Your transport manager has just resigned, and you need interim transport manager cover before the gap turns into a licensing problem. You still carry full operator responsibility from that moment, not tomorrow, not when paperwork catches up.
Do the basics in the first 48 hours. Record the exact date and time the role ceased. If you cannot name a replacement yet, say so and request a period of grace with a clear plan. There is no special 48 hour grace window in law, so your evidence of prompt action matters.
- Submit a licence variation on VOL to remove the old manager and add the proposed replacement, with a signed TM1 and the manager’s CPC and other undertakings
- Request a period of grace and set out dates, candidate pipeline, and who is controlling compliance day to day
- Lock down maintenance control now: PMI schedule, safety inspection intervals, brake test evidence, defect reporting and rectification sign off
- Run an immediate drivers’ hours and tachograph sweep, deal with infringements, and brief drivers on expectations
- Check driver licence validity and endorsements, record the checks, and fix any gaps
- Agree who is the named contact with your maintenance provider and traffic office, and document escalation routes
- Start an interim oversight arrangement and keep dated records of visits, audits and actions taken
The legal position on time to fix the gap is straightforward. Where you no longer meet professional competence, the Traffic Commissioner may allow a period of grace of up to 6 months, extendable to 9 months in limited cases such as death or physical incapacity of the previous manager, under the Goods Vehicles (Licensing of Operators) Act 1995. It is discretionary. You only get it if you show control and a credible route to appoint a suitable person, with reference to the Senior Traffic Commissioner’s period of grace guidance.
How quickly interim cover can start
Commercially you can engage someone within a day or two and have work started at once. Formal recognition only follows submission and consideration of the nomination, so do not sit on the paperwork.
If you need a rapid appointment, use a service that already understands transport manager requirements and Statutory Document No 3, otherwise you will be going back and forth with the Office of the Traffic Commissioner.
What the manager must do day to day
Continuous and effective management is the test. That means real authority over maintenance systems, drivers’ hours and tachograph analysis, driver licence checking, incident handling and reporting to you as licence holder. If it is not written down and evidenced, expect it to be challenged.
For an external appointment, capacity is capped. One external manager should not exceed four operators and a combined total of 50 vehicles across all engagements. That is a statutory ceiling, not a target, and it does not by itself prove the person has enough time for your operation.
If you want the detail of how those duties are evidenced in practice, see what does an external transport manager do.
Hours, presence and audit rhythm
There is no fixed statutory number of hours. The time has to match your fleet size, sites and risk. A small single site fleet can be covered with structured weekly input and remote monitoring; multi site or poor history needs more on site time and tighter reporting, and the Traffic Commissioner will probe it if there has been a trigger event.
Set a schedule from day one and stick to it. Site visits, audit cycles, KPI reporting and escalation routes should be documented. Practical guidance on structuring time is here: external transport manager hours.
What it costs in the real market
Fees are commercial. For a small standard national licence, a typical working range is about £500 to £1,250 plus VAT per month, moving with fleet size, number of sites, current compliance position and the hours you actually need. Urgent onboarding, an initial audit, or public inquiry preparation will add to that. A fuller breakdown is here: what does an external transport manager cost.
Keeping the licence safe while you recruit
Stability first. The person covering should impose control quickly, document it, and report to you. Expect written findings, action plans and evidence that defects, inspections and drivers’ hours are being managed properly. If there has been enforcement action, the interim period should show improvement you can point to.
In parallel, progress a permanent appointment and keep records of adverts, interviews and offers. If you keep external support longer term, formalise it. Options are set out at transport manager services and transport manager for hire.
This is general guidance for Great Britain, not legal advice.
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Frequently asked questions
How long can I operate without a transport manager on my O licence?
You are expected to meet the professional competence requirement at all times. The Traffic Commissioner may grant a period of grace, usually up to 6 months, extendable to 9 months in limited cases, based on your plan and the control you can show.
Can an external interim manager cover me straight away?
Practical oversight can start immediately once engaged. You still need to submit the nomination on VOL with a signed TM1 and supporting details without delay.
What hours does an interim transport manager need to work?
There is no fixed figure. The time must be sufficient for continuous and effective management given your fleet, sites and risk, backed by a clear schedule of visits, audits and reporting.
How much does interim cover usually cost in the UK?
It is a commercial arrangement. Many small licences pay about £500 to £1,250 plus VAT per month, with extras for urgent onboarding or remedial audits.
Do I have to tell the Traffic Commissioner if my manager leaves?
Yes. Notify the change and submit a variation to propose a replacement. Delay or weak evidence of control can lead to regulatory action.
