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