Penalty charge on a company vehicle: who challenges and how

When the registered keeper is a business, the penalty notice goes to the company address on the V5C. That is where most company-vehicle penalties go wrong: the notice sits in a post tray while the 14-day discount and the 28-day challenge window run out. This guide covers who can challenge, what to check first, and how fleets avoid repeat penalties.

Who is allowed to make representations

The person or organisation named on the notice makes the representations. TfL asks a person writing for a company to say what their position is in the company. Birmingham, for example, only accepts representations from the registered keeper or someone with written permission from them.

For England schemes, documents to a company are validly served if posted to the company secretary or clerk (regulation 3(1)(b) of the 2013 Regulations), so "it went to head office" does not stop the clock.

Check these first

1. Is the vehicle actually chargeable? Many vans are Euro 6 and compliant. Check the registration on the official checker for the date of the journey.
2. Was it charged under a fleet account? GOV.UK Clean Air Zone business accounts and TfL Auto Pay fleet accounts can miss a vehicle that was not added.
3. Was the vehicle on hire or lease to someone else? Then the hire ground may apply.
4. Was it used without permission? Use of a company vehicle outside work is not the same as use without consent; the consent ground is for theft and similar.

Recharging the driver

Whether a business can deduct a penalty from wages depends on the employment contract and wage law, not on the charging scheme. The scheme only cares that the keeper pays or successfully challenges. Do not let an internal recharge discussion run past the 14-day discount.

Preventing repeat penalties

• Add every vehicle to Auto Pay (TfL schemes, tunnels) or a GOV.UK Clean Air Zone business account, which can hold up to 10 team members.
• Register exemptions before travel: most local exemptions are not backdated.
• For the Dartford Crossing, use a pre-pay account with enough balance; it also gives up to 20% off.