed two (PPVA 1981, s.16).
- An operator can apply to "vary or remove any undertaking recorded in the licence" (s.16(6)).
- Grounds for action include "that any undertaking recorded in the licence has not been fulfilled" and a contravention of any condition (PPVA 1981, s.17).
How to check an operator's conditions and undertakings
The DVSA open data does not include conditions or undertakings. It records the licence type, status, vehicles and trailers authorised and operating centres. Use these routes instead:
- Your own licence. The licence document lists your conditions and undertakings.
- Applications and Decisions. The weekly bulletin for each traffic area prints undertakings recorded on new grants and variations, and after public inquiries. Our Applications and Decisions guide explains how to search them.
- Ask the operator. A haulier you use can show you its licence document.
The register shows the licence type, which tells you which statutory requirements apply. In the DVSA operator licence data, file dated 7 September 2026, there are 30,757 restricted goods licences, 23,553 standard national and 9,726 standard international. The two section 22 conditions apply to every standard licence. The same file lists 465 goods licences as curtailed and 15 as suspended.
You can run a free operator licence check on any licence number. To hear about a change of status, add the licence to a watchlist on HaulierScope monitoring and get a weekly alert when a new DVSA file changes it.
Frequently asked questions
What is an undertaking on an operator's licence?
An undertaking is a formal promise you give the traffic commissioner to get or keep an operator licence. Standard undertakings cover roadworthiness, safety inspections at stated intervals, defect reporting, records kept for at least 15 months, drivers' hours and not overloading. A traffic commissioner can record extra undertakings on one licence, for example a route from the operating centre or an independent compliance audit.
Can I appeal an undertaking?
No. The Senior Traffic Commissioner's guidance says undertakings offered by an operator or applicant "cannot be appealed against to the Upper Tribunal". Conditions are different: a decision to attach a condition can be appealed to the Upper Tribunal. If an undertaking no longer fits your business, apply to vary or remove it under section 17 of the 1995 Act.
Is breaking a licence condition a criminal offence?
For most goods licence conditions, yes. Breaking a road safety condition under section 21 or an environmental condition under section 23 carries a fine up to level 4 on the standard scale. Breaking a section 22 notification condition carries a fine up to level 5. The traffic commissioner can also curtail, suspend or revoke the licence.
Where can I find the undertakings on my licence?
Your licence document lists the conditions attached and the undertakings relevant to the grant. You can also see your licence details in your Vehicle Operator Licensing self-service account. Undertakings added later, for example after a public inquiry, are published in the Applications and Decisions bulletin for your traffic area.
Do undertakings stay with an operating centre if I move in?
Yes, if you take over the centre under Schedule 4 of the 1995 Act. Conditions on the operating centre transfer with it, and the new operator must repeat any undertakings. GOV.UK says conditions and undertakings "cannot be amended at the time of application". To change them later, apply for a variation.
About this guide
Written and maintained by the HaulierScope editorial team. We check every fee, amount and rule against GOV.UK and legislation.gov.uk before publishing and when the rules change. Last checked 2 October 2026. HaulierScope is independent and is not part of DVSA or the Office of the Traffic Commissioner. This guide is general information, not legal advice. Read our editorial standards. Spotted an error? Tell us.
Sources
- Goods vehicle operator licensing guide (GOV.UK) (source last updated )
- Public service vehicle operator licensing guide (GOV.UK) (source last updated )
- Senior Traffic Commissioner Statutory Document Summaries (GOV.UK) (source last updated )
- Statutory document 1, Good repute and fitness (GOV.UK) (source last updated )
- Guide to maintaining roadworthiness (GOV.UK) (source last updated )
- Goods vehicle applications and decisions for Wales (GOV.UK) (source last updated )
- Apply for a vehicle operator licence (GOV.UK) (source last updated )
- Being a goods vehicle operator, fees (GOV.UK) (source last updated )
- Goods Vehicles (Licensing of Operators) Act 1995, s.13C (legislation.gov.uk)
- Goods Vehicles (Licensing of Operators) Act 1995, s.17 (legislation.gov.uk)
- Goods Vehicles (Licensing of Operators) Act 1995, s.21 (legislation.gov.uk)
- Goods Vehicles (Licensing of Operators) Act 1995, s.22 (legislation.gov.uk)
- Goods Vehicles (Licensing of Operators) Act 1995, s.23 (legislation.gov.uk)
- Goods Vehicles (Licensing of Operators) Act 1995, s.26 (legislation.gov.uk)
- Public Passenger Vehicles Act 1981, s.16 (legislation.gov.uk)
- Public Passenger Vehicles Act 1981, s.17 (legislation.gov.uk)
What changed
- : Published. First published.
Register statistics: DVSA operator licence data, file dated 7 September 2026 (see methodology). Contains public sector information licensed under the Open Government Licence v3.0.