Vehicle Maintenance & Insurance: Compliance Requirements

Introduction

If your business relies on vehicles—vans, cars, HGVs, minibuses, plant on the road, or a mixed fleet—maintenance isn’t just “good practice”. It’s a compliance issue that can affect roadworthiness, legal liability, and whether your insurance responds when you need it most.

In the UK, insurers expect you to take reasonable steps to keep vehicles safe and road-legal. If a vehicle is unroadworthy, overloaded, poorly maintained, or used outside the policy terms, you can face anything from reduced claim payments to outright repudiation (declined claims), plus regulatory and criminal consequences.

This guide explains the key compliance requirements around vehicle maintenance and how they connect to commercial motor insurance—so you can protect your drivers, your business, and your balance sheet.

Why maintenance and insurance compliance are linked

Commercial motor insurance is designed to cover sudden, unforeseen events—collisions, theft, fire, third-party injury/property damage. It is not designed to fund predictable wear and tear or ongoing neglect.

When insurers assess a claim, they look at:

• Roadworthiness: Was the vehicle safe and legal to be on the road?

• Duty of care: Did the business operate a reasonable maintenance system?

• Policy conditions: Were you complying with declared use, driver eligibility, and vehicle condition requirements?

• Causation: Did a maintenance failure contribute to the incident (e.g., bald tyres, faulty brakes)?

Even where an insurer must meet third-party liabilities under the Road Traffic Act, they may still seek recovery from the policyholder if there has been a serious breach.

The legal baseline: roadworthiness and duty of care

Roadworthiness (every day, not just MOT day)

An MOT is a minimum standard at a point in time. It does not guarantee ongoing roadworthiness. Businesses must ensure vehicles are safe every day they’re used.

Key roadworthiness areas include:

• Tyres (tread depth, condition, correct rating)

• Brakes and steering

• Lights and indicators

• Windscreen condition and wipers

• Mirrors and visibility

• Fluid leaks

• Load security and vehicle weight

Health and Safety at Work duties

If employees drive for work (including “grey fleet” personal vehicles used on business), you have health and safety responsibilities. That typically means:

• Assessing driving risks

• Ensuring vehicles are suitable and maintained

• Ensuring drivers are competent and licensed

• Managing fatigue, journey planning, and safe loading

Corporate manslaughter and serious incidents

Where a fatality occurs and poor maintenance systems are a factor, the consequences can be severe. Insurers and investigators will scrutinise records, policies, and management oversight.

MOT, servicing, and inspections: what “good” looks like

MOT compliance

• Ensure MOTs are booked in advance and not left to the last minute.

• Keep digital copies of certificates and test history.

• Investigate advisories—treat them as action items, not “nice to have”.

Servicing schedules

Follow:

• Manufacturer service intervals (time and mileage)

• Severe-use schedules if vehicles do short trips, heavy loads, towing, or stop-start work

For fleets, consider a planned maintenance programme that includes:

• Routine servicing

• Brake checks

• Tyre management

• Battery testing

• Safety recalls

Daily/weekly walkaround checks (especially for vans and HGVs)

A simple walkaround checklist can prevent incidents and strengthen your insurance position.

Typical checks:

• Tyres and wheel nuts

• Lights, reflectors, beacons

• Mirrors, windscreen, washers

• Brakes (feel, warning lights)

• Oil/coolant levels

• Body damage that could be dangerous

• Load restraints and doors

Record:

• Date/time

• Vehicle registration

• Driver name

• Defects found

• Action taken and when

Driver responsibilities and “grey fleet” compliance

Company vehicles

Set clear rules:

• Drivers must report defects immediately

• Vehicles must not be used if unsafe

• No unauthorised modifications

• No overloading

Grey fleet (employees’ own vehicles)

If staff use personal cars for business travel, you should:

• Confirm business use is on their motor policy

• Check MOT and service status

• Confirm valid driving licence

• Set minimum tyre and safety standards

Grey fleet is a common compliance gap. If an employee has only “social, domestic and pleasure” cover, a business journey could invalidate their policy.

Insurance policy terms that maintenance can affect

Every insurer’s wording differs, but common areas include:

Roadworthy condition clauses

Policies often require vehicles to be maintained in a roadworthy condition. A serious defect may be treated as a breach.

Reasonable precautions / due diligence

Many commercial policies include a “reasonable precautions” condition—meaning you must take reasonable steps to prevent loss or damage.

Modifications and vehicle changes

Undeclared modifications can cause problems:

• Performance tuning

• Suspension changes

• Signwriting and racking (usually acceptable but should be declared)

• Tow bars

• Non-standard wheels/tyres

Always disclose changes—especially those affecting value, performance, or risk.

Vehicle use and load

Misdeclared use can invalidate cover:

• Carriage of goods for hire and reward

• Courier/multi-drop work

• Towing trailers

• Carrying hazardous goods

• Using a vehicle outside permitted weight limits

Driver eligibility

Maintenance compliance won’t help if the driver is not covered:

• Licence not valid

• Incorrect category for vehicle

• Disqualifications/convictions not disclosed

• Age/experience restrictions breached

Fleet compliance essentials: building a defensible maintenance system

A “defensible” system is one you can evidence quickly after an incident.

1) Assign responsibility

Name a responsible person (fleet manager, operations lead, director) to:

• Track MOT/servicing

• Approve repairs

• Manage suppliers

• Maintain records

2) Use a maintenance calendar

At minimum, track:

• MOT due dates

• Service due dates

• Tyre replacement cycles

• Tachograph calibration (where relevant)

• LOLER checks for lifting equipment on vehicles (where relevant)

3) Standardise defect reporting

Create a simple process:

• Driver reports defect (photo + description)

• Vehicle is assessed

• Repair is booked

• Vehicle is stood down if unsafe

• Repair evidence is stored

4) Keep records (and keep them organised)

Keep:

• Service invoices

• Inspection sheets

• MOT certificates

• Repair notes

• Tyre receipts and tread reports

• Recall completion evidence

In a claim, good records can be the difference between a smooth settlement and a painful dispute.

Common compliance failures that can lead to claim issues

Here are real-world themes insurers often see:

• Bald tyres or incorrect tyre ratings

• Brake defects ignored after warning lights

• Overloading vans and pickups

• Unsecured loads causing third-party damage

• Poor maintenance of trailers (lights, brakes, hitch)

• Vehicle modifications not declared

• Using vehicles for courier work without correct cover

• No evidence of inspections (nothing written down)

What to do after an incident: protecting your claim

If you have an accident or loss:

1. Make the scene safe and call emergency services if needed.

2. Gather evidence: photos, dashcam footage, witness details.

3. Report promptly to your broker/insurer.

4. Do not repair until authorised (unless necessary to prevent further damage).

5. Preserve maintenance records: last service, inspection logs, tyre history.

If an insurer asks about roadworthiness, respond with documented evidence rather than verbal assurances.

Compliance for specialist vehicles and industries

HGVs and operator compliance

If you operate HGVs, compliance expectations increase:

• Planned Preventative Maintenance (PPM)

• Driver defect reporting

• Safety inspection intervals

• Tachograph and drivers’ hours compliance

Trades and contractors

Common risk points:

• Heavy loads, tools, racking

• Towing plant and trailers

• Multi-site driving and fatigue

Minibuses and passenger transport

Extra focus on:

• Tyre and brake condition

• Seatbelts and passenger safety

• Driver licensing and training

How better maintenance can reduce premiums

Insurers price risk. A strong maintenance and compliance culture can help you present as a better risk.

Ways it may help:

• Lower frequency of breakdown-related incidents

• Fewer tyre and brake claims

• Better claims defensibility

• Improved driver behaviour when checks are routine

When renewing, share:

• Your inspection process

• Any telematics/driver monitoring

• Claims improvements

• Fleet risk management measures

Practical compliance checklist (quick reference)

Use this as a starting point:

• Vehicles have valid MOT (where required)

• Servicing is up to date and documented

• Drivers complete and record walkaround checks

• Defects are reported and repaired promptly

• Tyres meet legal and manufacturer standards

• Loads are within limits and properly secured

• Modifications and vehicle changes are disclosed

• Correct vehicle use is declared on the policy

• Grey fleet business use is confirmed

• Licences are checked and recorded

• Records are stored centrally and retrievable

FAQ

Does an MOT mean my vehicle is roadworthy for insurance?

Not necessarily. An MOT is a snapshot on the test date. Insurers can still query roadworthiness if a defect existed at the time of the incident.

Can an insurer decline a claim because of poor maintenance?

Potentially, yes—especially if a defect contributed to the loss or if there’s a breach of a roadworthiness or reasonable precautions condition.

What records should I keep for fleet maintenance?

Keep MOT certificates, service invoices, inspection sheets, defect reports, repair evidence, and tyre history. Store them centrally.

Do I need to check employees’ cars if they drive for work?

If employees use their own vehicles for business journeys, you should check they have business use cover, valid MOT (if applicable), and a safe, maintained vehicle.

What counts as a “modification” that should be declared?

Anything that changes value, performance, handling, or risk profile. Common examples include engine tuning, suspension changes, and non-standard wheels. Even racking or tow bars should be mentioned.

How often should walkaround checks be done?

For many businesses, daily checks for regularly used vehicles is best practice. For lower-risk use, weekly may be acceptable—what matters is consistency and evidence.

Final thoughts

Vehicle maintenance is compliance. Compliance is insurability. If you can show a simple, consistent system—planned servicing, routine checks, fast defect repairs, and tidy records—you reduce accidents, protect your people, and make claims far easier to defend.

If you run a fleet or rely on vehicles day-to-day, it’s worth reviewing your current process now—before an insurer or investigator does it for you.

Need help reviewing your commercial vehicle or fleet insurance? Speak to a specialist broker who understands your industry, your vehicle use, and the compliance expectations insurers apply.