The quick answer
Protect the driver first. Then collect the precise location, tractor and trailer identities, affected axle and wheel, tyre specification, site restrictions and the person authorised to agree the callout.
Separate the safety report from the fitting enquiry
If the vehicle is on a motorway or people are exposed to immediate danger, deal with that situation before a tyre enquiry. Follow motorway breakdown guidance and the instructions of police, traffic officers or recovery personnel. Do not send the driver into traffic to obtain a tyre photograph.
Tell the transport office whether the vehicle is in a live lane, hard shoulder, emergency area, lay-by or off-road site. “Near the junction” does not establish that the working position is suitable.
Identify the vehicle and wheel without ambiguity
| Information | A useful description |
|---|---|
| Vehicle identity | Tractor registration, trailer identifier and operator contact. |
| Wheel position | Tractor or trailer; axle number; nearside or offside; inner or outer where twin wheels are fitted. |
| Tyre details | Full size and service description, photographed or copied only when safe. |
| Problem | Deflation, visible damage, tread separation or another observed symptom. |
| Vehicle circumstances | Loaded or unloaded, site access, and any relevant restrictions. |
Use a shared description of axle numbering. In Great Britain, nearside usually means the left side and offside the right, viewed in the direction of travel. If the people on the call use different terms, agree the position explicitly rather than relying on “back left tyre”.
Give a location the service vehicle can reach
Provide the road, carriageway direction and junction or marker information already known. At a depot, provide the actual gate and any security instructions. At a delivery point, establish who controls the yard and whether there is a suitable working area.
A map pin can supplement the description, but tell the fitter which side of a divided road or which site entrance is intended. If recovery has been arranged, update the destination before committing the tyre attendance.
Connect driver, operator and fitter
Nominate one office contact who holds the job information and one person authorised to agree the price. Check whether a purchase order or job reference is needed and make sure the driver knows which company is attending.
Record the agreed tyre, scope, total price, estimated arrangements and any dependency on recovery or access. If the vehicle moves, the load changes or the tyre details were incorrect, inform the fitter immediately. Do not assume a separate call to the office automatically reaches the technician.
Use this report template
Vehicle registration: Trailer identifier: Exact location and direction: Driver contact: Tractor / trailer, axle and wheel position: Tyre specification if safely available: Observed problem: Loaded / unloaded and access restrictions: Recovery or traffic officer involvement: Authorising contact and job reference:
This is a communication template, not a mechanical inspection. A damaged twin-wheel assembly or wheel fixing requires competent assessment; the driver should not improvise a way to continue.
Close the job with an operator record
Record the defect, replacement and any follow-up instructions under the operator’s maintenance process. The driver must report concerns arising during the journey, and dangerous defects must be resolved before continuing. DVSA explains the driver’s reporting duties.
Fix My Tyre can discuss mobile replacement and suitable attendance. We do not provide puncture repairs or locking wheel nut removal, and a callout cannot override a safety restriction or permission needed at the site.
Common questions
Can the office book without the driver on the call?
It can coordinate the enquiry, but reliable driver contact and current vehicle information are still needed. Agree who will supply any missing details and provide access.
Does an inner twin tyre failure mean the vehicle can continue on the outer tyre?
Do not assume that. Load, damage and the wheel assembly need competent assessment; the operator must resolve dangerous defects before the journey continues.
What if the tyre size cannot safely be read?
Say so. Use the operator’s vehicle records where available and discuss how the specification will be confirmed without exposing the driver to traffic.
Sources and further reading
Guidance checked on 10 October 2026. Use the current official instructions for your vehicle and circumstances.