Your Guide to Becoming a DVSA Authorised Examiner

Embarking on the journey to become a DVSA Authorised Examiner (AE) or managing an existing MOT test station can seem like a complex maze of forms and regulations. However, with the right guidance, navigating this process becomes significantly clearer. This in-depth article aims to demystify the application process, providing a comprehensive roadmap for individuals, partnerships, and limited companies looking to establish, modify, or take over an MOT testing facility in the United Kingdom. Understanding the precise requirements and the correct way to complete the necessary documentation is paramount to a successful application, ensuring your venture into the world of vehicle safety and compliance is as smooth as possible.

Understanding the Authorised Examiner (AE) Role

An Authorised Examiner (AE) is the legal entity – whether a sole trader, a partnership, or a limited company – that holds the official authorisation to operate an MOT testing station. This means the AE bears full control and responsibility for all MOT testing activities conducted under its purview. Before delving into the application forms, it is highly recommended to thoroughly review the official MOT testing guide for test stations, as it contains foundational information vital for compliance and successful operation.

Who Must Complete the Application Form?

The application form must be diligently completed by the legal entity that will ultimately hold full control and responsibility for MOT testing. This ensures accountability and clarity regarding the operational oversight of the testing station. Accuracy and completeness are key at this stage.

Navigating the Different Application Types

The DVSA application form is versatile, catering to a variety of scenarios. Depending on your specific objective, you will need to complete different sections of the form and submit distinct supporting documents. It's crucial to identify your application type from the outset to avoid delays and ensure all requirements are met.

Applying to Become a New MOT Authorised Examiner

If you are a sole trader, partnership, or limited company seeking to become a new Authorised Examiner, this is your starting point. You'll need to request a basic DBS check for the sole trader, every partner in a partnership, or every director in a company. On the application form, select 'Apply to become an authorised examiner (AE)' and you can also select an option for an MOT testing station concurrently. You must fill in Part A, Part B, and D1 of the form. For partnerships and companies, every partner or director needs to complete a Part B extra declaration sheet. Email the completed form and declaration sheets to [email protected], attaching all supporting documents listed in D1. Any declaration of unspent criminal convictions for a limited company or partnership (England, Scotland, and Wales), and copies of criminal record check certificates (Scotland only), must be posted to DVSA.

For Existing MOT Authorised Examiners

If you are already an approved AE and are making an application related to an MOT testing station, you should select 'I am currently an approved AE' on the form, followed by the relevant MOT testing station option. Complete sections A1, A2, A3, and either A5 or a separate declaration if your company has convictions. Email the form to [email protected]. Any declarations of unspent criminal convictions for your limited company or partnership must be posted to DVSA.

Making Changes to a Current MOT Authorised Examiner

Changes to your AE details, such as adding or removing a director, require specific steps. A basic DBS check is needed for any new partner or director. On the application form, select 'Make a change to a current AE'. Fill in Part A and, if applicable, Part B (for changes to partners or directors), then D1. Use extra Part B declaration sheets for multiple individuals. Email the form and declarations to [email protected], attaching D1 supporting documents. Post any unspent criminal convictions declarations or Scottish criminal record check certificates to DVSA.

Changing Your AE Designated Manager (AEDM)

The Authorised Examiner Designated Manager (AEDM) is the individual responsible for MOT testing within your business. A basic DBS check is required for the new AEDM. On the form, select 'Change of AE designated manager'. Complete Part A and D1. If the AEDM is a new director, also fill in Part B. Email the form and any extra declaration sheets to [email protected], attaching D1 supporting documents. Post any unspent criminal convictions declarations or Scottish criminal record check certificates to DVSA.

Setting Up a New MOT Testing Station

To establish a new MOT testing station, first select the relevant option in the first box of the application form, then choose 'Apply to set up a new MOT testing station' from the second box. You will need to complete Part C, D2, and D3. If applying for multiple stations, use a Part C extra declaration sheet for each. Email the form and declaration sheets to [email protected], attaching supporting documents for D2 and D3.

Taking Over an Existing MOT Testing Station (Currently Testing)

Before applying, the current AE must surrender their authorisation. On the form, select the relevant option from the first box, then 'Apply to take on an MOT testing station that’s currently testing' from the second. Complete Part C and D2. Use a Part C extra declaration sheet for multiple stations. Email the form and declaration sheets to [email protected], attaching D2 supporting documents.

Taking Over a Previously Approved, Non-Testing MOT Station

If the MOT testing station was previously approved but is no longer testing, select the relevant option from the first box, then 'Apply to take on an MOT testing station that was previously approved but is no longer testing' from the second. Fill in Part C, D2, and D3. Use a Part C extra declaration sheet for multiple stations. Email the form and declaration sheets to [email protected], attaching D2 and D3 supporting documents.

Making Changes to a Current MOT Testing Station

For alterations to an existing MOT testing station, such as changing vehicle classes or equipment, select the relevant option from the first box, then 'Make a change to a current MOT testing station' from the second. Complete Part C, D2 (if relevant), and D3. Use a Part C extra declaration sheet for multiple changes. Email the form and declaration sheets to [email protected], attaching D2 (if relevant) and D3 supporting documents.

Detailed Breakdown of Application Form Sections

Part A: Authorised Examiner Details

Part A focuses on the details of the Authorised Examiner entity itself.

• A1. Declaration: This section must be completed by the sole trader, a duly authorised partner, an officer of the company, or a duly authorised person within the company or partnership. It signifies commitment to the application details.
• A2. Statement of Responsibilities: Similar to the declaration, this affirms the applicant's understanding and acceptance of their responsibilities as an AE.
• A3. Current AE Number: If you are an existing AE, provide your AE number found on your MOT authorisation certificate (VT9). Leave this blank if you are a new applicant. Note that this is distinct from your MOT testing station ID or user ID. Allow approximately six weeks for processing AE changes.
• A4. Business Details: Provide the trading name of the business applying to be the AE. For limited companies, include your company number from Companies House. Also, specify the registered office address and the correspondence address where all official communications will be sent.
• A5. Declare your limited company or partnership has no unspent criminal convictions: This section is only for partnerships or companies without unspent convictions. If your business does have unspent criminal convictions, a separate declaration sheet must be completed and posted to DVSA.
• A6. Authorised Examiner Designated Manager (AEDM): You must nominate an AEDM. For sole traders, it's the sole trader. For partnerships, it's the partner with most direct control over MOT testing. For companies, it's an officer or senior manager with direct responsibility for MOT testing across all sites. This individual must possess a Level 3 Award in MOT Test Centre Management or have completed a MOT Managers’ Course or Authorised Examiners’ course. A basic DBS check for the AEDM is mandatory, and you must include the disclosure certificate reference number and the DBS consent code (England and Wales). In Scotland, a clear scan or copy of the certificate must be posted, clearly marked with your AE number (if applicable), trading name, and postcode.

Part B: MOT Authorised Examiner Principals (AEPs)

Part B focuses on the personal declarations of the individuals holding principal roles within the AE entity.

• B1. MOT Authorised Examiner Principals (AEPs): Every individual named in the application as an AEP – including the sole trader, every partner in a partnership, and every director in a company – must complete Part B. If there are multiple individuals, separate declaration sheets are required for each.
• B2. Personal Declaration of Non-Conviction and Bankruptcy: A basic DBS check is required for each AEP. Provide the reference number and consent code (England and Wales). For Scotland, post a clear scan or copy of the certificate with the required identifying information. A 'conviction' includes any court-imposed penalty, excluding fixed penalty offences. You cannot apply if you are currently bankrupt. If you have been bankrupt within the last five years, you must include a copy of your 'certificate of discharge' or an independent declaration confirming you are no longer under restrictions.

Part C: MOT Testing Station Details

Part C pertains specifically to the MOT testing station itself, whether new or existing.

• C1. MOT Testing Station Details: This section is for new station setups or changes to current stations. If applying for multiple stations, use a Part C extra declaration sheet for each. For new stations, leave the MOT vehicle testing station number blank. For existing stations, provide the number from your VT9 certificate. Enter the full trading name of the MOT testing station and select the MOT classes of vehicles you intend to test. Indicate whether the station will feature one-person, two-person, or automated test lane facilities. Refer to Section D of the MOT testing guide for more information on facility requirements.
• C2. MOT Equipment: Detail information about your MOT equipment. The DVSA encourages the use of equipment that can connect directly to the MOT testing service for automatic data transfer. If your equipment isn't listed as connectable, contact your manufacturer for upgrade options.
• C3. Changes to Premises or Equipment: Complete this section if you plan to replace or change any fixed test equipment, or alter the building or layout of test equipment. Consult Section D and Appendix 2 (facilities and security) of the MOT testing guide for detailed requirements.

Part D: Supporting Documents

Part D lists the essential documents that must accompany your application.

• D1. Authorised Examiner Supporting Documents: Tick the boxes to confirm inclusion of relevant documents. These include a copy of your partnership agreement (for partnerships only), a letter authorising you to act on behalf of the limited company or partnership (not for sole traders), and a copy of the certificate proving the Authorised Examiner Designated Manager has completed an MOT manager training course.
• D2. Solicitor’s Letter: A solicitor's letter on headed paper is crucial. It must state your legal right to operate within the premises (e.g., ownership, licence to occupy, rental agreement, or enforceable lease) and confirm exclusive use of the premises for MOT testing, including the test bay, facilities, office, security equipment, and all customer areas. It must also confirm that planning permission is in place. Do not send copies of the lease itself, only the solicitor's letter.
• D3. Site Plans and Drawings: Supply digital plans and drawings where possible. Depending on your application type, you'll need to include a site plan showing the location of testing premises and/or a fully dimensioned drawing of the test bays.

Declaration of Unspent Criminal Convictions (Separate Sheet)

If your partnership or limited company has unspent criminal convictions, you must complete a separate declaration form and post it to the DVSA. An unspent conviction is any court-imposed penalty, from an absolute discharge to a prison sentence, that has not yet become 'spent' under the Rehabilitation of Offenders Act 1974, excluding fixed penalty offences.

Summary of Application Requirements

To provide a clear overview, here's a summary of the key documentation and actions required for different application scenarios:

Frequently Asked Questions (FAQs)

Q1: How long does it take for a DVSA application to be processed?

While processing times can vary, the DVSA advises allowing approximately six weeks for changes to an Authorised Examiner to be processed. For new applications, it's always best to submit well in advance of your desired operational start date to account for any potential queries or additional information requests.

Q2: What is the difference between an AE number, MOT testing station ID, and MOT testing service user ID?

Your AE number identifies your Authorised Examiner entity (sole trader, partnership, or company) and is found on your VT9 certificate. The MOT testing station ID is specific to a physical testing location. Your MOT testing service user ID is your personal login credential for the online MOT testing system. These are distinct identifiers, and it's important not to confuse them during the application process.

Q3: Do I need a solicitor for the application process?

While you don't necessarily need a solicitor to fill out the entire application, a solicitor's letter is a mandatory supporting document (D2) for applications involving premises. This letter, on headed paper, legally confirms your right to occupy the premises, exclusive use for MOT testing, and that planning permission is in place. Therefore, engaging with a solicitor for this specific document is essential.

Q4: What if my company or a principal has unspent criminal convictions?

If your limited company or partnership has unspent criminal convictions, you must complete a separate declaration sheet detailing these convictions and post it to the DVSA. Similarly, if any Authorised Examiner Principal has unspent personal criminal convictions or has been declared bankrupt within the last five years (and not discharged), this must be declared in Part B and relevant documentation provided. Failure to disclose such information can lead to severe penalties or rejection of your application.

Applying to become or manage an MOT test station under DVSA authorisation is a meticulous process, but one that is entirely manageable with careful attention to detail. By understanding the different application types, diligently completing each required section of the form, and compiling all necessary supporting documents, you can significantly streamline your journey. Remember, the goal is to demonstrate your capability and commitment to upholding the high standards of vehicle safety set by the DVSA. Good luck with your application!

If you want to read more articles similar to Your Guide to Becoming a DVSA Authorised Examiner, you can visit the Automotive category.