How to Schedule Your Fleet MOTs | How Fleet Management Software Can Help

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Updated 08/09/2023

All vehicles, except for electric goods vehicles registered before March 2015, tractors and some classic vehicles, need an MOT. Heavy goods vehicles (HGVs), buses and trailers need an annual test, which is similar to a standard MOT. Driving without an MOT is a criminal offence, and can lead to a fine or penalty points. As a fleet operator or driver, it is important to be aware of the different laws in place concerning MOTs, and how you can schedule their dates effectively.

In this guide, we will explore when certain fleet vehicles need an MOT, how to organise them for your fleet, and how fleet management software can help make the process easier. We will also discuss how important fleet MOT scheduling is, and how our planning tools at AssetGo can help.

When Do Fleet Vehicles Need an MOT?

Most vehicles will need an MOT at the same time every year. Cars that are older than three years, for example, need an MOT every year, alongside a non-compulsory but highly recommended service. If you own or manage a fleet of vehicles for a business, each will need its own yearly inspection.


HGVs with a weight of over 3,500kg, alongside buses and trailers, need an annual vehicle test rather than an MOT. This is similar to an MOT and is a legal requirement. There are also certain vehicles that are exempt from goods vehicle testing. These “HGV (Heavy Goods Vehicle) MOTs” must be carried out yearly, with the first test taking place 12 months after the vehicle was first registered with the DVLA. Trailers must be tested one year after they were first sold and supplied. You can get your vehicle checked by a mechanic before the test, and it must be cleaned. If your vehicle is not clean, your annual test may be rearranged.

A Class 7 MOT is required for smaller goods vehicles between 3,000kg and 3,500kg. This is similar to a regular MOT (Class 4), but it is more in-depth.


Work vans, like cars, need a valid MOT certificate every year three years after they were first registered. Failure to provide a valid MOT certificate for a work van is a criminal offence, and you could be fined or receive penalty points. Therefore, it is vitally important to schedule your fleet’s MOT using a reliable fleet management software.

A sign for MOT at the side of the road


Public Service Vehicles and light commercial vehicles, such as minibuses and coaches, need an MOT, but they fall into different classes. PSVs with eight seats or less and private passenger vehicles with nine to 12 seats need a Class 4 MOT. If the latter has a seat belt installation check, then a Class 4a MOT is necessary. Private passenger vehicles with 13 to 16 or more seats need a Class 5 MOT; Class 5a is needed if these vehicles have a seatbelt installation check.


Although they do not technically need an MOT, a Thorough Examination (TE) must be carried out annually on forklift trucks. It is required by law, no matter whether it is used on public roads or not. This rigorous test ensures your forklift is safe to operate, but it should not replace the regular maintenance that also needs to be carried out.

You can find out more about forklift truck daily checks in our advice centre.

How do I Organise MOTs for my Fleet?

Missing an MOT within your fleet can have potential consequences for your business. Drivers caught driving their vehicle without a valid MOT or annual vehicle test could receive penalty points or a fine, which could impact company operations as a whole. To effectively organise your fleet MOTs, it is important to set up a digital fleet management system to keep everyone up to date.

You can effectively schedule upcoming MOT dates, as well as input custom dates, using the AssetGo fleet management software and app. This allows you to make accommodations for your vehicles and book them in for their MOTs and annual tests for an appropriate time.

To find out more about organising MOTs for your fleet vehicles, get in touch with a member of our team today.

How Can Fleet Management Software Help Me?

If you have a large fleet of vehicles, it can be difficult to keep on top of their MOTs, maintenance, and insurance payments. Investing in safe and secure fleet management software can help you keep track of when your vehicles need maintenance, so you don’t miss any key details.

Our fleet management system at AssetGo not only allows you to input vehicle data that can be shared within your company, but can allow drivers to process their daily checks and flag any issues they find ahead of any MOT or service. No matter whether your MOTs are conducted in-house or at an external garage, the AssetGo system can help you keep track of dates and MOT progress and results.

A digital fleet management system also eradicates the need for paper checklists and reports, which can be time consuming and can become easily damaged or lost. All of your data is securely stored on the AssetGo app, and can be easily accessed to make process run more smoothly. You can find out more about out daily vehicle checklists here.

A female mechanic using a tablet when checking over a vehicle

How Important is Fleet MOT Scheduling?

Failure to book your fleet vehicles in for their MOT or annual test is a criminal offence and could lead to serious consequences for your business. It is illegal to drive without a valid MOT, so ensuring all vehicles are up to standard is paramount.

Regular vehicle maintenance and MOTs can also ensure that your vehicle is safe and roadworthy, protecting the driver and other road users from potential harm. If one of your fleet vehicles is declared unfit for purpose, you can rectify the issue as soon as possible to reduce downtime and get vehicles up and running again.

How AssetGo Can Help

Our fleet management system and app at AssetGo can help fleet managers efficiently organise your fleet MOT schedule, creating reminders to advise you to book your vehicles in for their regular servicing. You can also keep track of the progress of your vehicles, and keep up to date with driver daily checks, driver hours and preventative maintenance inspections (PMIs).

To find out more, please get in touch with a member of our team today.

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