If you only use an Operator Licence to hire in vehicles on rare occasions, here are some basic rules to follow:
1) The Hire Company should be asked for the previous Inspection Report for the vehicle in order that you can make a judgement on its roadworthiness, you must ensure that any defects found by the garage have been rectified and that the Inspection sheet has been signed off “Vehicle fit for Road” or similar wording.
It is important that the vehicle inspection is not more than six weeks old.
2) As this is a first use of the vehicle by the company it would be prudent to perform a tyre inspection prior to using the vehicle, as per the form supplied by myself.
3) The driver of the hired vehicle must perform a driver walk around check prior to use of the vehicle, using the check sheet you are currently using.
Any defects found must be listed on the form and and notified to company management.
When the defect has been rectified it must be signed off as rectified in the space provided on the form.
If no defects are found during the Walk Around Check then “NIL” should be written in the space provided.
Both the copy of the previous Inspection Report and the Walk Around Check sheet should be filed for 15 months.
4) Upon collection of the vehicle the “Company Card” should be inserted into the Tachograph Unit and the Company should be locked into the Tachograph.
When the vehicle is returned to the hire company the Company Card should be used to lock the vehicle out.
The Company should ensure that the tachograph Unit fitted to the vehicle is within its calibration period of two years.
Prior to the return of the vehicle the company should ensure the information relevant to the hire period by the company stored on the Tachograph Unit is downloaded from the Unit and transferred to the software on the appropriate computer.
All information should be retained for at least 12 months.
Drivers cards should be downloaded every 28 days, where there has been any driving undertaken (within scope of tachograph Rules and Regulations) during that period.
Only drivers with a valid Drivers card will be able to drive a vehicle equipped with a Digital Tachograph Unit.