Recording an MOT Contingency Test: A Guide

Even the most robust systems can experience downtime, and the MOT testing service (MTS) is no exception. When the MTS becomes unavailable, whether due to system outages, internet connection issues, or power cuts, MOT testers must know how to perform and, crucially, accurately record a contingency test. This procedure ensures continuity for your customers and maintains your compliance with DVSA regulations. This guide will meticulously walk you through every step, from the initial manual process to the essential online submission once the system is restored.

Understanding when and why a contingency test is necessary is the first step. A contingency test is simply an MOT test carried out when the official digital system (MTS) cannot be accessed. This might be due to a nationwide MTS outage, a local internet service provider problem, or even a power failure at your test station. In such situations, the DVSA permits the test to proceed, provided specific manual procedures are followed, and the results are recorded on the MTS as soon as it becomes available again. Ignoring this procedure or performing tests without proper recording can lead to serious compliance issues, potentially affecting your test station's authorisation.

Preparing for a Contingency Test

Before you even begin the physical test, there are critical preparatory steps to take. These steps are designed to ensure you have all the necessary documentation and that the customer is fully aware of the situation.

• Verify MTS Status: Always confirm that the MTS is genuinely down. Check the official DVSA MOT testing service status page or contact the DVSA helpline if you are unsure. Do not assume the system is down based on a momentary glitch.
• Inform the Customer: Clearly explain to the vehicle owner that due to system unavailability, their MOT will be conducted as a contingency test. Explain that they will receive a manual certificate (VT20 or VT30) and that the official record will be uploaded once the system is back online. Transparency is key to customer satisfaction and avoids later confusion.
• Gather Manual Forms: Ensure you have a supply of blank VT20 (pass) and VT30 (fail) certificates. These are essential for providing the customer with immediate proof of test results. You will also need a robust system for manually recording all test details, such as a dedicated logbook or pre-printed contingency record sheets.

Conducting the Contingency Test Manually

The physical inspection of the vehicle remains identical to a standard MOT test. The only difference is how you record your findings and issue the result.

1. Perform the Inspection: Carry out the MOT test as you normally would, adhering to all the standard inspection methods and criteria. Your testing standards must not be compromised simply because the system is offline.
2. Record All Findings Meticulously: This is perhaps the most critical part. Every detail you would normally input into the MTS must be recorded accurately on paper. This includes:
   • Vehicle Registration Mark (VRM)
   • Vehicle Make and Model
   • Test Class
   • Date and Time of the Test (crucial for accurate later entry)
   • Odometer Reading
   • Test Result (Pass or Fail)
   • All Defects (Reasons for Failure) with their associated defect codes.
   • All Advisory Notes
   • Tester ID and Test Station Details
   • The unique serial number of the manual VT20 or VT30 certificate issued.

   Use clear, legible handwriting. Any ambiguity or missing information will cause problems when you attempt to upload the data to the MTS.

3. Issue the Manual Certificate:
   If the vehicle passes, complete and issue a manual VT20 certificate. Ensure all sections are filled in correctly, including the unique certificate number, vehicle details, test date, and your signature.
   If the vehicle fails, complete and issue a manual VT30 certificate. Again, ensure all details are accurate, especially the reasons for failure and advisory notes.
4. Retain Copies: It is absolutely paramount that you retain a clear, legible copy of every manual VT20 and VT30 issued. These copies are your primary record and will be essential for accurate data entry into the MTS later. The DVSA recommends keeping these copies for a minimum of 18 months.

Recording the Contingency Test on MTS (When Online)

Once the MTS is back online and accessible, you must record all contingency tests that were carried out during the downtime. This must be done as soon as possible, ideally within 24 hours of the system becoming available, to avoid any compliance issues.

1. Access the MTS: Log into the MOT testing service as you normally would.
2. Navigate to 'Record a Contingency Test': On the MTS dashboard, look for an option specifically labelled 'Record a Contingency Test' or similar. This is a distinct process from starting a new standard test.
3. Enter Vehicle Details: You will be prompted to enter the vehicle's registration mark (VRM) and potentially the make and model. Ensure this matches your manual records exactly.
4. Input Test Data: This is where your meticulous manual records become invaluable. You will need to input all the details you recorded on paper, including:
   • The exact date and time the test was performed (not the date you are entering it).
   • The odometer reading.
   • The test result (pass or fail).
   • All reasons for failure and their corresponding defect codes.
   • All advisory notes.
   • The unique serial number of the manual VT20 or VT30 certificate you issued.
   • The Tester ID of the individual who performed the test.
5. Review and Confirm: Before final submission, carefully review all the entered data against your manual records. A single error can lead to discrepancies and potential investigations by the DVSA. Ensure that the recorded date, time, and test result align perfectly with the manual certificate issued to the customer.
6. Submit the Record: Once you are confident all details are accurate, submit the contingency test record. The MTS will then formally log the test, and the vehicle's MOT history will be updated.

Key Information Required for Contingency Recording

Why Accurate Recording is Paramount

The importance of accurate and timely recording of MOT contingency tests cannot be overstated. Failure to comply can result in severe consequences for both the individual tester and the Authorised Examiner (AE). The DVSA conducts regular audits, and discrepancies between manual records and MTS entries, or missing entries altogether, will be flagged. This can lead to formal warnings, suspension of testing duties, or even the withdrawal of your test station's authorisation. Furthermore, accurate records protect you and your business in the event of customer queries or disputes regarding the test result or validity.

Frequently Asked Questions (FAQs)

Q: How long do I have to record a contingency test once MTS is back online?

A: You should record it as soon as possible, without undue delay. The DVSA generally expects it to be done within 24 hours of the system becoming available.

Q: What if I lose the manual paperwork for a contingency test?

A: Losing manual paperwork is a serious issue as it's your primary evidence. You must contact the DVSA immediately to explain the situation. Without the manual record, it will be extremely difficult to accurately upload the test details, and you could face non-compliance penalties.

Q: Can I perform a retest as a contingency test if the MTS is down?

A: Yes, if the MTS is unavailable, a retest can also be performed as a contingency test. The same manual recording and subsequent online submission procedures apply.

Q: Do I still charge the customer for a contingency test?

A: Yes, you are providing a service, and the test is legally valid. The payment process is separate from the recording process for the DVSA.

Q: What happens if I forget to record a contingency test on the MTS?

A: Forgetting to record a test is a serious breach of DVSA regulations. It means the vehicle's MOT history will not be updated, and the manual certificate you issued won't have a corresponding digital record. This can lead to sanctions against you and your test station. If you realise you've forgotten, contact the DVSA immediately for guidance.

Q: Can I backdate a contingency test entry?

A: When you record a contingency test on the MTS, you specifically enter the actual date and time the test was performed, which will be in the past. This is the correct procedure for contingency tests; you are not 'backdating' in a fraudulent sense but accurately reflecting when the test took place.

Mastering the contingency test procedure is an essential skill for any MOT tester. While system outages are infrequent, being prepared ensures your garage can continue operating smoothly and, more importantly, remain fully compliant with DVSA requirements. Always prioritise accurate manual record-keeping and prompt online submission to avoid unnecessary complications. Your diligence in these procedures not only upholds the integrity of the MOT scheme but also safeguards your professional standing and your test station's authorisation.

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