Understanding the MOT Test Application Form: Who Needs to Fill It In?

The process of becoming an Authorised Examiner (AE) or managing an MOT testing station in the UK involves a detailed application process managed by the Driver and Vehicle Standards Agency (DVSA). A crucial aspect of this is correctly filling out the application form. This guide will delve into precisely who can complete these forms, the various types of applications, and a breakdown of the information required in each section. Whether you're a sole trader, partnership, or limited company looking to enter the MOT testing arena or make changes to an existing station, understanding the intricacies of the application form is paramount to a smooth and successful submission.

The Core Responsibility: Who Can Legally Fill the Form?

The fundamental principle is that the legal entity that will ultimately hold full control and responsibility for MOT testing must complete the application form. This means that for a sole trader, it is the individual. For a partnership, it's the partners collectively. For a limited company, it's the directors or officers of the company. The form is not merely a procedural document; it's a legal declaration of intent and capability.

However, the DVSA acknowledges that businesses may wish to delegate the administrative task of submitting the application. If you intend to nominate a third party, often referred to as a ‘duly authorised’ person, to submit the application on your behalf, a formal letter of authority is mandatory. This letter must be:

• Printed on the AE applicant’s official headed paper.
• Signed by an AE principal or the AE designated manager (if you are already an approved AE).

The individual signing this letter must be:

• A partner in a partnership.
• A director or officer of the company.
• The sole trader of the company.

A scanned copy of this letter of authority can be submitted via email, provided it originates from the AE applicant’s registered email address. This ensures a traceable and legitimate delegation of the submission process.

Navigating the Application Types: Tailoring Your Submission

The MOT application form is designed to be versatile, catering to a range of scenarios. The specific parts of the form you need to complete, and the supporting documents you must submit, will depend entirely on the type of application you are making. It’s essential to identify your specific need before you begin:

1. Applying to Become an MOT Authorised Examiner (AE)

This is for new entrants wishing to establish an MOT testing station. It involves:

• Requesting a basic DBS check for the sole trader, each partner, or each director.
• Each individual making up the authorised examiner must create an account on the MOT Testing Service.
• Completing Part A, Part B, and D1 of the form.
• Each partner or director will need to complete a Part B extra declaration sheet.
• Emailing the application form, extra declaration sheets, and supporting documents listed in D1 to [email protected].
• Posting any declarations of unspent criminal convictions (for England, Scotland, and Wales) and criminal record check certificates (Scotland only) to DVSA.

2. Already an MOT Authorised Examiner (Making Changes)

If you are an existing AE and wish to make changes, such as adding new directors or changing the AE designated manager, the process differs slightly:

• Select the option 'I am currently an approved AE' and then the relevant MOT testing station application option.
• Complete sections A1, A2, A3, and either A5 or a separate declaration (depending on convictions).
• Complete Part B.
• Update AE principal details: Each AE principal needs to create an MOT Testing Service account.
• Email the application form to [email protected].
• Post any declarations of unspent criminal convictions to DVSA.

3. Making a Change to a Current MOT Testing Station

This covers modifications to an existing station, such as changing vehicle classes tested or upgrading equipment:

• Select the option 'Make a change to a current AE'.
• Complete Part A, Part B, and D1.
• Use a Part B extra declaration sheet if more than one person is involved.
• Update AE Principal details: Each AE principal needs an MOT Testing Service account.
• Email the application form, extra declaration sheets, and supporting documents for D1 to [email protected].
• Post any declarations of unspent criminal convictions to DVSA.

4. Changing the AE Designated Manager (AEDM)

The AEDM is responsible for the day-to-day management of MOT testing operations:

• Request a basic DBS check for the proposed AEDM.
• Select the option 'Change of AE designated manager'.
• Complete Part A, Part B, and D1.
• Update AE Principal details: Each AE principal needs an MOT Testing Service account.
• Email the application form, extra declaration sheets, and supporting documents for D1 to [email protected].
• Post any declarations of unspent criminal convictions to DVSA.

5. Setting Up a New MOT Testing Station

This is for establishing a completely new testing facility:

• Select the option 'Apply to set up a new MOT testing station'.
• Complete Part C, D2, and D3.
• Use a Part C extra declaration sheet if applying for multiple stations.
• Email the application form, extra declaration sheets, and supporting documents for D2 and D3 to [email protected].

6. Taking On an Existing MOT Testing Station

This applies when acquiring a station that is currently operational or has recently ceased testing:

• Crucially, the existing AE must inform DVSA of their intention to surrender their authorisation beforehand.
• Update AE Principal details: Each person making up the AE needs an MOT Testing Service account.
• Select the appropriate option: 'Apply to take on an MOT testing station that’s currently testing' or 'Apply to take on an MOT testing station that was previously approved but is no longer testing'.
• For a currently testing station, complete Part C and D2.
• For a station no longer testing, complete Part C, D2, and D3.
• Use a Part C extra declaration sheet if applying for multiple stations.
• Email the application form, extra declaration sheets, and supporting documents to [email protected].

7. Applying to Become an AE Following Short-Term Cessation

This is for AEs returning after a period of disciplinary suspension:

• A full application is required.
• Request a basic DBS check for the AEDM and the AE principals.
• Each person making up the AE needs an MOT Testing Service account.
• Select 'Apply to become an AE following a short term cessation'.
• Complete Part A, Part B, and D1.
• Every partner or director needs to complete a Part B extra declaration sheet.
• Email the application form, extra declaration sheets, and supporting documents for D1 to [email protected].
• Post any declarations of unspent criminal convictions to DVSA.

Detailed Breakdown of Form Sections

Part A: Authorised Examiner Details

This section focuses on the core identity and responsibilities of the Authorised Examiner:

• A1. Declaration: Must be completed by the sole trader, a partner, a company officer, or a duly authorised person.
• A2. Statement of Responsibilities: Similar to A1, this confirms understanding of the responsibilities.
• A3. Current AE Number: To be filled in only by existing AEs. This is found on the MOT authorisation certificate (VT9), not the VTS ID or user ID. Allow six weeks for processing changes.
• A4. Business Details: Includes trading name, Companies House number (if applicable), registered office, and correspondence address.
• A5 & A6. Declaration of No Unspent Criminal Convictions: For partnerships and companies with no unspent convictions. If convictions exist, a separate declaration must be posted to DVSA.
• A7. Authorised Examiner Designated Manager (AEDM): You must nominate an AEDM. This person should have Level 3 Award in MOT Test Centre Management or equivalent training. A basic DBS check is required for the AEDM, including the reference number and consent code (for England & Wales). For Scotland, a scanned certificate is needed.
• A8. Nominate an AEP for MOT Management Training: If the AEDM is not also an Authorised Examiner Principal (AEP), nominate an AEP to attend the required MOT management training.
• A9. Authorised Examiners Returning from Disciplinary Action: For those reapplying after a short-term cessation. This must be submitted before the cessation period ends.

Part B: MOT Authorised Examiner Principals (AEPs)

This section identifies the key individuals within the AE:

• B1. MOT Authorised Examiner Principals (AEPs): This includes the sole trader, all partners, and all directors. Each must complete Part B and have an MOT Testing Service account, providing their User Identification Number.
• B2. Personal Declaration of Non-Conviction and Bankruptcy: Requires a basic DBS check for each AEP. Similar requirements for reference numbers and consent codes apply as in A7. It also covers declarations regarding unspent convictions and bankruptcy. If bankrupt within the last 5 years, a certificate of discharge or an independent declaration is needed.

Part C: MOT Testing Station Details

This part is for setting up new stations or modifying existing ones:

• C1. MOT Testing Station Details: Includes the MOT testing station number (if existing), the reason for the change (e.g., adding test classes, upgrading equipment), the trading name, the test classes you wish to test, and the type of test lane facilities (one-person, two-person, or automated).
• C2. MOT Equipment: Details about connected equipment that can transfer test results directly to the MOT testing service. A software key is required, which the Site Manager must request. The Site Manager is responsible for the day-to-day running and must have an MOT testing service account.
• C3. Declaration: A confirmation by the AE of their understanding and commitment to meeting the requirements for authorisation.

Part D: Supporting Documents

This section outlines the essential documentation required:

• D1. Authorised Examiner Supporting Documents: Tick boxes to confirm inclusion of documents like partnership agreements, letters of authority for companies, and certificates for AEDM training.
• D2. Solicitor’s Letter: A letter on headed paper from a solicitor confirming property ownership, a rental agreement, or a lease, and granting the legal right to operate premises exclusively for MOT testing. It must also confirm planning permission is in place and be signed by the solicitor.
• D3. Site Plans and Drawings: Digital format plans are preferred, including a site plan showing the location and dimensioned drawings of test bays.

Declaration of Unspent Criminal Convictions

A separate declaration form is only needed if your limited company or partnership has unspent criminal convictions. This ensures transparency and allows DVSA to assess the suitability of the applicant.

Key Takeaways for a Smooth Application

• Accuracy is paramount: Ensure all details are correct and match official records.
• DBS checks are essential: Obtain these for all relevant individuals before applying.
• Understand your application type: This dictates the sections you must complete.
• Letter of authority: If delegating submission, ensure this is correctly prepared.
• Supporting documents: Gather all required documents in advance.
• Contact DVSA: If unsure about any aspect, reach out to the DVSA for clarification.

Successfully navigating the MOT test application process requires meticulous attention to detail. By understanding who can fill out the forms and the specific requirements for each application type, Authorised Examiners can streamline their journey to becoming a recognised and compliant MOT testing station.

Frequently Asked Questions

Q1: Can my accountant fill in the MOT test application form for me?

An accountant can assist you in gathering the necessary financial information, but the legal entity that will hold responsibility for MOT testing must ultimately complete and sign the form, or a duly authorised person with a letter of authority must submit it. The core declarations must come from the applicant.

Q2: What is a 'duly authorised' person?

A 'duly authorised' person is someone who has been formally given the authority, usually in writing via a letter of authority, by the AE applicant (the sole trader, partnership, or company) to submit the application on their behalf.

Q3: How long does it take for an MOT testing station application to be processed?

While the provided text mentions six weeks for changes to an authorised examiner, the processing time for new applications can vary. It is advisable to check the latest guidance on the GOV.UK website or contact DVSA directly for current processing times.

Q4: What if my company has a minor unspent conviction?

If your limited company or partnership has any unspent criminal convictions, you must not use sections A5 and A6. Instead, you need to fill in a separate declaration sheet detailing these convictions and post it to DVSA. DVSA will then assess the application based on this information.

Q5: Do I need a specific qualification to be an AE Principal?

While there isn't a specific qualification for being an AE Principal, they must be able to demonstrate responsibility for the business. However, the AE Designated Manager (AEDM) must hold a Level 3 Award in MOT Test Centre Management or have attended a DVSA-run MOT Managers’ Course or Authorised Examiners’ course.

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