DVSA & Traffic Commissioner Audit Readiness (UK)

DVSA & Traffic Commissioner Audit Readiness (UK)

PURPOSE

Produce “show me” readiness materials: today’s checklist, an evidence index, and a gaps register aligned to operator-licence sensitivity and audit expectations.

WHEN TO USE

• “Prep me for a DVSA visit and give me a checklist for today.”
• “Create a customer audit response pack for [CUSTOMER] and list gaps.”
• “Build an evidence index for operator licence compliance.”
• “What should we have ready to show an auditor today?”

DO NOT USE WHEN…

• The request is generic compliance chat with no artefact needed.
• Pure operations/customer service requests (routes/pricing/performance) not compliance-led.

INPUTS

• REQUIRED:
  • Audit context (DVSA visit / TC inquiry readiness / customer audit) and date
  • Scope: which depot/operating centre/fleet, and period (e.g., last 28/90 days)
• OPTIONAL:
  • Your internal SOPs/policies (paste text) and retention rules
  • Prior audit findings/actions
• EXAMPLES:
  • “DVSA site visit today at Depot X; need show-me checklist and evidence index.”

OUTPUTS

• dvsa-visit-today-checklist.md
• audit-evidence-index.md (Excel-ready table)
• gaps-register.md
• Success criteria:
  • Practical, checkable items
  • Clear “where to find it” references
  • Highlights operator licence sensitivities (without legal claims beyond your policy text)

WORKFLOW

1. Confirm audit type and scope.
   • IF missing → STOP AND ASK THE USER for audit type, depot/fleet, and time period.
2. Generate today’s “show me” checklist using assets/dvsa-visit-today-checklist-template.md.
3. Build an evidence index (what, where stored, owner, retention, last updated) using assets/audit-evidence-index-template.md.
4. Identify likely gaps:
   • Mark unknowns as “Gap – confirm source/owner”.
   • Output gaps-register.md via assets/gaps-register-template.md.
5. Operator licence sensitivity:
   • Add a short section referencing references/operator-licence-sensitivity-placeholders.md and map to your internal policies.
6. If the user wants edits to existing files → ASK FIRST.

OUTPUT FORMAT

# dvsa-visit-today-checklist.md
Audit type:
Scope:
Date:

## Immediate readiness (today)
- …

## Documents to pull (and where)
- …

## People/process readiness (“show me”)
- …

## Known risks / sensitivities
- …

SAFETY & EDGE CASES

• Don’t invent retention periods or legal duties; ask for internal policy text if needed.
• If asked for “is this legal?”, stop and request the precise records and desired output artefact.

EXAMPLES

• Input: “DVSA visit today”
  • Output: checklist + evidence index + gaps register for rapid action