Maintaining high standards and customer confidence is essential for BVRLA members, and the association’s Rental Inspection Programme has recently been upgraded to strengthen compliance and accountability across the sector. Key contacts at affected members have been notified of the changes.
In line with the enhancements being introduced in a phased way from January 2025, the BVRLA has published the following guidance: Preparing for your Governance Programme Audit. Members are also encouraged to review the practical tips below:
1. Review Relevant Codes of Conduct
- Ensure you and your team are familiar with the BVRLA Rental Code of Conduct and the Commercial Vehicle & Minibus Code of Conduct. Make sure these standards are integrated into your daily operations.
2. Conduct a Self-Audit
- Perform an internal review using the same criteria that the inspectors will use. This will help identify any potential issues before the official inspection.
3. Organise Documentation
- Ensure all required documents are up to date and easily accessible. This includes maintenance records, customer agreements, vehicle checklists, and any other relevant paperwork.
4. Train Your Staff
- Make sure your team understands the inspection process and their role in it. Provide training or refresher sessions if necessary to ensure everyone is on the same page.
5. Ensure Vehicle Readiness
- Double-check that all vehicles in your fleet meet the required standards. This includes ensuring they are clean, well-maintained, and compliant with safety regulations.
6. Address Previous Issues
- If you’ve had previous inspections, ensure that any issues raised have been addressed and documented. Be prepared to show evidence of corrective actions taken.
7. Maintain a Clean and Organised Workspace
- A tidy and organised environment reflects well on your business and makes it easier for inspectors to conduct their review. Ensure all areas, especially where vehicles are maintained or stored, are clean and orderly.
8. Communicate with the Inspection Team
- When contacted by the AA to schedule your inspection, clarify any questions you have about the process. Understanding what to expect can help you better prepare.
9. Prepare Your Team for Follow-ups
- After the inspection, there may be follow-up actions required. Prepare your team to respond promptly to any feedback or corrective actions suggested by the inspectors.
10. Use the BVRLA Resources
- Leverage resources provided by the BVRLA, such as guides, webinars, and other support materials, to ensure you’re fully prepared for the inspection.
The BVRLA is also investing in tools and resources to improve the inspection experience. A new Audit App, due to launch in Q4 2024, will streamline the inspection process and provide timely feedback to all members.
For further details, refer to the Preparing for your Governance Programme Audit page on the BVRLA website or contact [email protected].
