---
id: KB-LG-004
url: https://app.codecontract.io/help/logistics/managing-fleet-documentation
idioma: en
categoria: sector-logistica
subcategoria: flotas
audiencia: usuario
nivel: intermedio
actualizado: 2026-08-13
tambienEn: [es]
relacionados: [KB-LG-001, KB-CS-010]
citadoPor: [KB-LG-010, KB-LG-014]
---

# Documentation for your own fleet

_Vehicles expiring on their own schedules and drivers who rotate._

**Responde a:** own fleet document control · vehicle inspection and insurance expiries · company driver documentation · managing vehicle and driver paperwork

Your own fleet looks easier to control than a subcontracted one, and in one sense it is: they are yours. In another it is worse: nobody warns you from outside, and each vehicle's dates coincide with no other's.

## What expires, and not together

| What | How often | Who renews it |
| --- | --- | --- |
| Vehicle roadworthiness test | By age and type | You, by appointment |
| Insurance | Annually | Your broker |
| Transport authorisations | By regime | The authority |
| Driver licence and training | By type | The driver themselves |
| Specific training where applicable | By cargo | A course, with limited places |

> [!IMPORTANT]
> The last column decides the warning margin. What you renew yourselves tolerates fifteen days; what depends on an appointment, an authority or a course with limited places needs ninety. Setting the same warning for everything guarantees being late for whatever takes longest.

## What always gets forgotten

**En corto**

- Vehicles used rarely: they expire the same and nobody looks.
- Temporary drivers: they rotate and their training goes with them.
- Trailers and equipment, with their own dates.

> [!WARNING]
> A vehicle on the road with an expired inspection is not an administrative problem: it is direct liability if there is an accident, and your insurer may have something to say about it.

## What changes versus a calendar

A calendar warns; it does not report status. The difference shows when someone asks "can this lorry go out today?": on a calendar you check five separate entries, and with one case per vehicle it is a single answer.

> [!NOTE]
> If you have both own and subcontracted fleet, build them the same way. Making the check identical for both is what avoids the blind spot of "we already know ours are fine".

**One case per vehicle or per fleet?**

Per vehicle, by registration. That is what lets you check before departure.

**What about non-permanent drivers?**

Same as permanent: their documentation goes with the person.

**Does it help at a roadside check?**

What is shown there are the vehicle's papers; this is about never reaching that point with something expired.

## Ejemplos

**A company with 14 vehicles tracks expiries in a shared calendar.**

- One case per registration, with driver and equipment
- Different warnings depending on who renews each item

→ The transport manager answers whether a lorry can go out at a glance, instead of cross-checking five entries.

**Each vehicle's papers sit in its glovebox.**

- Captures and stores them in the vehicle's file

→ They are consulted without going to the yard.

**A vehicle inspection falls due and nobody notices.**

- Records expiries per vehicle

→ The warning arrives before the date.

**A vehicle with something expired is assigned.**

- Checks the status before assigning it

→ The job does not go out with a gap.

**A vehicle changes driver and the papers do not.**

- Separates vehicle records from person records

→ Each file follows what it belongs to.

**A client asks for the fleet's documentation.**

- Checks each vehicle's file

→ It is handed over without reassembling anything.