Guide · Vehicles & fleets
Vehicle compliance dates and records for UK fleets
By FileGuard · Published 3 September 2026 ·
The core vehicle dates
Most UK vehicle compliance admin comes down to a short list of recurring dates per vehicle:
- MOT. Most cars, vans and motorcycles need their first MOT when they turn three years old, then annually after that — some vehicle types have different timings, so always check the certificate or GOV.UK for the vehicle in question.
- Service. Set by the manufacturer schedule or your own maintenance policy.
- Road tax (Vehicle Excise Duty). Renewal date and method (annual, 6-monthly or Direct Debit).
- Insurance. Policy renewal date and cover details.
- Warranty and any custom dates you choose to track, such as lease end or breakdown cover.
FileGuard Fleet lets you record these dates against each vehicle, attach supporting documents, and set reminder schedules (such as 90, 60, 30, 14 or 7 days) based on the dates and settings you configure. See FileGuard Fleet for the full feature set.
Driver and licence records
FileGuard also supports driver records, including licence expiry and last/next licence-check dates. This is a place to record checks your team has carried out — it is not an automatic DVLA validation service. To check a driving licence yourself, use the official GOV.UK driving licence check service, then record the date and outcome in FileGuard.
A worked example vehicle record
| Field | Example |
|---|---|
| Registration | AB12 CDE |
| MOT due | 14 March 2027 |
| Service due | 2 January 2027 |
| Road tax due | 1 February 2027 |
| Insurance renewal | 30 June 2027 |
| Action owner | Fleet administrator |
| Evidence | Previous MOT certificate, service invoice, insurance schedule (attached as documents) |
When a date is completed — for example the MOT is renewed — the record and its document can be updated and the history kept, rather than overwriting the previous certificate.
Related workshop records
If your vehicles are serviced in-house, the workshop side has its own record set — equipment calibration, examination reports and technician training. See workshop compliance records for that detail, or bodyshop records if you run an accident-repair centre.
Fleet is an optional, per-organisation feature
Fleet sits alongside FileGuard's standard document and date records but is enabled per organisation; contact us to confirm availability and current terms.
Frequently asked questions
Does FileGuard check vehicle details with the DVLA automatically?
No. FileGuard records the dates and licence-check details your team enters, such as last and next licence-check dates for drivers. It does not perform automatic DVLA validation or live licence checks — those recorded checks still need to be carried out by your team using the official GOV.UK service.
What vehicle dates can FileGuard track?
MOT, service, road tax, insurance, warranty and custom dates, plus documents, maintenance history and driver records with licence expiry and licence-check dates. Reminders depend on the dates and settings you configure.
How do I get FileGuard Fleet?
Fleet is enabled per organisation; contact us to confirm availability and current terms.
Does FileGuard replace GPS or telematics tracking?
No. FileGuard does not provide GPS or location tracking. It focuses on vehicle documents, dates, maintenance, costs and reminders, and can sit alongside telematics tools.
FileGuard is record-keeping and reminder software. It does not inspect, examine, calibrate or certify equipment or vehicles, and it does not provide legal advice. Check current requirements with the official guidance, your competent person or your adviser.
Official sources
Related
Request a Fleet records demo
Fleet is enabled per organisation. Contact us to enable it and see it set up around your vehicles.