Vehicle licences

Before any vehicle is licenced, it will be checked and tested to ensure that it is safe and mechanically sound, and suitable for use to carry paying passengers.

Licensed vehicles are periodically stopped and inspected by licensing officers or the police, to ensure that they are being maintained correctly and are complying with both road laws and our licensing conditions.

The difference between a hackney carriage and a private hire vehicle

A hackney carriage is more commonly referred to as a ‘taxi’.

Colchester taxis:

• are black vehicles
• have a roof-light ‘taxi’ sign
• display door signs which include their identification number and the council coat of arms
• display front and rear white identification plates
• Have a taximeter to record the fare

Hackney carriages do not have to be pre-booked, they can be picked up from a hackney rank or hailed (ie flagged-down) in the street.

Private hire vehicles:

• are not usually black
• do not have a roof light sign
• display door signs which say ‘private hire’ and ‘pre-booked only’
• display front and rear yellow identification plates

Private hire vehicles must be pre-booked via a private hire operator. It is illegal for a driver to pick someone up if the vehicle has not been pre-booked.

Drivers of both types of vehicle must also wear their drivers licence 'badge' while working, which has a photograph of the driver.

Identification plates will be located adjacent to the DVLA vehicle registration plates (number plates).

Taxi identification plate

Private hire identification plate

How to licence a new private hire vehicle

Read the Hackney Carriage and Private Hire Licensing Policy and check that the vehicle you intend to licence meets all the vehicle criteria.

The age restrictions on vehicles have been removed from the policy, and the vehicle must now be a minimum of emission standards Euro 4 (petrol) or Euro 6 (diesel). This is the same as the ULEZ standards, you can check compliance using the Transport for London emissions check tool.

Apply online, complete the vehicle proprietor declaration and email with the following documentation (attached as PDF or JPEG files) to esp.support@colchester.gov.uk.

• Vehicle registration (V5) document:
  
  If you do not hold the full log book, the green new registered keeper slip will only be accepted if accompanied by a comprehensive bill of sale showing the vehicle type, registration number, purchase details, colour of vehicle, make and model, number of passengers and the date the vehicle was first registered. 
• A current insurance certificate or cover note:
  
  showing compliance with part VI of the Road Traffic Act 1988 and the use of the vehicle for hire and reward – private hire (pre-booked journeys). Any named drivers must hold a Colchester City Council drivers licence.
• A current MOT Certificate: unless the vehicle is less than one year old.
• The applicants DVLA driving licence: The address shown on the driving licence must correspond with that shown on the vehicle registration document. 

The application form must be accompanied by the following documentation for all parties with a registered interest in the vehicle, as declared on the vehicle proprietor declaration:

• Proof of identity: A current passport or birth certificate.
• Right to work: Evidence that you may legally work in the UK.
• A basic DBS: Less than three months old when the application is made and a list of all previous convictions, cautions etc, whether or not they are spent.
  If you have spent six or more continuous months outside the UK, provide criminal records information from the country concerned. Where this is not possible a Certificate of Good Character is required.
  If you are an existing licensed driver you do not need to provide this as long as you have maintained your DBS update service subscription.
• Mandatory Safeguarding Training: Proof you have completed the course.

When your application has been processed, we will contact you to pay the fee and book a mechanical inspection at our nominated garage. A garage test is not required if the vehicle is new.

You must take the following documentation to your garage appointment:

• Vehicle registration (V5) document - the full log book must be presented.
• A current insurance certificate or cover note.
• A current MOT certificate.
• Your DVLA driving licence.

When the Council is satisfied that it has all the required information, it will issue you with a set of licence plates that must be displayed on the vehicle at all times

How to licence a Hackney Carriage (taxi)

We regulate the number of Hackney Carriage licences we issue, as such applications cannot be made for a hackney carriage vehicle licence.

When a plate becomes available, it is allocated in accordance with our approved process. The eligibility criteria and details of the process are set out in Appendix 5 of the councils policy, the Hackney Carriage Plate Allocation Policy and Process.

An existing hackney carriage licence holder may, with our permission, transfer the licence to another person.

The new proprietor will need to meet the requirements of a new vehicle licence holder, as listed under the ‘How to licence a new private hire vehicle’.

A written request to transfer, with supporting evidence (in pdf or jpg format), should be emailed to licensing.team@colchester.gov.uk.

Vehicle Licences Renewal  

Hackney Carriage and Private Hire Vehicles are licensed for a year.  We will send you an email with instructions on how to renew prior to your licence expiry date.  A link to your renewal form will be included in this email.    

You must complete the renewal process prior to the expiry of the existing licence.  If an application to renew is not made the licence will lapse, and a new application will have to be submitted.  

Vehicle Licence - Changes  

Let Us Know  

You are required to let us know about various changes including:  

• Surrendering a vehicle licence  
• Changing your personal details (i.e. name, address or telephone)  
• Changing your email address  
• Reporting a new criminal conviction, caution, or motoring offence  
• Ordering replacement taxi equipment  

Please email eps.support@colchester.gov.uk with details of the changes. 

Please ensure you report these changes in the relevant time frames set out in the Policy.

Hackney Carriage Change of Vehicle Application Form 
Private Hire Change of Vehicle Application Form

We must be satisfied that licensed vehicles are safe and suitable to transport passengers.   

Any damage to a licensed vehicle must be reported to the Licensing Team in writing as soon as possible and within 72 hours of the collision or incident. 

Please email eps.support@colchester.gov.uk giving the vehicle and plate details, details of the incident and the damage sustained. Please include photos of the damage. Please ensure these are in pdf or jpg format.

What happens next? 

The vehicle must be inspected however limited or minor the damage appears to be. Please call 01206 282520 to book a garage appointment. You must present the vehicle for inspection at the Council-approved testing station, currently, Riverside Workshop, Unit 7, Westside, Stanway CO4 3QE, and you will be advised of the next steps to be taken. 

If the vehicle requires repair but can still be driven, you will be given 28 day notice and in this time the repairs to the vehicle must be completed.   

If the vehicle cannot be driven, the vehicle licence will be suspended immediately for the repair work to be carried out.  

If the works are not completed the vehicle licence may be suspended or revoked. 

Once the works are complete the vehicle must be reinspected at a Council approved testing station.  A copy of the Pass Certificate from the garage must be given to the Council before the vehicle can be used again to carry passengers. 

Temporary Vehicle Licences 

If the vehicle cannot be used you can apply for a temporary plate for a replacement vehicle which will enable you to continue to operate.  This will be issued for up to a month; this period may be extended in exceptional circumstances following approval of the Council.  At the end of the period the temporary plate must be returned to the Council 

The temporary replacement vehicle, which can be any colour, must be under 5 years old.  If it is over 5 years old it must pass an inspection at Riverside Workshop. 

New Vehicle on an Existing Plate 

If it is no longer possible to use the existing licensed vehicle, a change of vehicle can be submitted. 

Change of Owner - private hire vehicle licence 

You can apply to transfer the vehicle licence to another person or to add or remove individuals on the licence.  If there is more than one proprietor name on the vehicle licence, all those named must send separate emails confirming the transfer of ownership.  
 
The application form must be accompanied by the following documentation:

• Vehicle registration document - the full log book must be presented in the new owners name.  If you do not hold the full log book, the new green registered keeper slip will only be considered if accompanied by a comprehensive bill of sale showing the vehicle type, registration number, purchase details, colour of vehicle, make and model, number of passengers and the date the vehicle was first registered.   
• A current insurance certificate or cover note showing compliance with part vi of the Road Traffic Act 1988 and the use of the vehicle for public/private hire and reward.  The insurance must be in the name of the new owner. 

You must also supply all parties with a registered interest in the vehicle, as declared on the vehicle proprietor declaration– 

• A basic DBS less than three months old when the application is made.  This must be accompanied by a list of all previous convictions, whether or not they are spent, and any other relevant material information.     
• A Certificate of Good Character - Six or more continuous months outside the UK, please provide criminal records information from the country concerned. Where this is not possible a Certificate of Good Character is required.     
• Mandatory Safeguarding Training - Proof that you have completed the training.   

Application cost

Please send the completed form and supporting documentation in pdf or jpg format to eps.suppport@colchester.gov.uk.

We will call you to take payment over the phone. Once payment is made and the application process has been completed to the Council’s satisfaction, we will issue the licence and accompanying plates to the registered vehicle proprietor.   

Private hire change of owner form

Plate Transfer for Hackney Carriage Vehicles   

The transfer of a plate is usually occasioned by the sale of a business.  The Council has no interest in the sale of the business; any agreement between you and a third party in relation to the use of the vehicle is of no concern to the Council and you should obtain your own legal advice.  

The plate however is owned by the Council and remains its property at all times.  

The transfer of the plate to another owner requires the consent of the Council and the following process should be followed –  

1. Permission to transfer the plate, which is the property of the Council, must first be sought from the Council.  Please put your request in writing to the Licensing Manager at licensing.team@colchester.gov.uk or to the Licensing Manager at Communities, Colchester City Council, Rowan House, 33 Sheepen Road, Colchester CO3 3WG.  Permission to transfer must be sought by all parties with an interest in the plate (i.e. all people registered with the Council as joint owners).  Where there is more than one owner the request must be signed by all parties and proof of identity will need to be provided (the ID provided will need to prove name, address and signature).  Where the Council is not satisfied with the proof of identity provided it reserves the right to require all parties to attend the Council offices to confirm their agreement to transfer the plate.  
2. You will receive confirmation in writing of the Council’s decision.  
3. If the Council has authorised the transfer of the plate you need to call the Contact and Support Centre on 01206 282520 to make an appointment for a hackney carriage plate transfer.  The old and new holder of the plate will need to attend this meeting.  (It is not necessary for all joint holders to be at this meeting except in the circumstances outlined in point 1 above).  
4. Please bring with you to the appointment the following documentation –  
   • Vehicle registration document - the full log book must be presented in the name of the new holder of the plate.  
   • A completed hackney carriage change of owner form.  
   • The completed letter of release.  
   • A Disclosure and Barring Service certificate dated within 3 months, for the proposed new plate holder if they do not hold a current hackney carriage/private hire driver’s licence.  
   • A certificate of insurance in the new plate holder’s name, with all proposed taxi drivers listed as named drivers.  
   • A PATs certificate if the vehicle holds a disabled plate.  The correct fee (to be paid by credit or debit card).  
5. Once the application process has been completed to the Council’s satisfaction, it will issue the licence plate. 
6. There is no right of appeal in the event that the Council refuses the transfer of the plate.

Application cost

Please note – the Council has no interest in the business however if the full vehicle registration documentation is not available the Council will in some circumstances agree to transfer of the plate subject to appropriate proof being provided of the transfer of the business.  Plate holders in this position should expect to be asked to provide a Bill of Sale proving that the proposed new holder of the plate has purchased the vehicle (the Bill of Sale should include full details of the car, the name and address of both the buyer and seller, and should be signed by both parties and dated) and a bank statement showing the exchange of monies.  

Please click here to download the form