Operator control summary
- Keep the displayed plate, plating certificate and fleet record aligned.
- Use the correct gross, train and axle limits for the actual configuration.
- Update records and documents following a relevant notifiable alteration.
- Retain correction, replacement and loading evidence where a discrepancy is found.
HGV and trailer plates identify the equipment and record authorised weights and other operating information. Operators should ensure that each plate is current, readable, matched to the correct vehicle or trailer and used in allocation and loading decisions.
Official DVSA example
Which document goes where
The HGV VTG 6A plate is displayed securely in the cab where it can be read easily. The VTG 7A plating certificate is retained with the vehicle paperwork in the office or with the vehicle. The corresponding trailer documents are VTG 6T for the chassis plate and VTG 7T for the certificate.
Information the system should use
DVSA says the plate records identification, configuration, weight, dimension and tyre-related information. The listed fields include registration, VIN, manufacturer and model, vehicle function, gross weight, train and maximum train weight, individual axle weights and conditions about tyre use. The plating certificate also includes tyre size and ply rating or load index.
Fleet and loading systems should draw from the current document for the identified unit or trailer. A record copied from a similar vehicle, an earlier configuration or a previous certificate is not an adequate substitute.
Maximum authorised mass, train weight and axle limits
GOV.UK defines maximum authorised mass as the permitted vehicle or trailer weight including the maximum load. Gross train weight covers the tractor unit, trailer and load. These are authorised limits, not measurements of the actual operating weight.
Loading procedures need to control gross vehicle, train and axle weights. A combination may be within one limit and outside another. The applicable regulatory maximum can also depend on vehicle type, axle count and other criteria, so the headline weight tables should not be applied without checking their conditions.
Changes, corrections and replacements
DVSA identifies changes to the chassis, tyres, brakes or weight carried as notifiable alterations that can require updated documents. Operators should ensure that changes described as up-plating, uprating, down-plating or downrating are correctly processed and reflected in the operating record.
A lost or damaged plate or certificate can be replaced through the GOV.UK service. Where information is believed to be wrong, retain the evidence supplied for correction and the updated document received.
Audit evidence
- current plate and plating certificate for each relevant unit and trailer
- fleet-record identity and weight fields checked against the source document
- loading and weighing records showing how actual use was controlled
- notifiable alteration, correction or replacement records
- driver reporting and defect escalation for missing or unreadable plates