Transport Operator Compliance are able to assist you if you are looking to employ the services of an External Transport Manager
What is an External Transport Manager?
An external transport manager is a self employed freelance transport manager who holds a Certificates of professional competence in road transport.
An external transport manager can work with up to four different operators at any one time, managing a maximum of fifty vehicles.
An external transport manager must have a contract with each operator detailing the work they will carry out.
Why choose an External over an Internal Transport manager?
The size of your company and number of vehicles you operate will determine which route is best for you and the decision is usually financial. Employing an external transport manager is more cost effective than a full time transport manager.
What will an External Transport manager do for you?
Every companies needs are different and what is required from your external transport manager may differ from company to company, but it is the responsibility of the transport manger to effectively and continuously manage your organisation’s transport compliance activities in a number or areas including
General Responsibilities
- to manage, audit and review compliance systems to ensure that they are effective
- to review any shortcomings such as prohibitions and/or annual test failures
- to ensure that relevant changes are notified in accordance with operator licence requirements
- to keep up to date on relevant changes in standards and legislation
Drivers – management
- to ensure compliance with the driving hours rules (EU or Domestic Hours rules)
- to ensure that drivers are recording their duty, driving time and rest breaks on the appropriate equipment or in drivers hours books and their records are being handed back for inspection as required
- where appropriate, to download and store data from the vehicle digital tachograph unit (at least every 90 days) and from the drivers’ tachograph smart cards (at least every 28 days)
- to ensure that drivers’ hours records are retained and are available to be produced during the relevant period
- to ensure that records are retained for the purposes of the Working Time Directive (WTD) and that they are available to be produced during the relevant period
- to ensure that drivers are adequately trained and competent to operate all relevant vehicles and equipment
- to contribute to relevant training and subsequent disciplinary processes as required
Vehicle – management
- to ensure that vehicles and trailers are kept in a fit and roadworthy condition
- to ensure that reported defects are either recorded in writing or in a format which is readily accessible and repaired promptly
- to ensure that vehicles and trailers that are not roadworthy are taken out of service
- to ensure that vehicles and towed equipment are made available for safety inspections, service, repair and statutory testing
- to ensure that safety inspections and other statutory testing are carried out within the notified O-licence maintenance intervals (ISO weeks)
- to liaise with maintenance contractors, manufacturers, hire companies and dealers, as might be appropriate and to make certain vehicles and trailers are serviced in accordance with manufacturer recommendations
- to ensure the security of vehicles so that they can only be operated under theauthority of the operator.
Drivers – administration
- to ensure that drivers hold the appropriate licence for the vehicle they are driving (including non-GB vocational drivers from EU member states who are required to register their driving licences with DVLA within 12 months of being resident)
- to ensure that regular checks are carried out on the drivers’ licences (usually every 3 months)
- to ensure that vocational drivers hold a valid driver CPC qualification (DQC)
- to ensure that all drivers hours records are kept for a period of no less than 12 months and are made available upon request
- to ensure that all working time records are kept for a period of no less than 24 months and are made available upon request
Drivers – operations
- to ensure that drivers are completing and returning their driver defect reporting sheets and that defects are recorded correctly
- to ensure that all drivers and mobile workers take adequate breaks and periods of daily and weekly rest
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Vehicle – administration
- to ensure that vehicle maintenance records are retained for a period of no less than 15 months and are made available upon request
- to ensure that vehicles are specified as required and that operator licence discs are current and displayed correctly
- to ensure sufficient contingency within the level of authority
- to ensure that vehicle payloads notifications are correct, height indicators are fitted and correct, and tachograph calibrations are up to date and displayed
- to ensure that there are up to date certificates of insurance indemnifying company cars, commercial vehicles and plant
- to ensure a suitable maintenance planner is completed and displayed appropriately, setting preventative maintenance inspection dates at least 6 months in advance and to include the Annual Test and other testing or calibration dates
How many hours should you expect an External Transport manager to work?
These suggested amount of working hours are a starting point as to what traffic commissioners might expect in terms of hours worked. An experienced ETM will be onsite weekly and will work well in excess of these hours.
| Motor Vehicles | Proposed Hours per week |
| 2 or less | 2-4 |
| 3 to 5 | 4-8 |
| 5 to 10 | 8-12 |
| 11 to 14 | 12-20 |
| 15 to 29 | 20-30 |
| 30 to 50 | 30 – Full Time |
| Above 50 | Full Time and additional assistance required |
| Additional hours may be required for trailers. |
Choose the right person to work with
Within commutable distance to your operating centre
Experienced in your specific field of work and equipment
A self employed sole trader not a LTD company
Of good repute with up to date refresher training
What do External Transport Managers charge?
Every external transport manager is a professional self employed individual and as such their experience and expertise will differ greatly and because of this so will the rates which they choose to charge.
There are a number of companies offering fixed low monthly set fees on behalf of ETM’s and then charging the first month as a finders fee which we do not.
We believe this agreement should be between the ETM and Operator based on both of their current situations. If we can help you find an ETM to work with they will in no way be employed by us or pay us any fee to put them in touch with you and we will not negotiate rates on their behalf.
If you are looking for an external transport manager
Please email us at [email protected] or call on 07498 246 626
Alternatively use the link below:
If you are an external transport manager looking for new clients please contact us using this link