X-RAY

Transport Management Limited

• Home
• Transport Management Services
• VOSA
• OCRS (O’Licence Scoring)
• Transport Manager
• CPC Cover
• Driver Management
• Satellite Operations Centre
• Improve Operational Performance
• Cost Analysis
• KPI Reporting
• Transport Consultancy
• Project Management
• Contact US
• Q&A
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Transport Management

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X-Ray (Transport Management) Limited provides a bespoke service supporting small to medium sized companies
operating from 1 – 30 trucks within the Essex and Suffolk area.

Ray Baker is the Managing Director of X-Ray (Transport Management) Limited and has 35 years Operational /
Senior Transport Management experience.

Knowing how difficult it is for companies to compete in today’s transport / logistics market with its low profit
margins and increasing burden of legislation, high fuel prices and operating costs. It’s no wonder transport
businesses are struggling.

X-Ray Transport Management provides solutions and alternatives for the smaller transport companies; these are
aimed at saving you time and money to concentrate on operating your business to make a profit. Today transport
owners need to be in control of operations and not speeding valuable time on admin.

O’licence Compliance Audits provide independent auditing of both your systems and the procedures you have in
place to deal with your vehicle maintenance arrangements. We use the recommendations in VOSA’s Guide to
Maintaining Roadworthiness as the benchmark to thoroughly auditing your maintenance systems and carrying out
essential roadworthiness inspections, it is possible to identify areas that require prompt attention in order to avoid
non-compliance should VOSA visit your operating centre.

VOSA recommend 16 hours a week should be dedicated to maintaining O’licence compliance for a small fleet,
finding this time in a busy transport office is difficult and it’s easy to put the job off for another week. We all hope
that VOSA gives notice when they are to conduct an on-site inspection, but in reality with the new activities and
increased VOSA presence this is not the situation any longer. Safe guarding your company O’licence is
paramount, losing your O’ licence will seriously affect your business. Our dedicated back office service will
ensure your company O’licence is fully protected.

Some companies only require a 6 monthly compliance audit however the majority of our customers now opt for
our regular weekly back office service.

Only pay for what you need.

Large transport companies have dedicated Transport Managers to keep their compliance procedures up to date and
managing the operating costs and KPI reporting. (Expensive)

The smaller transport company requires a more versatile person who is operations/transport/traffic manager rolled
into one. Small companies have to concentrate on making a profit and all hands need to man the pumps. Its easy to
make mistakes.

X-Ray back up office facilities

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Transport Management

New changes with VOSA

The Department for Transport is seeking views on certain proposals with regard to VOSA roadside
stops. The consultation started in June and runs through to August 2010. The consultation period is
relatively short as the DFT has already been engaged in consultations with interested parties. The basic
proposal is that there will be new powers to allow "appointed VOSA officers" to stop commercial
vehicles for inspection. Powers would be aligned so that they are identical throughout the United
Kingdom. VOSA stopping officers would in future be appointed by the Secretary of State, not the
Police, as under the existing regime. The Department of Transport believes that the new powers would
free up Police involvement in the administration of the current road stopping regime.

Do you need outside help?

It is no good having operating systems in place unless they actually work. Sometimes it is easier to
appoint a specialist in operator licensing procedures to carry out periodic audits of your paperwork and
systems, this will give you a good idea of how your appointed transport manager is performing and
implementing your quality standards;

• Driver daily vehicle checks are completed and recorded. Spot checks carried out.

• Driver time sheets are correctly completed; (Drivers name, vehicle & trailer details, working time
recorded, empty running recorded, start & finish location, start & end mileages, fuel data and
running expenses).

• Driver’s hour’s are being checked and disciplinary systems are being followed through

• Managing inspection / service records

• Defect reporting is monitored and the correct actions completed

• Outside vehicle maintainer is actually completing all areas of the service and completing the
service sheets correctly.

• Make sure your vehicle maintainers know you are keeping a close eye on them.

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VOSA

With VOSA increasing the number of vehicles being stopped for roadside examinations, this in-
turn leads to companies being selected for O’ licensing spot checks at their own operating
centres. A high number of hauliers fail these inspections due to not complying with Operating
policies and procedures.

We are all aware of the consequences for failure to comply with the terms and undertakings of
your Company O’licence which can lead to the Traffic Commissioner revoking, suspending or
curtailing the operators licence through a Public Inquiry.

At some time your truck will pick up a roadside prohibition or a driver may incur a tachograph
infringement, this is the industry we work in, every time a vehicle leaves your depot, your
company O’licence is at risk as there are hundreds of penalties your driver or the truck/ trailer
may fall foul of. Will your current filing system past the VOSA test? Don’t risk losing your
Operating Licence or incurring serious fines or restrictions.

X-Ray Transport Management Limited is a locally based transport management service covering
Suffolk and Essex. We have many years experience regarding VOSA site inspections and have
provided our clients with a 100% satisfactory pass rate.

VOSA have a job to do and compliance procedures are complex, the rules are very black and
white and failure to comply is not acceptable. X-Ray (transport management services) will
manage and monitor your transport auditing systems weekly. We will ensure that a full and
comprehensive paper trail is in place to safe guard your O’licence. Mistakes are made, VOSA are
looking to see how you have amended these mistakes and stop them occurring in the future.

Experience has shown us that a busy transport manager can easily get bogged down with the
mundane record keeping, A Transport Manager’s role is to multi task, he is generally the person
who has to sort out the daily problems incurred in operating a fleet of trucks and managing
drivers when problems arise these need immediate attention, as a result the record keeping goes
on the back burner. It is very easy to get complacent in this area, however get a sudden visit from
VOSA you could really be in trouble.
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OCRS Scores
The following statement was taken from a recent FTA news letter.

• On average, 70 hgv operators are called to a public inquiry every month related to
compliance issues
• 60 per cent of those public inquiries have resulted in action taken against the operator's
licence, where the licence has been curtailed, suspended or revoked
• VOSA prosecuted over 4,000 hgv drivers for drivers' hours offences in 2007/2008
• In 2007/2008, VOSA prohibited over 57,000 vehicles

The Operator Compliance Risk Score (OCRS) system has been developed by the Vehicle and Operator
Services agency (VOSA) as a way of rating haulage companies.

This then assists enforcement officers to identify which vehicles are most likely to be non-compliant.

You may find your customers, as part of their tendering criteria, asking your company for its OCRS
score as part of their corporate purchasing policies. X-Ray Transport Management will help you identify
and improve your OCRS.

Regularly checking your OCRS rating.

Investigating areas of poor performance and identifying area's for improvement.

Analysing your maintenance system and carrying out audits in relation to vehicle maintenance.

Ensure drivers hours and tachograph rules are adhered to.

VOSA will reveal to operators their individual OCRS, with this information together we can
work on improving it.

Managing and monitoring KPI reporting systems do help to identify your weak areas.
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Transport Management

Transport Management Services.

We guarantee full confidentiality and secure data transfer between both parties. You select the level of
support required and you control the costs.

Would you pass a VOSA INSPECTION?

As a holder of an operator licence you may be asked to show that you have “quality assurance measures
in place. Failure to monitor and supervise key systems relating to your commercial fleet is one of the
main causes of Operators being called to disciplinary public inquiries.

Transport Consultancy

Our On-site Operators Compliance Audit will highlight any areas of weakness in your current operating
procedures which can be rectified. The inspection would last around 3 – 4 hours.

Do you want piece of mind knowing that your operating procedures are fully
compliant and updated weekly?
Weekly Transport Management Service (Stage 2)

• Maintaining company O’licence and monitoring OCRS rating

• Planning and implementing regular inspections and servicing schedules
• Updating service wall planner.
• Maintaining service maintenance contracts and managing maintenance records
• Defect monitoring, reporting and action taken.
• Tachograph analysis, infringement reporting and driver disciplinary procedures
• Monitoring working time directives
• Driver holiday planner
• Driving licence checking and record keeping

Part of our service is to set up a professional filing system which is easy to maintain and monitor. As our
client you need only provide the raw data which is collected on a Monday and we will do the rest.

We will operate a carbon copy of the filing system at our own office.
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Transport Manager
The role of today’s Transport Manager has changed, there is little margin for error in the road haulage
market, where one small oversight can cancel out any profits. The Transport Managers job description
has changed to being more of an operational role within the company. Operating procedures set by
VOSA are becoming more time consuming and does distract the concentration required on running the
business.

We work with your transport/traffic office giving your front line staff time to think and react to everyday
situations. Out-sourcing certain areas of your mundane administration responsibilities helps to eliminate
the everyday admin. mountain allowing extra time to concentrate on the productive side of operational
management ensuring your fleet and drivers return a profit.

We operate a smooth and comprehensive back-up service which is confidential and respectful of your
business at a fraction of the cost of employing a transport manager’s assistant.

Do you need a full / part time Transport Manager with National / International CPC
(Certificate of Professional Confidence?)

• CPC Transport Manager (National and International Certificate)

• Short – mid – full term CPC Transport Manager Cover

Should your O’Licence require an additional or dedicated CPC holder we can help?

Your Transport Manager may be retiring or moving to a new post we can provide CPC cover.
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Transport Management

Do you want a reliable and cost effective driver management program?

Driver Hire solution

X Ray m aim to develop our own in-house driver back-up agency. This is only available to clients
registered to the weekly transport management service. As part of the weekly service we monitor your
driver holiday rota, when you have a driver on holiday we will provide a replacement driver from X-Ray
Driver back-up.

This ensures that we only employ professional drivers’ who are reliable and experienced in your mode of
transport services. All the compulsory checks will be carried out prior to the driver taking over.

The aim is to provide you with regular professional drivers who you know and can trust to maintain you
company’s values.

Driver Recruitment
When one of your regular drivers is leaving or retiring contact X-Ray and we will recruit your next driver.

(Driver recruitment is time consuming; advertising, interviewing, checking references and driving
licence details only to find within a few weeks you have employed the wrong driver and need to start the
process all over again).

Professional drivers are hard to come by, however offering the right package helps secure quality
drivers. Before X-Ray employs a driver they must meet a certain level.

• Comprehensive CV
• Interview (1)
• Complete a job application form
• Questions and answers exam concerning their level of knowledge
• Driving Assessment
• Check previous employment references
• Interview (2)
• Driving licence checking service carried out through the DVLA
• Undertake a comprehensive 2 hour training course prior to starting with new company.

Company Policy and Procedures

We can provide your own company dedicated Contracts of Employment / Driver Handbooks
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Driver Training

Driver CPC
The majority of your employed drivers should have completed stage 1 of the Drivers CPC module which
started in September 2009. However some company’s have not signed up to driver training and have left
the responsibility the driver to take his own Driver CPC. We offer an approved CPC Training program
for both companies and the individual driver. Undertaking courses on a yearly basis is more cost
effective and less time consuming.

Tachograph Training
Do you have a driver who is very good at his job but is regularly collecting tachograph infringement or
fines? Understanding the tachograph legislation is not easy for everyone to master. We offer full training
on analogue and digital tachographs, this is a daily course and upon completion the driver will receive a
training certificate.

Conference & meeting rooms available with on-site catering

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Transport Management

Do you need a short / long term fleet Operating Centre

Satellite Operating Centre

• Purpose built Operating Centre close to Ipswich / Felixstowe

• Direct access A14
• Secure operating centre 1 – 30 vehicles with 24 hour driver facilities
• Transport Management CPC Services to comply with operating procedure
• Satellite office facilities
• Local driver recruitment and management if required
• Driver hire when required for holiday / sickness cover
• Negotiation and management of approved service suppliers

Make starting a business so much easier…

…with real & practical help.

We fully appreciate how challenging starting your own business can be. However, real and practical
support is here to help you from X-Ray Transport Management Limited.

Working with us, we will put together a unique Business Start-up Pack especially designed to get you
off to the right start – and to save you money

• O’Licence compliance and legislation

• Free business banking
• Fuel card management
• Account office support
• IT & telecommunication solutions fully tailored to your start up needs
• Peace of mind knowing you are adequately insured and protected against risk

Would you like the support of expert & practical advice to help your business compete, prosper and
grow – today and in the future? Well, you can have all of that - plus a lot more.

Simply contact X-Ray Transport Management Limited to start receiving the benefits today or visit
www.xraytm.com for more information.
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Transport Management

Time Utilisation and improve your Operational Performance

Fleet Management and Cost Analysis

This service is designed for a fleet consisting of 1 - 30 vehicles, allowing you time to monitor how well
your company is doing against Key Performance Indicators such as MPG and cost per mile. From your
raw data we can produce in excess of 30 KPI reports. Not all are relevant to your every day needs,
however when you are ready to expand or need to cut back some of these reports are a source of vital
information.

Collecting data is time consuming so we provide a weekly data collection service of vital information
which we input into our fleet management program. Collecting this raw data is a simplified progress.
Data analysis is only as good as the information provided and input into the Fleet management system.

From the information you provide we can upon your request provide a full breakdown on fleet costs and
individual vehicle costs, 30 plus KPI reports and a full operations analysis giving you an overview of the
performance of your vehicles. This service is in strict confidence and anonymous with no identifying
data being available to other users.

Our Fleet Management program gives you comprehensive weekly / monthly / annual management
reports upon request. The collection and input of data is FOC. You are only charged for information as
you require at an agreed hourly rate.
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Setting Targets by using KPI’S

Benchmarking through specific KPI reports are great for setting cost targets and to analysis end of year
management accounts.

KPI Reports are available upon request.

• Fleet / vehicle operating costs

• Running costs
• Standing costs
• Maintenance costs
• Vehicle rental, leasing and depreciation
• Fleet / vehicle PPM operating costs
• Fleet / vehicle fuel management MPG
• Fleet / vehicle fuel efficiency
• Fleet / vehicles service / maintenance budgeting
• Defect reporting
• Drivers costs
• Nights Out
• Parking and toll charges
• Fleet / vehicle Profit & Loss reports
• Operational management accounts
• Accident reporting
• Insurance claims experience
• PCN’s and FPN’s
• Failed deliveries
• Late deliveries
• Customer complaints
• Compliance performance
• Maintenance records
• Roadside checks
• MOT failures and prohibition notices
• Missed inspections / service reports
• Driver and Staff appraisals
• Health and safety incidents

Some of these reports we would recommend requesting on a regular basis as they will save you money. Others we
would suggest at various periods throughout the year. Too much information can be confusing; however having
the information available upon request is very good.
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Fleet MPG
Make your driver aware of the MPG cost of his vehicle, when all the fleet and drivers MPG are shown on a
weekly / monthly spreadsheet, watch and see how your vehicles MPG improve.

Vehicle PPM
Knowing how much it costs to operate each individual vehicle on a PPM basis is vital to showing which vehicles
return a profit, this information is available weekly / monthly. These figures will help you to reduce operating
costs.

Others reports we would suggest reading at various periods throughout the year. Too much information can be
confusing and counteractive; however having the information available upon request can be very important
when is the right time to increase the fleet.
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Transport Consultancy
Transport issues are complex and are constantly updating.

The benefits of having a dedicated Transport consultant will ensure you are fully informed and your
business meets the legal requirements set by the Traffic Commissioner.

When owners first set up a transport company they have a vision on how they want there company to
operate. However as time goes changes take place; some good, some bad. If you are concerned and want
to implement changes this is a good reason to call in your Transport Consultant.

Time is money; you only pay for consultancy when it is required.

Project Management
Project management relies upon using data analysis for forward planning. Budget forecasts are important
to ensure the company moves forward and do not suddenly become another victim of working within a
low profit margin industry.

The role of transport consultant has an important part to play within your project management team.
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RATES

O’Licence Compliance Audit £ 350.00

Weekly Transport Management Service (Company) £ 150.00
Weekly Transport Management Service (Owner Driver) £ 25.00
CPC Transport Manager Cover (Weekly) £ 150.00
Transport Management Support Services (Hourly) £ 35.00
Transport Consultancy / Project planning (Hourly) £ 40.00
Debt Collection (15% of Invoice Total plus court fee) £ 80.00
Tachograph Analysis (Per driver per week) £ 2.00
Driver CPC Training (1 Day Module) 2010 £ 99.00
Driver Tachograph Training (1 Day course) £ 99.00
Driver Hire (Hourly guaranteed 10 hours) £ 11.75
Driver Hire (Overtime rate exceeding 10 hours) £ 14.25
Driver Recruitment (3 Month placement) £ 450.00

Tachograph Analysis
We undertake tachograph analysis in-house, your tachograph data is collected on Monday and maintained weekly.
Driver infringements are reported weekly and all charts are stored securely.

Tachograph Rules & Compliance

We provide wall charts which are easy to understand covering all aspects of running professional
Transport
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Q&A

Transport manager qualifications for goods vehicle operators

If you hold a standard goods vehicle operator's licence, you must employ a 'professionally competent' person to manage your
transport operations.

This could be you or a transport manager you employ - they don't have to be part of your full-time staff. The transport
manager will need to hold a relevant qualification or be able to prove a certain level of experience.

O’Licence

It is against the law to start operating until your licence or an interim licence has been granted. You should ensure you have a
licence document and vehicle identity discs. If the fee isn't paid by the due date, the grant ceases to have effect.

Your licence will show the following:

• the type of licence

• the maximum number of vehicles you can operate under it
• your operating centre address
• any additional conditions that apply to your licence
• transport manager details
• authorised vehicles (if known)

The Vehicle and Operator Services Agency (VOSA) will also visit your business to give advice on running your operations
safely and maintaining environmental standards.
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Maintenance requirements for goods vehicle operators

You need to satisfy the Traffic Commissioner that you will keep your vehicles fit and serviceable at all times. If you don't
intend to carry out this work yourself, the Traffic Commissioner will want to see a copy of a contract with a maintenance
provider.

Your responsibilities include ensuring a member of staff carries out a daily walkaround check of every vehicle before use.
This inspection needs to be more thorough where a vehicle or trailer has been off the road for some time. First-use inspections
are equally as important for any vehicles or trailers that are leased or borrowed.

You will need a maintenance schedule to ensure your vehicles are regularly checked for faults that could affect their
roadworthiness. The dates for these safety inspections should be pre-determined at least six months in advance using a
maintenance planner or wall chart.

If you are planning to take care of your own safety inspections, you must have staff that is competent at carrying out the
work. You will also need to have adequate tools and facilities. These need to be appropriate for the size and type of fleet you
own, and should be able to:

• measure brake efficiency

• set headlamp aim
• measure exhaust emissions

If you intend to contract out your safety inspections and maintenance, you will need a means of regularly monitoring the
quality of work carried out for you. You are still responsible for the condition of vehicles and trailers maintained for you by a
garage or agent, or those hired to perform your safety inspections and maintenance.

Details of all safety inspections must be recorded in writing and should include items covered by the appropriate Department
for Transport annual test. These safety inspection reports should be kept for a minimum of 15 months and must include:

• vehicle details
• a list of all items to be inspected
• when and by whom the inspection is carried out
• the result of the inspection
• details of any remedial work
• a declaration that any defects have been rectified satisfactorily
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Transport Management

You need to have a system in place to allow your drivers to promptly report, in writing, any defects or symptoms of defects
that could make vehicles unsafe. Give drivers clear, written instructions explaining their responsibilities. You must also have
a system in place to ensure vehicles that are not roadworthy are removed from service. Keep the drivers' defect reports for at
least 15 months.

Monitor your system for maintaining the roadworthiness of your vehicles regularly, particularly in the early stages. You will
need to inform your relevant traffic area office immediately if you make any changes to your safety inspection arrangements.

Demonstrating that you have adequate financial resources

When you apply for a goods vehicle operator's licence, you will need to satisfy the Traffic Commissioner that you
have adequate financial resources to keep your vehicles fit and serviceable. Standard national and standard
international licence holders must also have sufficient financial resources to run the road transport operation.

You will need to give details on the GV79 application form of any recent bankruptcy, insolvency, liquidation or
disqualification in relation to a company. You also need to provide information about your financial resources and
provide evidence to support this, such as bank statements or most recent audited accounts.

Financial information you'll need to provide

You will need to provide additional information about your company's financial circumstances when you apply for a
goods vehicle operator's licence.

You will also need to satisfy the Traffic Commissioner that you have adequate financial resources to start up and run
the road haulage business properly.

There must be enough working capital - e.g. cash, loan facilities, or other assets that can be turned quickly into cash
- to cover all expenses that are likely to arise before any money is earned to meet them. Physical assets, such as
buildings, vehicles or livestock, are not acceptable as evidence of financial standing.

Make changes to your goods vehicle operator's licence

If you hold a goods vehicle operator's licence, you will probably need to change the details held on your licence from
time to time. For example, you may want to add or remove vehicles listed on your licence, or inform the Traffic
Commissioner about a change to your registered address.

You can make certain changes online, using the operator licensing self-service system provided by the Vehicle and Operator
Services Agency (VOSA). Some changes are classed as 'major' variations. These include changing or adding operating
centres, or applying to increase the number of vehicles you can operate. You will have to advertise most applications for
major variations in a newspaper that covers the area in which you have your operating centre.
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Transport Management

What is the level of Audit

• Full concise industry-respected reporting

• Independent and impartial inspection and advice
• Inspections carried out on your premises, at a time to suit you with expert
knowledge of freight transport legislation

1 Daily walkround checks

Including whether sufficient instructions/training has been given to drivers and
whether they appear to be carrying out checks correctly

2 Driver defect reporting

Including whether defects are being recorded, how accurately drivers are completing
reports and what percentage of defect reports correctly record the remedial action
taken

3 Safety inspections
Including checks on the planned programme for carrying out safety inspections it’s
compliance with VOSA recommendations, and whether the programme had been
adhered to over the period covered by the audit. Inspection reports will be checked
to determine whether they correspond with the current VOSA Inspection Manual
and whether they have been correctly completed

4 Maintenance facilities
Including recording who undertakes inspection, maintenance and repair, checks on
the equipment available for vehicle maintenance and the number of staff involved in
the maintenance operation

5 Quality monitoring
Including reporting on who is responsible for undertaking quality control of your
maintenance systems and whether annual test pass/failure rates and/or prohibitions
(PG9’s) are monitored

6 Records
Including checks on availability, filing and retention of periodic inspection reports
and driver defect reports

7 Vehicle condition
Roadworthiness inspections have been set-up to be a part of the quality monitoring
process. The acid test of any maintenance system is the condition of the vehicles. It
is therefore essential that roadworthiness inspections are carried out to give you a
full picture of your maintenance systems.
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Transport Management

Your legal obligations

Vehicle safety is one of the prime objectives of the O licensing system and therefore
you must satisfy your Traffic Commissioner that you can keep vehicles in a fit and
serviceable condition. This includes ensuring daily vehicle checks are undertaken, a
suitable defect reporting system is in place, regular safety inspections are carried out
and any defects of which affect the safety or legality of the vehicle as promptly
rectified.
VOSA’s Guide to Maintaining Roadworthiness recommends that vehicle/trailer
condition and maintenance procedures are subject to periodic quality monitoring by a
technically competent third party; this should include the inspection of
vehicles/trailers and analysis of inspection records, to reveal any incorrectly
completed reports or problematic trends.

Name__________________________________________

Job title___________________________________

Company____________________________________________________________

Address
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I am interested in:

Vehicle Maintenance Systems Audits

Categorisation of Defects Training
Due Diligence Inspections
Engineering Investigations
Fleet Management Information
General Transport Consultancy
Health and Safety Consultancy
HGV Roadworthiness and Maintenance Inspections
Operator Licence Audits
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