Documents a transport company must keep up to date: expiry checklist

Why expiries are the number one risk

Most roadside problems do not come from a serious offence, but from an expired paper: an inspection that lapsed last month, a tachograph card not renewed, a CAP past its date. They are easy to avoid, but only if someone watches them systematically.

Checklist by block

Company

• Valid transport authorization (MDP for heavy vehicles or MDL for light ones).
• Company liability insurance.
• Transport manager with a certificate of professional competence (CCP) in companies with an MDP authorization.
• Financial capacity proven with an MDP authorization: €9,000 for the first vehicle and €5,000 for each additional one.

Vehicle

• Valid vehicle inspection (ITV).
• Compulsory insurance.
• Registration document and technical sheet.
• Copy of the transport authorization.
• Tachograph calibration with its expiry date.
• With dangerous goods, the vehicle's ADR certificate.

Driver

• Driving licence with the class the vehicle requires (for example, C1, C or C+E).
• Certificate of Professional Competence (CAP).
• Digital tachograph driver card.
• With dangerous goods, ADR card.

Each trip

• Control document issued.
• Shipper, consignee and goods data.
• CMR if the transport is international.
• UN number and ADR class if the goods are dangerous.

A simple system so nothing is forgotten

1. A single register with the expiry date of each document.
2. Reminders 30 and 7 days ahead, and a named person responsible.
3. A check before every departure: a truck with an expired document should not leave without someone knowing and deciding.
4. Accessible copies: the driver must be able to show the documents at the roadside.

How Fleetaria solves it

Every company, vehicle and driver document is stored with its expiry. The trip's traffic light marks a trip with a missing or expired document as critical and one lacking mandatory data as incomplete. It also checks that the licence class covers the one the vehicle requires (C+E covers C, C covers C1) and that, with dangerous goods, the ADR documents are valid.

By default the policy is to warn: the driver sees what is missing, confirms and leaves, and who, when and why is recorded. Each company can change it to require, so that only a manager can authorize departure. The requirements are being validated with a transport adviser; they do not replace legal advice.

Frequently asked questions

What documents must the driver carry in the truck?

Their licence, the CAP, the tachograph card if the vehicle is digital, the vehicle documents (inspection, insurance, registration and technical sheet), the copy of the transport authorization and the control document. With dangerous goods, also the ADR documentation.

What happens if the vehicle inspection has expired?

It is an offence and may lead to a fine and immobilization. Amounts and consequences depend on the case: check them in the official penalty schedule or with your adviser.

How far in advance should an expiry be flagged?

A 30-day margin allows renewing without rushing, and another reminder at 7 days serves as a final nudge.

Is a CAP needed to drive a van?

It depends on the licence and the vehicle. The CAP is required for professional drivers of vehicles that need C1, C, C1+E or C+E licences, with the exceptions set out in the regulation.