PSV Period of Grace After Losing a Transport Manager

A PSV period of grace after losing a transport manager gives a standard-licence operator limited time to restore professional competence. It is not automatic permission to carry on unchanged. The traffic commissioner decides whether to grant it, how long it will run and whether the evidence shows a realistic prospect of an approved replacement being in place before it expires.

You must tell the traffic commissioner about a transport manager change within 28 days, using the Vehicle Operator Licensing service or the stated written route. If a period of grace is needed, current Traffic Commissioner guidance says to make a separate, proactive request by email to enquiries@otc.gov.uk, with the evidence and interim-control plan. Notification does not grant a period of grace, and a private agreement with a new CPC holder does not make that person the authorised transport manager. The nomination still has to be submitted and accepted.

How Long Can the Period Run?

The Senior Traffic Commissioner’s Statutory Document No. 3 allows up to six months where no authorised transport manager is in place. A further three months may be available following the death or physical incapacity of the previous manager. The published starting point is normally three months, leaving scope for an extension where the evidence justifies it.

That is a maximum, not an entitlement. The commissioner can allow a shorter period or refuse the request. If professional competence has not been restored when the period expires, the standard licence is exposed to mandatory revocation.

Evidence That the Time Will Be Worthwhile

The request should show more than an intention to recruit. Useful evidence can include the previous manager’s resignation or termination record, dated advertisements, candidates approached, interviews arranged, an identified CPC holder, draft employment or service terms, proposed weekly hours, other licence commitments and progress on a complete nomination. If a candidate needs to give notice elsewhere, state the date and support it.

The operation still needs managing while recruitment continues. Explain who is controlling safety inspection dates, brake performance records, reported defects, drivers’ hours and vehicle-off-road decisions. Do not describe an unapproved person as the nominated transport manager. Set out the temporary governance accurately and obtain advice where the operation cannot be controlled safely or lawfully.

An Illustrative Timeline

Consider a 12-vehicle coach operator whose transport manager leaves on 31 March. The operator reports the change at once, identifies an interim candidate in April and submits a complete nomination with realistic hours and site attendance. Permanent recruitment continues in parallel, with each advert, interview and decision retained. The operator sends progress evidence before the initial period expires.

That sequence does not guarantee approval. It does show the commissioner what has happened, who is exercising control and why the requested time may solve the shortcoming. Contrast it with a request made near the end of the maximum period with no candidate and no records of recruitment. The underlying vacancy is the same; the evidence is not.

What the Nomination Will Be Tested Against

A CPC certificate is only the starting point. The proposed manager’s weekly hours must be plausible for the authorised fleet and type of work. Distance from the operating centre, other licences, employment commitments, relevant experience and continuing professional development can all be considered. The contract should give real access and authority, including the ability to require repairs and prevent an unsafe vehicle from operating.

Statutory Document No. 3 contains suggested hours as a starting point, but the correct commitment depends on the operation. School contracts, registered services, mixed fleets, multiple centres and a poor compliance history can change the amount of work required. A low-hours nomination designed around price rather than the task is likely to attract questions.

Where an Interim External Manager Fits

An interim external transport manager may provide a workable bridge where the candidate is suitable, the hours are sufficient and the commissioner approves the nomination. They may also be able to help the operator assess maintenance and drivers’ hours systems while a permanent appointment is found. They cannot guarantee a period of grace or act as a name on the licence without doing the work.

External Transport Manager introduces operators to independent CPC-qualified candidates. The platform does not appoint or authorise a transport manager and cannot guarantee Traffic Commissioner approval. Use Request TM Support and include the fleet size, operating centre, work type, previous manager’s leaving date and any period of grace expiry date. If regulatory action is already proposed, read the PSV suspension support page as well and obtain specialist advice on the letter itself.