Need a Transport Manager for short-term cover or to replace someone who is leaving? Explain your licence type, fleet, operating centres and proposed start date. A replacement needs the appropriate professional competence for the licence, sufficient capacity and the authority to manage the operation. Availability varies, and an urgent enquiry is not a confirmed appointment or Traffic Commissioner approval.
Your Transport Manager is leaving: what to do now
Notify the Traffic Commissioner of the change and address any loss of professional competence promptly. For a standard goods vehicle licence, the operator must notify the Traffic Commissioner of a change affecting the professional-competence requirement within 28 days. The Traffic Commissioner can then consider whether to allow a period of grace while a replacement is found. A period of grace is discretionary, not automatic permission to carry on without a manager. Explain your replacement plan and follow the regulator’s instructions for your licence.
- Confirm the outgoing manager’s final date and arrange access to maintenance, driver and hours records.
- Tell prospective replacements about the full fleet, other operating centres, existing concerns and any regulatory correspondence.
- Agree the person’s duties, management time, attendance, authority, fee and handover in writing.
- Complete the required nomination process. Do not assume that a signed contract alone approves the appointment.
The Traffic Commissioners’ Transport Manager guidance explains replacement and period-of-grace rules. Seek advice specific to your licence if you are unsure whether you can continue operating.
Temporary cover still needs proper management
A short contract does not reduce the manager’s responsibilities. Agree who controls records and decisions during the handover, who deals with urgent defects or drivers’ hours problems, and how the arrangement ends when permanent cover is in place.
Request replacement or short-term cover. Include the required start date so providers can assess their capacity. No same-day placement or nomination approval is promised.
For standard goods vehicle licences, the operator generally needs a professionally competent Transport Manager to be nominated, subject to the rules applying to the particular licence and vehicles. A restricted licence does not require that nomination, although the operator still has compliance responsibilities. The government’s goods vehicle operator licensing guide explains the distinction.
Choose a Transport Manager who fits your operation
Check the qualification is relevant to the licence and work involved. Ask about experience with your vehicles, operating centres, driver arrangements and any specialist activity. A small local fleet and an international operation may need very different time commitments and knowledge.
- Capacity: other appointments, the number of vehicles already under the manager’s responsibility, travel and any additional employment. An external Transport Manager cannot be designated for more than 4 operators or be responsible for more than 50 vehicles in total, or a smaller number where the Traffic Commissioner considers that appropriate.
- Practical involvement: planned site visits, access to staff and records, and how issues will be handled between visits.
- Authority: the ability to influence transport decisions and require action when a vehicle or working practice is unsafe.
- Experience: relevant references and examples of management reports or audit work that can be shared without revealing another client’s information.
The Traffic Commissioners’ transport-manager guidance sets out expectations for continuous and effective management. Its indicative hours need to be considered alongside the operation’s size and complexity, the person’s other commitments and travel time.
Agree the work before agreeing the appointment
The Transport Manager contract should identify duties, time commitment, fees, site attendance and access to the information needed for the role. It should also cover how concerns reach the operator and what happens if the arrangement ends.
Agree a practical working routine: review of maintenance planning and inspection records, defect follow-up, tachograph analysis, driver records and the management reports the operator will receive. Set out who carries out the administrative tasks and who checks that actions have been completed.
For an existing fleet, an initial review can establish the condition of the records and any urgent gaps. For a new operation, the work may include setting up those systems before vehicles begin operating.
How much does a Transport Manager for hire cost?
Fees depend on the work required. Compare the agreed hours, site visits, number of operating centres and responsibility for correcting existing problems. Check whether travel, software, initial reviews and additional support are included in the monthly fee.
Ask for the scope in writing so you can compare quotations on the same basis. Our external Transport Manager cost guide explains the main considerations. A low headline price is not enough to assess whether the proposed time and support suit your fleet.
Adding or changing the nominated Transport Manager
Agreeing terms with a candidate is one part of the appointment. The operator must apply to add the person to the operator’s licence and provide the required information and evidence. Follow the current government guidance on adding a Transport Manager; signing a private contract does not itself complete that process.
If a manager is leaving, establish the notification and replacement requirements promptly. Do not assume that a period of grace is automatic. See changing the Transport Manager on an operator licence for the issues to check.
Compare experience and availability
A Transport Manager search can help identify candidates for your area. Confirm each person’s current capacity, relevant experience and proposed involvement directly before appointing them. For passenger operations, use the separate PSV Transport Manager guidance.
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Frequently asked questions
Can I hire a Transport Manager instead of employing one full-time?
An external appointment can be appropriate for a standard goods vehicle licence where the person has the relevant competence, capacity and authority to manage the operation continuously and effectively. The proposed arrangement must meet the licensing requirements.
What should a Transport Manager quotation include?
Check the time commitment, site visits, duties, reporting, travel and any initial review. Ask which software or additional support is included and how extra work will be charged.
How many hours will an external Transport Manager need?
The Traffic Commissioners publish indicative working hours. The actual commitment must suit the fleet, operating centres and complexity of the work, taking account of the manager's other appointments, vehicle responsibilities and travel.
Does signing a contract add the manager to my licence?
No. The operator must apply to add the nominated person to the licence and provide the required information and evidence. Follow the current government appointment process.
Do restricted goods vehicle licences need a nominated Transport Manager?
A restricted goods vehicle licence does not require a nominated Transport Manager. The operator still has compliance responsibilities and may choose to engage a consultant for appropriate support.
