Transition of DVLA local office services - Modernisation of Network Services
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Transition of
DVLA local office services
Modernisation of Network Services
OOJ/13/133
7/13Contents Page
1. Summary of changes 3
2. First registration and licensing 4
3. Personalised registrations 9
4. Tax disc renewal 10
5. Trade licensing 12
6. Bulk transactions 12
7. Payment methods 13
8. MNS news 13
21. Summary of changes
This document is a high level summary explaining how we will deal with customers as a result of the
Driver & Vehicle Licensing Agency (DVLA) local offices closures and shift to other channels. Its purpose
is to provide a single reference point for the changes to services. It does not replace any of the existing
user guides DVLA has issued and, where appropriate, this document will reference these as a source
of further information.
The table below outlines the schedule of office closures between October and December 2013.
Each local office will continue to provide advice and guidance until it closes.
Friday 25th Friday 22nd Friday 13th
October 2013 November 2013 December 2013
Aberdeen Bangor Birmingham
Bournemouth Beverley Borehamwood
Brighton Chester Bristol
Carlisle Dundee Cardiff
Chelmsford Exeter Glasgow
Edinburgh Inverness Leeds
Ipswich Maidstone Manchester
Lincoln Peterborough Newcastle
Norwich Sidcup Northampton
Oxford Theale Nottingham
Sheffield Truro Portsmouth
Shrewsbury Worcester Preston
Stockton Wimbledon
Swansea
If you have any questions about the DVLA local office closures or move to other channels please send
them to mns.project@dvla.gsi.gov.uk
32. First registration and licensing
First registration and licensing is currently performed through two channels; the Automated First
Registration & Licensing (AFRL) system and the paper channel (V55).
This section outlines how these channels will change as a result of the local office closures.
Changes to first registration and licensing through the AFRL system
We have removed the £104 fee for joining AFRL Web and significantly reduced the indemnity level
for manufactures and dealers. Businesses that do not generate more than £20,000 a week in tax
revenue and first registration fees will not pay any indemnity.
If you are interested in finding out more information on joining the AFRL scheme, please contact
afrl@dvla.gsi.gov.uk
Distribution of tax discs
Currently any users of the AFRL system need to visit the local office to obtain their monthly stock of
tax discs.
From 22 July, tax discs for new vehicles registered through the AFRL system will be printed and posted
directly from DVLA, Swansea. New legislation, subject to Royal Assent, will be in force from July. This will
allow a new vehicle which has been registered and licensed to be driven for up to 14 calendar days from
the date of first registration without displaying a tax disc. DVLA has produced a leaflet to explain the
changes. This should be handed to customers when they collect a vehicle. Click here to see a copy.
Please note this leaflet cannot be used until 22 July. DVLA will let customers know when the
legislative changes have received Royal Assent. They can also search for ‘tax disc distribution’ on
www.gov.uk for further information when we have updated the pages.
Tax discs issued for vehicles registered through the AFRL system will be returned by 2nd class post
unless they are part of a bulk transaction (please refer to Section 6). All other documents, including
the V5C, will also be returned by 2nd class post.
AFRL users will be able to select one of three address options when they register a new vehicle. These are:
n the registered keeper’s address (the address on the V5C)
n the registered dealer’s address (the dealer address held by DVLA and linked to DVLA
AFRL dealer code), or
n the fleet operator’s address (the fleet address held by DVLA and linked to DVLA fleet code).
DVLA recognises that some customers may prefer to have the tax disc with a vehicle before they
collect it. As well as providing the option to send the disc direct to the dealer or fleet operator, the
current facility enabling the advanced registration of vehicles has been extended from 4 days to 14
days ahead of the registration date and will be available at any time throughout the year.
4We have issued the updated AFRL Dealer Procedure Guide to AFRL Web and AFRL Co-op users.
This gives further information on the changes to process. The AFRL helpdesk will send any updates
to this guide directly to manufacturers.
The last stock of tax discs issued to AFRL users by the DVLA local office will be in June.
These discs will have a start date of 1 July.
If you are an AFRL user you should have already received your last tax disc collection appointment
letter from your local office. The June collection will be the last stock of tax discs issued to AFRL users
by the DVLA local office.
You will need to issue the discs for all vehicles that are advanced registered before the 20 July for
1 August start date. The June collection will be the last opportunity to pick up vehicle tax discs from
the DVLA local offices, please let your local office know the estimated volume of discs you will require
for 1 August advance registrations.
We will send you a further appointment letter to arrange a date and time in August for you to return
DVLA stock (unused/spoilt discs and dealer stamps).
Duplicate tax discs for vehicles registered through AFRL
If the tax disc has not been received within 8 days of the date of registration, DVLA will provide a free
duplicate.
Registered keepers who have received the V5C can visit one of 400 Post Office® branches to obtain a
free duplicate. From 24 June 2013, they can check which Post Office® branches will offer the service
by visiting www.postoffice.co.uk/branch-finder
A dealer or fleet operator who is expecting the disc to arrive at their premises or the registered keeper
who has not received the V5C, will need to contact DVLA on 0300 790 6802.
All customers in Northern Ireland who have not received their tax disc after 8 days should contact the
Driver and Vehicle Agency (DVA) on 0845 402 4000.
Any questions about the last disc collection, return of stock, or the change in general, should be sent
to mns.project@dvla.gsi.gov.uk
Changes to registration and licensing through the paper channel (V55 form)
From 22 July, all vehicle registration paper applications will be processed centrally at DVLA, Swansea.
Any applications taken to the DVLA local office after this date will be sent to DVLA, Swansea for
processing. All V55 applications should be posted to the dedicated address:
DVLA
Swansea
SA99 1BE
5Application forms have been changed to now include dealer contact details. If you are registering
a vehicle you will not have a direct contact to the processing team so it will be in your interest to
ensure that these details are filled in accurately as DVLA will contact you to resolve any errors as the
application is processed.
You will be able to nominate where you would like the tax disc returned. The options for return of
documents are:
n the registered keeper’s address (the address on the V5C)
n the registered dealer’s address (the dealer address held by DVLA and linked to DVLA
dealer code), and
n the fleet operator’s address (the fleet address held by DVLA and linked to DVLA fleet code).
You will not be able to indicate which address you would like the documents returned on the V55
form. If you wish to indicate an alternative return address for the tax disc only you must notify us on a
separate DVLA template and return this with the application. We are currently developing this template
and will let you know when it is available. If you have not asked us to return the documents to an
alternative address, we will return the paperwork to the registered keeper indicated on the application.
We aim to process these applications quickly. The V5C, tax disc, and associated documentation should
be received within 14 working days. In some instances the V5C may be received before the tax disc.
All tax discs issued as part of a V55 application will be returned by 1st class mail unless it is part of a bulk
transaction (see section 6). All other documents, including the V5C, will be returned by 2nd class mail.
Detailed guidance in completeing a V55 form is documented in V355 Guidance notes for the
completion of V55 forms. This document has been updated with changes to reflect the central
processing of these applications at DVLA, Swansea. Click here to see a copy.
Duplicate tax discs for vehicles registered through the paper channel
If after 10 days from the date of registration the V5C has been received but the tax disc has not, the
registered keeper can get a free duplicate from the Post Office®. They can check which Post Office®
branches will offer this service online by visiting www.postoffice.co.uk/branch-finder from
24 June 2013.
A dealer or fleet operator who is expecting the disc to arrive at their premises or the registered keeper
who has not received the V5C, will need to contact DVLA on 0300 790 6802.
If no documents have been received after 10 days customers should contact DVLA on
0300 790 6802.
6V55/1, V55/2 (secure form) and V55/4 users
DVLA advises secure form (V55/1 & V55/2) and V55/4 users to apply for an allocation of advance
registration numbers. This is an administrative arrangement designed to benefit both dealers and
DVLA. It is a concession restricted to new vehicles which are registered on V55/1, V55/2 or V55/4
application forms.
If you are a secure form (V55/1 & V55/2) or a V55/4 user, you can express your interest in having an
advance allocation of registration numbers by emailing v53stickers@dvla.gsi.gov.uk
When we receive your request we will send you the application form V342 which you can complete
and return by email. We will assess the application and as long as you are eligible and can receive
the advance allocation, we will send you registration numbers for you to allocate to newly registered
vehicles. This will help you to get the vehicle on the road as quickly as possible.
From 24 July DVLA will accept a proof of receipt at DVLA from a secure mail or courier delivery service
as confirmation of registration.
For secure form users (V55/1 & V55/2) the vehicle can be released to the customer upon receipt of
the application at DVLA but not before the date of first registration. The 14 day non display of tax disc
grace period will apply from the registration date.
Vehicles registered on V55/4 forms should not be released to a customer until the tax disc has been
received for that vehicle, or the vehicle and licence details are showing on the Vehicle Enquiry System.
The Vehicle Enquiry System can be accessed by visiting:
www.gov.uk/get-vehicle-information-from-dvla and searching with the allocated registration number.
This change also applies where the registration number is being allocated from a Sale of Mark (SOM)
transaction or from a Retention Certificate. Please note where dealers are allocating the registration
number as part of a cherished transfer, confirmation from DVLA (V5C or tax disc) is needed before the
vehicle can be taken on the road.
DVLA has produced a leaflet to explain the 14 day non display of tax disc grace period. This should
be handed to customers when they collect a vehicle which has been registered using a V55/1,
V55/2 or V55/4 and the dealer has the appropriate registration confirmation from DVLA.
Click here to see a copy.
Please note this leaflet CANNOT be used until 22 July. DVLA will let customers know when the
legislative changes have received Royal Assent.
V55/5 users
V55/5 users will need to wait for confirmation from DVLA (either the tax disc or the V5C) before the
vehicle can be used on the road. These applications will be processed within 14 working days.
7Changes to the supporting document requirements for V55 registrations
We have made a number of changes around the documents needed to support an application which
needs to be posted to Swansea. The table below summarises where DVLA will accept an original (O)
or a photocopy (P) of the document:
V55/1 & 2 V55/4 & 5 Multi-builds (V55/4)
Form Sub forms Secure form user Dealer Dealer
V55 form O O O
Fee O O O
Type approval Cert of Conformity (CoC) P P
Individual Approval Cert (IAC) P P
Mutual Recognition Cert P P
Single Vehicle Approval (SVA) P P
IVA (Car, Motorcycle, HGV, PSV) P P
NSSTA P P
Cert of initial fitness
P P
(COIF)
Pre-reg inspection reports
P P
(PRI)
Plating certificate P P P
Reduced pollution
P P P
certificate
Certificate of newness P P
Declaration of newness P P
V5Cs O
Invoices P
Foreign registration (Log)
O
certs
Foreign temporary reg
O
certs
Foreign export certs O
Deregistering a vehicle
From 22 July, all applications to deregister a vehicle will be processed centrally at DVLA, Swansea.
You will still need to submit your application to deregister the vehicle within 7 working days from the
date of registration using this template. All applications must be submitted by email to:
deregistrations@dvla.gsi.gov.uk
or by post to:
Deregistration Team
VC15A/MASET
DVLA
Swansea
SA6 7JL
8Registering new vehicles for personal and direct export (VAT free sales)
DVLA has created a new email scheme for this type of application. This scheme will be managed under
a contractual relationship for the following vehicle categories:
n New means of transport
n Direct export
n Personal export.
Dealers who register new vehicles in these scenarios can apply to join the email scheme. For more
information please contact exportvehicleregistration@dvla.gsi.gov.uk
A paper application route is also available. All applications will be processed within 14 working days.
Dealers should send their applications to:
Specialist registrations
DVLA
Swansea
SA6 7JL
3. Personalised registrations
From 1 July 2013, all personalised registration transactions including cherished transfers, retentions
and assignments, will be processed at DVLA, Swansea. DVLA will aim to process all transactions within
the current target of 7 working days from the date of receipt at Swansea.
Any applications taken to the local office from this date will be sent to DVLA, Swansea for processing.
Please note, whilst the local offices will still accept personalised registration transactions after this
date, because of the additional time taken to send them on, we advise customers to send them
directly to Swansea using the appropriate post code.
All applications should be sent with the appropriate fee and supporting documents to the following
address:
DVLA
Swansea
SA99 1DS
To help commercial customers DVLA have introduced a designated postcode. Commercial customers
are therefore able to send the applications to the following address:
DVLA
Swansea
SA99 1DP
You can download the application form V317 to transfer or retain a registration number by clicking here.
Please ensure you fill in all the requested contact details. If any necessary information is missing from
the application, DVLA will contact you directly in order to minimise rejections.
9You may receive your V5C before your tax disc. You can use the V5C to make up your new plates
to display on your vehicle. DVLA will return tax discs issued as part of the centralised personalised
registration process by 1st class mail. All other documents, including the V5C, will be returned by
2nd class mail. If after 10 days you have not received your tax disc or associated documents please
contact DVLA Swansea on 0300 790 6802.
Pre-addressed envelopes for commercial customers
To better support the centralisation of all personalised registration transactions, DVLA are producing
pre-addressed plastic envelopes for dealerships and commercial customers. These can be requested
direct from us. We will let the commercial customers know when these envelopes are available and
how to request them. In the meantime, the local offices will provide pre-addressed, sticky-labelled
envelopes. These envelopes will be available from the dealer boxes (where applicable) or at the office
counter.
Please note these envelopes are for personalised registration transactions only. If other
applications are submitted in these envelopes this may delay processing time.
4. Tax disc renewal
Tax disc renewal at the Post Office®
In addition to the services already offered, from 24 June 2013 customers will also be able to take the
following applications to the Post Office®:
n Renewal of vehicle tax without a vehicle reminder, a V5C or a V5C/2 (current keepers
only)
n Renewal of vehicle tax if customer has a V5C/2 over 2 months old
n Change of tax class
n Renewal of vehicle tax for HGVs using a V85 or V85/1
n Renewal of vehicle tax for Reduced Pollution Vehicles
n Duplicate tax discs, issued at 400 Post Office® branches.
For customers wishing to transact in large volumes over the counter, a ‘drop off and collect’ service will
be available at Post Office® branches. The Post Office® can deal with;
n up to 5 applications immediately at the counter
n between 5 and 10 applications within an hour
n between 10 and 50 applications by the next day, and
n more than 50 applications within the week.
From 3 June, local offices will also be offering the same service.
From 24 June customers can check which additional services can be undertaken at a local
Post Office® branch by visiting www.postoffice.co.uk/branch-finder
10Summary of tax class changes not available at the Post Office®
The Post Office® will be able to process any change to colour, name, address or any field that doesn’t
affect the rate of tax or tax class.
The changes to tax class or band not permitted at the Post Office® are;
n Those where the band payable is dependent on one of the fields recorded on the V5C
that requires changing, for example:
– A change to a plating certificate affecting the band
– A change in trailer weight
– A change in engine capacity for PLG vehicles.
n Changing a vehicle into and, where stated, out of the following tax classes (taking out a
new licence if the vehicle is already in the tax class will be processed):
– Into any of the emergency service or NHS tax classes (such as, police, fire, ambulance)
– Into or out of the historic tax class
– Into the agricultural or limited use tax classes
– Into or out of special vehicles (tax class 14)
– Into or out of recovery vehicle
– Into or out of small island vehicles
– Into disabled passenger vehicle.
– Into trailer HGV or reduced pollution trailer HGV. Changes out of these are allowed into
HGV, RP HGV or private HGV.
– Into combined transport or reduced pollution combined transport. Changing between
the two will be processed as will changes out of these into private HGV.
– Into special types or reduced pollution special types. Changing between the two will be
processed
– Into general haulage or reduced pollution general haulage. Changing between the two
will be processed.
n Vehicles currently licensed in the following tax classes will not be able to use the
Post Office® to re-license or change tax class;
– Special vehicles trailer duty (less than 10 vehicles currently in this class)
– Visiting forces vehicles
The Post Office® will also be unable to tax vehicles where no V5C, V5C/2 or valid reminder is present
and the name or address on the V62 form is different from that on the record. They will process
applications where there is no registered keeper and the vehicle is notified as in the trade.
11Tax disc renewal by post
From 2 September 2013, any tax disc renewal or tax class change which cannot be done at the
Post Office® must be posted to:
DVLA
Swansea
SA99 1DZ
The local offices will still process these applications until these transactions are centralised.
For any tax disc renewal which you need to send to Swansea, DVLA will now accept a photocopy where
a plating certificate or a reduced pollution certificate is required.
The Agency understands there may be instances where the centralised processing of licensing
transactions may cause difficulties and DVLA will work to deliver suitable concessions where
appropriate. Please could you highlight any problem scenarios with the centralised processing of
licensing to mns.project@dvla.gsi.gov.uk
5. Trade licensing
A number of changes have been made to the trade licensing scheme; applicants will no longer need to
have a site inspection and no identification documents will be required to support a first application.
You will need to post all first applications, renewals, surrender of a licence and duplicates or
replacements to:
DVLA
Swansea
SA99 1DZ
All applications forms have been amended and are available on www.gov.uk/trade-licence-plates.
All applications will be processed within 4 weeks. If you have any queries regarding an application you
can contact DVLA at trade.licensing@dvla.gsi.gov.uk or call 0300 300 1495.
6. Bulk transactions
Any transactions containing 9 or more applications with a single delivery address will be classified as
a bulk transaction. Tax discs being despatched as part of a bulk transaction will be returned by Royal
Mail Special Delivery in a single package.
For any transaction with less than 9 applications, tax discs issued through the AFRL system will be
returned by 2nd class mail.
For all paper transactions with less than 9 applications, tax discs will be returned by 1st class mail.
This is to acknowledge the longer processing times associated with paper processes.
All other documents, including the V5C, will be returned by 2nd class mail.
127. Payment methods
Payment methods for applications taken to the Post Office®
The Post Office® will accept the following payment methods for any DVLA transaction;
n Cheques or postal orders made payable to Post Office Limited
n Debit Cards
n Cash (but not by post)
n Post Office® budget cards
n Sterling travellers cheques
n Credit cards (a transaction fee may apply)
Payment methods for applications posted to DVLA, Swansea
DVLA will accept the following payment methods for all applications posted to Swansea for processing;
n Cheques or postal orders made payable to DVLA
n Banker’s drafts
n Sterling travellers cheques
n Prefunded accounts
8. MNS news
DVLA has been issuing a monthly newsletter outlining the changes and progress to date since February
2013. You can access previous and current editions of this newsletter by clicking here.
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