H. Documentation

Contents

H1 Inspection Manuals and MOT Testing Guide

H2 Special Notices

H3 Leaflets and Customer information

H4 Forms

2 VT01 - Application for MOT Authorisation or a Variation to MOT Authorisation

3 VT9 - Authorisation of an Examiner

4 VT9A - Vehicle Testing Classes and Appeals Poster

5 VT17 - Notice of Appeal

6 VT20 - Test Certificate

a Production or Completion of the VT20 Test Certificate

b Replacement Test Documentation

c Duplication of Test Documentation

d Alterations to VT20

e Dangerous Defects

7 VT29/VT29M – MOT Inspection Check List

8 VT30 - Refusal of an MOT Certificate

9 VT32 - Advisory Notice

10 Exchange Test Documentation

11 Welsh Language Policy

H5 Retention of Documentation


H1 Inspection Manuals and MOT Testing Guide

The definitive versions of the MOT Testing Guide and Inspection Manuals are available to be viewed on the MOT Testing Service and on line at www.gov.uk/topic/mot/manuals. A Special Notice (see Section H2) will advise you when amendments to the electronic versions are published.

VTSs do not have to retain paper copies and DVSA no longer support hard copy updates for these publications. Where a customer requests further information they should be shown via the MOT Testing Service or directed to the on-line version.


H2 Special Notices

1. Special Notices (SNs) are issued periodically by DVSA to inform those involved with MOT testing about changes to the service and to highlight areas of concern. AEs must ensure that all testing staff always have ready access to all current, relevant SNs and that all current Testers have read and acknowledged them.

2. The SN is sent to all service users via the MOT Testing Service and can also be viewed on line at www.gov.uk/topic/mot/manuals.


H3 Leaflets and Customer Information

1. Customer information and leaflets are available in electronic format and may be viewed online and printed. There is no requirement for AEs to stock or distribute this information.

The current information available is:

a. https://www.gov.uk/government/publications/car-parts-checked-at-an-mot

b. https://www.gov.uk/government/publications/motorcycle-parts-checked-at-an-mot

c. https://www.gov.uk/government/publications/diesel-smoke-test-poster


H4 Forms

1. The official forms used in connection with the MOT Service are listed below, together with notes on their use. These forms must only be used for MOT purposes and in accordance with this Guide.


2. VT01 - Application for MOT Authorisation or a Variation to MOT Authorisation

The form must be completed in accordance with the relevant guidance notes. See Section B1.

Any false statement may put at risk the application or any authorisation resulting from it. When a change is made which requires the submission of a VT01, a form can be obtained

from:

www.gov.uk/government/publications/application-for-mot-authorisation-vt01

or requested from the DVSA Customer Service Centre.


3. VT9 - Authorisation of an Examiner

DVSA issues this form when an AE is authorised. It specifies the classes of vehicle that the AE can test and the approved premises. It must be displayed on the designated MOT notice board at that VTS. Replacements are available by contacting the DVSA Customer Service Centre.


4. VT9A - Vehicle Testing Classes, Fees and Appeals Poster

This poster outlines the test classes, test fees, retest procedures, appeals procedure and DVSA Customer Service Centre details. It must be publicly displayed in the VTS on the designated MOT notice board or adjacent if it will not fit.


5. VT17 - Notice of Appeal

This form is used by anyone who wishes to appeal against the result of a test. It must be made available to the customer upon request and is available via:

www.gov.uk/government/publications/complain-about-an-mot

It covers the refusal to issue a test certificate and the issue of a test certificate; it must be completed and sent by the appellant to DVSA Customer Service Centre. An Appeal against the issue of a VT30 must be sent to DVSA Customer Service Centre not more than 14 working days from the date the VT30 was issued. An Appeal against the issue of a test certificate (VT20) should be made within 28 calendar days of test for mechanical defects and 3 months of test for corrosion related defects.


6. VT20 - Test Certificate

This must be printed via the MOT Testing Service except when operating in Contingency Testing, where test documents will be handwritten. Note: For information on Contingency Test certificate (CT20) see Section N a. Production or completion of the VT20 Test Certificate

i A test certificate must be issued, and a test record created on the MOT Testing Service database, on completion of the test when the Tester is satisfied that all the test requirements have been met.

ii A test certificate must be printed via the MOT Testing Service except when operating in Contingency Testing. In such instances all test documents must be hand-written. Templates for hand written forms are available to print from the MOT Testing Service. Customers may exchange hand-written certificates for printed ones. This can only be done after the result has been entered as part of the CT Catch Up process. The exchange of a handwritten test certificate for a printed test certificate is free of charge.

iii Except in the cases of a duplicate, exchange or a replacement certificate, the Tester who carried out the test must sign the test certificate, after checking its content.

iv In the case of a retest for which only a partial re-examination is required or as described in Section B5 paragraph 16, the Tester who has carried out the retest examination must confirm on the MOT Testing Service the issue of a VT20/30 after they have re-examined the vehicle to the extent required by paragraph 13 or 16 of Section B5. They must also sign and check the content of the certificate for accuracy.

b. Replacement Test Documentation

i. If an error on a VT20 is identified, the Tester who issued the original must issue a replacement free of charge after the relevant details have been verified.

Replacement test certificates can only be issued before the expiry date shown on the certificate. The original test certificate issued via the MOT Testing Service should be destroyed.

Another Tester may issue the replacement VT20. The substitute Tester must sign the replacement on the issuer signature line.

ii. Details of who issued the replacement, the VTS number and the date of issue will be printed at the appropriate place on the test certificate.

iii. If the VRM of a vehicle is changed after the issue of the VT20, this cannot be altered by a VTS. The customer should be advised to contact Driver and Vehicle Licensing Agency (DVLA).

iv. A replacement can only be issued at the issuing VTS for a change in vehicle colour or a change to the current odometer reading. Changes to an odometer reading can only be completed within twenty-eight calendar days of the test completion, the new reading must be that seen on the day the replacement is issued.

If corrections to a test record are required then information can be found online: https://www.gov.uk/getting-an-mot/correcting-mot-certificate-mistakes.

DVSA issue replacement test certificates when the original AE is no longer authorised. DVSA can also issue duplicate certificates.

Important Notice:

If the test result is recorded against an incorrect VRM and/or VIN, you must contact the DVSA Customer Service Centre.

v. For replacement CT20 see Section N

Note: Replacement test documents cannot be issued if the VTS is operating under Contingency Testing.

c. Duplication of Test Documentation

Test details are held on the system so duplicates may be issued by any VTS on payment of the appropriate fee, providing that the customer can demonstrate their right to acquire the duplicate document. In order to validate that right, the customer must provide either the test number from the original certificate or the unique reference number from the V5C, plus the VRM. If the customer requests the duplicate at the original VTS, they may alternatively present the subject vehicle to satisfy this proof.

Where the request is made at a VTS that didn’t test the vehicle. Before issuing the certificate the VTS will need to enter onto MOT testing service the 11-digit reference number from that vehicles latest log book (V5C).

Note: DVSA may issue duplicates when the original AE is no longer authorised or when the presenter cannot satisfy their right as specified in H4.7.c above. For further information contact the DVSA Customer Service Centre. Details of who issued the duplicate, the VTS number and the date of issue will be printed at the appropriate place on the test document.

Duplicate test documents can be produced by all VTS roles, the producer must add their signature on the issuer signature line.

Vehicle owners can also acquire a duplicate test certificate online from:

MOT History service

A duplicate must not be issued more than 18 months after the date of the test. A VTS issuing a duplicate test certificate is entitled to charge a fee for this as specified on the MOT Test Fees and Appeals Poster (VT9a).

Note: Duplicate test documents cannot be issued if the VTS is operating under Contingency Testing (see Section N)

d. Alterations to VT20

(i) VT20s showing alterations must not be issued.

(ii) If the VRM of a vehicle is changed after an MOT test see H4. 6.b.iii.

e. Dangerous Defects

If the Tester considers a non testable item to be so defective as to render the vehicle dangerous to drive on the road, the Tester must warn the vehicle presenter of the nature of such defects. This must be recorded by selecting the dangerous defects option when entering the results on the system or manually by annotating the certificate when hand completed. Dangerous defects must be clearly explained to the vehicle presenter.


7. VT29/VT29M – MOT Inspection Check List

This form may be used by Testers to record information whilst conducting an MOT test. It is available to print from the MOT Testing Service or on-line.

When testing in Contingency Testing, Testers must use this form to record any failure defects with sufficient detail to allow subsequent data entry. It may also be used to record any advisory items found.


8. VT30 – Refusal of an MOT Test Certificate

This must be printed via the MOT Testing Service except when operating in Contingency , then test documents will be handwritten. Templates for hand written forms are available to print from the MOT Testing Service.

Note: For information on Contingency Testing certificates see Section N

Following test registration a VT30 must be issued:

a. When a Tester refuses to test a vehicle for any of the qualifying reasons set out in Appendix 3 and the vehicle presenter requests a ‘refusal to test’ decision in writing.

b. When a test has to be abandoned because the Tester considers it unsafe to continue or because it has become apparent during the test that certain items cannot be satisfactorily examined. In these instances the Tester must complete as much of the test as possible and include any failure defects found during the partial test and give the reason why it was considered that the test could not be completed.

c. When a test is aborted due to a problem with VTS equipment or Tester.

d. When a test is completed and the vehicle has failed to meet the required standards, it must detail the reasons for failure and be signed by the Tester who carried out the test. If the vehicle remains at the VTS for repairs, that are likely to take more than 1 hour to complete, a VT30 must be issued on completion of the test. If the Tester decides to use the PRS facility, seeSection B5 paragraph 9, then he must complete the test before repairs are carried out. Once the repairs are complete the Tester must register the results on the MOT Testing Service and issue a VT30 in addition to a VT20.

e. If the Tester considers an item on the vehicle, whether testable or not, to be so defective as to render the vehicle dangerous to drive on the road, the Tester must warn the vehicle presenter of the nature of such defects. Non testable defects must be recorded by entering a manual advisory and selecting the dangerous option. Dangerous defects must be clearly explained to the vehicle presenter.


9. VT32 – Advisory Notice

An advisory notice is issued to the vehicle presenter advising the outcome of an inspection carried out by a DVSA examiner. It includes the English/Welsh dual language version (VT32W).

10. Exchange Test Documentation

a. Test documentation issued under Contingency Testing, may be exchanged for printed versions at the original VTS if requested. No charge can be made for this service. If the customer is unable to produce the hand-written documents the procedure for duplicate issue should be followed.

b. For information on exchange CT Certificates see Section N

11. Welsh Language Policy

DVSA’s Welsh Language Policy for documents issued at locations in Wales will be;

• MOT Test Certificates will be generated in both English, VT20 and Welsh, VT20W. All ‘standard machine printed text’ will have the Welsh equivalent. The tester can print either or both certificates as required;

• Refusal notices will be generated in both English, VT30 and Welsh, VT30W. All ‘standard machine printed text’ will have the Welsh equivalent. The tester can print either or both certificates as required;

• Advisory notices will be VT32W with all ‘standard machine printed text’ in both English and Welsh;

• When operating in Contingency Testing, hand-written entries need only to be in English and the VT30W need not be issued;

• Contingency Test Certificates will be printed in English only

H5 Retention of Documentation

1. All documentation copies must be retained in a readily retrievable manner at the issuing VTS for the duration of the retention period. Following this period all documents should be securely destroyed in an environmentally friendly manner.


2. Retention Periods (in months)

Document Normal Testing Contingency Testing

VT20 0 N/A

CT20 0 3

VT29 (inc M) 0 3

VT30 / CT30 0 3

Emissions Printouts 3 3 Note: A month is defined as a calendar month from the date the test result was entered.

Note: Emissions printouts from all test results, including all BET tests, must include all relevant vehicle details.