RMG/CWU Road Safety Campaign – ‘Pre-Use Vehicle Checks’ – W/C ‪Monday 23 July 2018‬

RMG/CWU Road Safety Campaign – ‘Pre-Use Vehicle Checks’ – W/C Monday 23 July 2018

Dear Colleagues,

Background and Importance of this Road Safety Communications Campaign:

Royal Mail via their Fleet Management team and Operational Management is responsible for provision of fit for purpose, safe vehicles and for the‎ safe maintenance, upkeep and condition of the fleet as well as the implementation and enforcement of driver safety information, instruction and training.

It is the driver’s responsibility to ensure that the vehicle is in a roadworthy condition before setting off each day and time is built into every duty‎ to perform pre-use vehicle checks and ensure that the vehicles‎ are safe and legal. All drivers are expected to carry out their vehicle pre-use checks at all times without exception!

‘Pre-Use Checks’ are designed specifically to ensure that the vehicle runs well, operates efficiently and most importantly is safe and in the best possible condition. The checks help to reduce the number of breakdowns which means fewer problems for our drivers and less costs for Royal Mail Group.

The vehicle checks also protect the driver and keep both the Driver and Royal Mail fleet legal at all times. For example if prosecuted for illegal tyres the driver could face a personal fine of up to £2,500 and 3 penalty points per tyre on their licence. Royal Mail could also be prosecuted for running illegal, unsafe vehicles.

Driver and Vehicle Standards Agency (DVSA)

The Government’s Driver and Vehicle Standards Agency (DVSA), formerly the Vehicle and Operators Service Agency (VOSA) issue guidance on the legal requirements for fleet operators such as Royal Mail Group (Royal Mail and Parcelforce) and their workforce of drivers, which states, in summary, that as an operator and/or driver of vehicles, it is your responsibility to ensure that the vehicles you use are roadworthy. It is an offence to use an un-roadworthy vehicle on the road.

Roadworthiness Inspections

DVSA state that when it comes to ensuring the roadworthiness of a vehicle, that apart from the essential, in-depth, safety inspections and servicing carried out in Fleet Maintenance and Servicing Workshops by skilled Engineers, the second level of inspection is the driver’s daily walk around checks/first-use or pre-use checks/inspection.

‎DVSA Guidance

The DVSA Guide to Fleet Operators provides essential advice concerning operators’ responsibilities for ensuring the safety of their vehicles, and it sets out the specific standards for inspections, checks and the monitoring of maintenance arrangements. Operators are left in no doubt about what DVSA and the Police expect from Fleet Operators as part of the enforcement process.

The DVSA guidance sets out to Fleet Operators a number of key points for a good maintenance system, as a guide to help plan and set up a compliant and effective maintenance system for fleet vehicles which includes as number one on the list; “A responsible person must undertake daily walk around vehicle checks, preferably immediately before a vehicle is used and drivers must be able to report promptly any defects or symptoms of defects that could adversely affect the safe operation of vehicles.”

Reporting Faults

Part of the Road Safety Campaign for July is to ensure drivers report all faults and that they know how to report defects.

Simply, if a fault is found on a vehicle then it should be recorded in the Vehicle Mileage and Condition Log Book, and an effect report (PMT1) form should be completed to get the fault rectified. It is illegal to use or allow to be used a faulty, un-roadworthy or dangerous vehicle‎.

Driver Training

Managers must ensure that all drivers have been trained in how to carry out vehicle checks. A Vehicle Check film is available on the Royal Mail “Content on Demand” system via the plasma screens and during the campaign managers are asked to ensure their drivers have seen it.

Windscreen – Sun Glare

An additional element of this Road Safety Campaign is to warn drivers to “Beware of Sunshine Glare” at sunrise and sunset when it is most dangerous, during the current summer months. A special poster is being issued to all offices and a pdf copy is attached for your information. This will be displayed on Monday 23 July in all offices.


Key communication channels to be used to promote the campaign include RMTV, Plasma Screens in offices, WTLL, RMG Intranet, Courier, posters etc.

Managers have been requested to; display the campaign poster, deliver the Campaign WTLL session, show staff the Campaign Film on vehicle checks and make staff aware of the RMTV session that will run alongside this campaign.

Managers Checklist Instructions

All managers have been issued with a checklist as follows:-

• Have you carried out periodic sampling of log books and vehicles to ensure vehicle checks are carried out as per the vehicle log book and the SHE Calendar?

• Have you made all your drivers aware of the PMT1 process for reporting a faulty vehicle?

• Have you checked all log books and vehicles in a five week period?

• Ensure that your drivers have been trained in how to carry out vehicle checks. A Vehicle Check film is available on Content on Demand so please ensure your drivers have seen it.

• Have you delivered the Vehicle Checks WTLL session, use the checklist and displayed the poster?

• Have you completed a Driver and Vehicle Safety SMAT and Yard Safety SMAT, linked to vehicle checks by the drivers?

• Consult and fully involve the CWU Area Safety Rep and Workplace Safety Rep on the above. Invite them to carry out a Safety Inspection when you carry out your SMATs. Work jointly on improving the quantity and quality of vehicle checks carried out.

ASR Checklist

Royal Mail Group is responsible for providing suitable vehicles that are well maintained. It is the driver’s responsibility to ensure their vehicle is safe. Every time a vehicle is taken out onto the road the driver assumes responsibility of the vehicle, their own safety, and that of the general public, in the same way that they would when driving their own car. Drivers have a paid amount of time allotted in order to ensure that these checks are completed, supported by a system to have any faults rectified.

By carrying out the following activities during w/c 23 July 2018, ASRs can help to raise the profile of Road Safety and keep our driver members safe.

ASR’s are to be fully involved and consulted on joint RSW activities.

Agree with your Operational Managers, which units you will jointly support during this Road Safety Campaign, and:-

• Assist the Front Line Manager in delivering the WTLL.

• Carry out a Safety Inspection.


• Check that drivers have received the WTLL briefing on vehicle checks.

• Do they understand the importance of the vehicle checks?

• Have they seen the film on vehicle checks and the poster?

• Are they aware of the PMT1 fault reporting process?

Use the Road Safety Campaign materials to talk to drivers about Vehicle Checks.

Ask Front Line Managers:

• What activities have they completed for the vehicle checks campaign?

• Have they made all drivers aware of the PMT1 process?

• Have they delivered the WTLL and displayed the poster?

• Have they completed a Driver/Vehicle SMAT concentrating on Vehicle Checks?

Observe Vehicles and Drivers:

During the campaign week ASRs are asked to undertake Inspections, part of which is to observe drivers in the yard and check that they are carrying out their pre-use checks and offer advice as well as report non-compliance.

Your proactive support is important and is much appreciated. Don’t wait for managers to contact you – contact them and ensure they comply and support this campaign.


• WTLL (draft)

• Road Safety Sun Glare Poster

• Handout Small Vehicles Vehicle Checks Guide

• Handout Large Goods Vehicles (LGV) Vehicle Checks Guide

• Road Safety Campaign Vehicle Checks Managers’ Checklist

• Road Safety Campaign Vehicle Checks CWU Area Safety Reps Activity Plan Guide

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

18LTB407 RMG-CWU Road Safety Campaign – Pre-Use Vehicle Checks – WC Monday 23 July 2018

Handout LGV Vehicle Checks Final

Handout Small Vehicles RSC – Vehicle Checks – July 2018 Final

RSC Vehicle Checks July 2018 ASR activity plan Final


Vehicle Checks – Managers Checklist Final

WTLL Road Safety Campaign – Vehicle Checks – July 2018 v1

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