PMI safety inspection checklist: what DVSA looks for and how to prepare your HGV or trailer
A practical PMI safety inspection checklist for East Midlands and South Yorkshire HGV operators, covering intervals, what gets checked, and how we can help.
What a PMI safety inspection actually involves for HGV operators
A planned maintenance inspection is not a quick walk-round. It is a structured, documented examination of your vehicle carried out at regular intervals to confirm it remains roadworthy and legally compliant. For any operator holding a licence in the East Midlands or South Yorkshire, getting this right is fundamental. DVSA enforcement officers look at your PMI records during roadside checks and Traffic Commissioner hearings alike. A patchy inspection history is one of the fastest routes to a damaged OCRS score.
At its core, a PMI covers the mechanical, electrical and structural condition of the vehicle at that point in time. The technician works through a defined checklist, records defects, and signs off the document. That signed record is your evidence of due diligence. Without it, you are exposed.
The PMI safety inspection HGV checklist: what gets examined
The DVSA's Guide to Maintaining Roadworthiness sets out the expected scope of a safety inspection. We work to that standard on every vehicle we inspect. The key areas are:
Brakes and air systems
- Service brake efficiency and balance
- Parking brake operation
- Air reservoir condition, security and drainage
- Brake hoses, pipes and connections for chafing or leaks
- ABS warning lamp function
Steering and suspension
- Steering play and joint condition
- Wheel bearing condition
- Spring leaves, U-bolts, shock absorbers
- Axle alignment where applicable
Tyres and wheels
- Tread depth across the full width
- Tyre condition (cuts, bulges, sidewall damage)
- Wheel nut security and condition
- Spare wheel security if carried
Lights and electrical
- All lamps, including marker lights and rear fog
- Indicators and hazard function
- Reversing alarm and camera if fitted
- Wiring security and condition
Cab and body
- Mirror condition, adjustment and security
- Windscreen and wipers
- Cab security and door operation
- Fuel and fluid levels
- Any visible corrosion or structural damage to chassis or body
Trailer-specific items (where applicable)
- Coupling security and kingpin condition
- Brake glad hands and electrical connections
- Curtain rail and side pole condition
- Rear underrun and side guards
- Landing legs and operation
Every defect is recorded. Anything that makes the vehicle unroadworthy is flagged immediately, and the vehicle should not move until that defect is rectified.
HGV safety inspection intervals: what the regulations say
The most common question we hear from transport managers is about frequency. The short answer is: it depends on the vehicle, its age and how it is used.
DVSA guidance recommends the following as a starting point:
- New vehicles in good condition: up to 13-week intervals initially, reviewed regularly
- Standard HGVs in regular service: 6-week intervals are the norm and the most widely adopted
- Older vehicles or those operating in arduous conditions (tipping, off-road, heavy urban use): shorter intervals, sometimes 4 weeks
The 6-weekly cycle is so embedded in the industry that inspection sheets are often referred to as "six-weekly sheets" even when a different interval applies. Whatever interval your operator licence maintenance undertaking specifies, you must stick to it. If you told the Traffic Commissioner you would inspect every six weeks, that is what DVSA expects to see in your records.
We carry out PMIs at our workshop at Calk Mill Farm, Ashby Road, Melbourne, Derby, DE73 8BJ, Monday to Friday from 07:30 to 17:00 for planned work. We can also attend your yard or depot for on-site inspections if that suits your operation better. For operators running fleets across the M1 corridor, the A38, or the A50 between Derby and Stoke, keeping vehicles in service rather than driving them to a workshop is often the practical choice.
How long does a PMI take on a lorry?
Allow roughly one to two hours for a thorough PMI on a solo unit. Add time for a trailer inspection on top of that. If defects are found and rectified at the same visit, the time extends accordingly.
Rushed inspections are a compliance risk. If a technician signs off a full PMI in twenty minutes, it has not been done properly, and that shows up when records are scrutinised. We do not cut corners on inspection time, because a missed defect is a potential prohibition and a potential prosecution.
The pre-trip check and how it fits alongside the PMI
The PMI is not a substitute for the driver's daily walk-round check, and the daily check is not a substitute for the PMI. They serve different purposes.
The driver's pre-trip inspection is a quick visual and operational check before each journey. Seven areas are typically covered:
- Tyres (visual condition and pressure where practical)
- Lights and reflectors
- Brakes (initial test)
- Steering (initial check)
- Mirrors and glass
- Fuel, oil and coolant levels
- Body condition and load security
Drivers should record defects on a defect report. Operators must have a system to receive those reports, act on them and retain the records. The PMI then provides the deeper mechanical examination that a driver walk-round cannot replicate.
Both sets of records together tell DVSA that you are managing your vehicles actively, not reactively.
Why your PMI records matter as much as the inspection itself
A vehicle can be in perfect condition on the day of a roadside check, but if you cannot produce inspection records, you are in difficulty. DVSA and the Traffic Commissioner expect you to hold:
- Signed PMI sheets for at least 15 months
- Records of any defects found and action taken
- Details of who carried out the inspection (name and qualifications)
- Dates confirming the inspection interval was maintained
Digital systems are increasingly common, and they are acceptable provided the records can be produced on request. If you are still running paper sheets, keep them organised and accessible. The DVSA's Annex 5A provides an example format for safety inspection records; the GV1 inspection pad is the widely-used printed version. Both give you the structure you need.
We provide a signed inspection record with every PMI we carry out. That document is yours to file and produce when needed.
Keeping fleets compliant across East Midlands and South Yorkshire
Running a fleet on the M1 between Sheffield and Leicester, or across the A50 and A42 corridors, means vehicles are often a long way from your home base when something goes wrong. A solid PMI programme reduces the likelihood of a roadside prohibition, but it does not eliminate the possibility of a breakdown between inspections.
Our 24/7 emergency breakdown and recovery line (01332 916028) covers exactly that gap. Our technicians attend fully equipped and aim to repair at the roadside wherever possible, rather than towing. That matters to transport managers because a repair at the roadside gets the vehicle back in service faster than a recovery to a workshop.
For context on what roadside attendance covers in practice, our article on HGV breakdown on the M1 near Derby: what Trucktec Assist 24 covers and how mobile repair works covers the specifics of M1 callouts in this area.
Air system faults are among the most common reasons an HGV gets pulled off the road. If you want to understand what causes them and how they are diagnosed at the roadside, our article on air system faults on HGVs and trailers goes into the detail.
Fleet maintenance contracts: taking the scheduling pressure off
For operators who want PMIs, servicing and brake testing handled as a package rather than booked ad hoc, we offer fleet maintenance contracts. These give you a scheduled programme, priority booking, and a single point of contact for your compliance documentation.
Fleet contracts work well for operators based in Derbyshire, Nottinghamshire, Leicestershire and South Yorkshire who want consistent inspection quality without managing multiple suppliers. If you run curtainsiders, we also cover curtain repairs and welding at the workshop, so body maintenance and compliance work can be handled in the same visit.
Frequently asked questions
What are the 6-weekly HGV inspections? The 6-weekly inspection is the most common PMI interval for HGVs in regular commercial service. It is a full safety inspection carried out every six weeks (or at the interval stated in your operator licence maintenance undertaking) to check the vehicle's mechanical and structural condition. The term comes from DVSA guidance, which uses six weeks as a standard benchmark for most goods vehicles. Your actual interval should reflect the vehicle's age, condition and duty cycle.
What are the recommended PMI intervals for HGVs? DVSA guidance suggests up to 13 weeks for newer vehicles in good condition, with most operators settling on 6-week intervals as standard practice. Vehicles operating in demanding conditions (tipping, heavy urban work, older age) should be inspected more frequently, sometimes every 4 weeks. The interval you declare to the Traffic Commissioner is the one you must keep.
How long does a PMI take on a lorry? A thorough PMI on a solo unit typically takes one to two hours. A trailer inspection adds further time on top of that. If defects are identified and repaired at the same visit, allow longer. Any inspection completed significantly faster than this should be treated with caution: the checklist is detailed and cannot be rushed without missing items.
What should I look for in an HGV inspection sheet or template? A compliant inspection sheet should cover all the areas in DVSA's Annex 5A: brakes, steering, tyres, lights, body, cab and trailer systems where applicable. It must record the date, vehicle registration, inspector's name, any defects found, action taken and the inspector's signature. The GV1 pad is the standard printed format used across the industry. Digital equivalents are acceptable provided they capture the same information and can be produced on request.
Get your PMI programme right from the start
If you are reviewing your inspection schedule, setting up a new fleet maintenance contract, or just need a reliable technician to carry out a PMI on the A38 or M1 corridor, get in touch with us. Our workshop near Derby handles planned work Monday to Friday, and our emergency line is answered around the clock, every day of the year.
Call us on 01332 916028 to discuss your fleet's inspection needs.
