Prohibition Procedure

 

Date: January 10, 2026

Reviewed: January 2026

Next Review: January 2027

 

1. Purpose

To ensure all Prohibition Notices issued by DVSA  are accurately recorded, controlled, investigated, and closed out in line with legal and company requirements.

2. What is a Prohibition Order

A Prohibition Order is a legal prohibition notice issued when a vehicle or trailer is found to be unsafe or non-compliant.

Types include:

• PG9     – Immediate prohibition

• PG9A  – Prohibition Removal

• PG9B  – Prohibition Removal evidence based

• PG9C  – Immediate multiple issues prohibition

• PG9D  – Delayed prohibition

• PG9S   – Serious Mark prohibition

• PG10  – May continue journey with moderate defect

 

3. Immediate Actions Upon Issue

• Stop using the vehicle immediately unless authorised with the PG9

• Park in a safe location

• Attach a “DO NOT USE – PG9 ISSUED” tag

• Secure vehicle keys

• Driver informs:

• • Transport Manager / Fleet Manager

 

4. Initial Recording (Same Day)

Record the PG9 in the fleet maintenance or compliance system

Minimum information to record:

• Vehicle registration

• Driver name

• Date and time PG9 was issued

• Location of inspection

• Issuing authority (DVSA / Police)

• PG9 type (Immediate or Delayed)

• Defects listed on the PG9

• Prohibition reference number

Attach copies of:

• PG9 notice

• Inspection report

• Driver defect report (if available)

 

5. Vehicle Status Control

• Update vehicle status to PROHIBITED / OUT OF SERVICE

• Prevent booking, dispatch, or allocation

• Vehicle may only be moved:

• • For repair

  • For inspection

  • With legal authorisation (e.g. recovery)

 

6. Investigation & Root Cause

The Transport or Fleet Manager must:

• Review defect history

• Check PMI / safety inspection records

• Confirm last sign-off and dates

• Identify root cause (e.g. missed defect, maintenance failure, driver checks)

Record findings in:

• PG9 investigation report

• Corrective action log

• Disciplinary investigation if required

 

7. Repair & Rectification Recording

• All defects must be repaired by authorised maintenance provider

• Record:

• • Repair details

  • Parts used

  • Dates and times

  • Technician name

• Keep invoices or workshop reports attached to the PG9 record

 

8. Clearance & Removal of Prohibition

• Vehicle must pass:

• • DVSA re-inspection (if required), or

  • Authorised inspection confirming compliance

• Record:

• • Date prohibition lifted

  • Clearance reference or inspection report

• Remove “DO NOT USE” tag only after written clearance

• Record PG10 status or PG9C for refusal

 

9. Final Documentation & Retention

Maintain PG9 records for at least 15 months (or per company policy), including:

• PG9 notice

• Repair records

• Clearance documentation

• Investigation and corrective actions

 

10. Review & Preventive Action

• Log PG9 for KPI and compliance tracking

• Review trends (vehicle type, defect category, depot)

• Implement:

• • Additional driver training

  • Maintenance process changes

  • Audit or toolbox talks

 

11. Accountability

• Transport Manager responsible for recording and closure

• Supervisors ensure vehicles are not used while prohibited

• Failure to record or control a PG9 may result in disciplinary action