Driving Instructor Documentation Setup

Step 1

You & Your Driving School

Start with the details that identify the instructor and business on the finished documents.

WHY I’M ASKING

Your documents need to identify the business clearly and give pupils the correct contact details. I also need the information used for branding and document headings.

First name *

Last name *

Driving school / trading name *

How do you trade? *

Contact mobile *

Business email *

Email to show on documents

ADI number (optional)

Business / correspondence address

Town / city

Postcode

Website

Facebook page

Instagram / other main social page

What tuition do you provide? *

Manual onlyAutomatic onlyManual and automatic

Areas you cover *

Do you already have a driving school logo? *

Yes - I’ll upload itYes - use my current online logoNo

Main document/theme colour

This is the main colour you would like used across headings, buttons and other branded elements. If you already use a business colour, enter it here.

* Required

Step 2

What Do You Already Have?

Existing paperwork is useful. I can review it rather than automatically throwing everything away and starting again.

ImportantExisting Terms may still contain useful wording, but they should not simply be assumed to cover the new mandatory Code. The new requirements also affect records, advance payments, pupil progress, data, marketing consent and complaints.

WHY I’M ASKING

Many instructors have paperwork originally created during training, through a franchise, from another instructor, or adapted over time. Uploading it lets me retain appropriate wording and identify missing, unclear or outdated areas.

Do you currently have Terms & Conditions? *

YesNo

Do you currently have Privacy Notice? *

YesNo

Do you currently have Complaints Procedure? *

YesNo

Do you currently have Pupil registration form? *

YesNo

Do you currently have Separate cancellation/refund wording? *

YesNo

Do you currently have Pass-photo / marketing consent? *

YesNo

Any other pupil/business documents you currently use?

Upload anything you currently use

PDF, Word document, photograph or screenshot is fine. Up to 8 files.

If you said Yes but have not uploaded the documents, tell me why

Anything in your existing documents you definitely want retained?

Documents and evidenceThe finished wording is only part of the picture. I also need to understand how pupils receive your documents and whether you can show which version an individual pupil was given.

How do pupils currently receive your Terms / Privacy information? *

Do you currently record that an individual pupil received / read / accepted the documents? *

Digital acceptance / system recordSigned paper acknowledgementWritten message / email confirmationI provide the documents but do not keep a formal acceptance recordI do not currently have a consistent processOther

If you update your Terms or another important document, how do you currently deal with existing pupils?

Step 3

Lessons, Services & Pricing

This information feeds the Lesson & Pricing Schedule and the commercial parts of your Terms.

WHY I’M ASKING

DVSA says your terms of business must include the price and duration of lessons.

Everyday exampleA pupil asks what a 2-hour lesson costs or what is included on test day. The answer should match the written information they were given.

1 hour price

1.5 hour price

2 hour price

Other lesson duration

Other lesson price

Other services you offer

Prices/details for other services

Where can lessons normally start?

Any rules around pickup or drop-off?

Anything else about pricing or lesson durations?

Step 4

Booking & Payment

Tell me how pupils arrange lessons, how they pay, and what happens to money paid before lessons take place.

WHY I’M ASKING

DVSA requires instructors to account for and protect money paid to them, particularly when lessons are paid for in advance.

Everyday exampleA pupil pays for a block in advance. You need to be able to explain what the money covers and how unused lesson credit is handled.

How can pupils book or arrange lessons? *

How are bookings normally confirmed?

How can pupils pay? *

When is payment normally due? *

Do you take deposits or other payments before the lesson/service is delivered? *

YesNo

What does the pupil normally receive as evidence of payment or their current credit? *

Can someone other than the pupil pay for lessons? *

YesNo

What happens if payment is outstanding?

Step 5

Cancellations, Lateness & Instructor Changes

These are some of the most common situations that cause disagreement when the rules have never been written down.

WHY I’M ASKING

DVSA says your terms of business must include your cancellation policy and refund policy.

Everyday exampleA pupil cancels a two-hour lesson tonight for tomorrow morning. What happens?

How much cancellation notice do you normally require? *

What happens if the pupil cancels too late? *

No-show policy *

What happens if the pupil is late? *

What happens if you are late?

What happens if you have to cancel?

Weather, breakdown or unsafe road conditions

Illness / emergency arrangements

Anything else about rescheduling?

Step 6

Block Bookings & Refunds

If you sell discounted blocks, the refund method needs to be understandable before a pupil buys one.

WHY I’M ASKING

Your refund arrangements should be clear rather than decided after a pupil leaves.

Everyday exampleNormal rate £50/hour; 10-hour block £450; pupil uses 8 hours then stops. How do you calculate what is refunded?

Do you offer block bookings / prepaid lesson packages? *

YesNo

Step 7

Pupil Responsibilities, Safety & Ending Tuition

This section deals with situations where a lesson or the teaching relationship may not be able to continue safely or appropriately.

WHY I’M ASKING

Some duties come from road safety and professional conduct rather than being optional commercial policies.

Everyday exampleA pupil arrives apparently unfit to drive, becomes abusive, or repeatedly ignores safety instructions. What do you do?

Which responsibilities do you expect pupils to follow?

Hold and produce an appropriate valid licenceMeet eyesight requirementsTell me about changes that may affect safe drivingNot attend under the influence of alcohol or drugsTell me about medication/health issues that may affect drivingFollow reasonable safety instructionsTreat the instructor and vehicle respectfullyUse suitable footwear/clothing where relevantOther

What would you normally do if continuing a lesson became unsafe? *

When might you stop teaching a pupil permanently?

If tuition ends, what happens to money/lesson credit still on the pupil’s account? *

Anything else about behaviour, safety or ending tuition?

Professional practice reviewThe new Code also contains ongoing safeguarding, device-use and emergency responsibilities. These are mainly for your DVSA Practice Checklist rather than pupil Terms.

Do you currently have a safeguarding policy or clear safeguarding process? *

Yes - written policy / processI have an informal process but nothing writtenNo / I need help reviewing this

Have you completed safeguarding training? *

YesNoNot recently / unsure

If a pupil disclosed a safeguarding concern, do you currently know how you would record and escalate it? *

Yes - I have a clear processPartly / I would need to checkNo / I need guidance

How do you currently use a phone or tablet during lessons? *

Only when safely parked with the engine switched offI keep devices away and do not use them during lessonsI sometimes use a device while the lesson is in progressI need to review my current practiceOther

Do you have a clear approach for dealing with an incident or emergency during a lesson? *

YesPartly / informalNo / I need to review this

Have you completed first aid / CPR training? *

Yes - currentYes - but not currentNo

Step 8

Driving Tests & Use of Your Tuition Car

The learner books and manages their own car test. What varies is your policy on readiness, availability and use of your vehicle.

DVSA positionThe learner must book and manage their own car driving test. Instructors cannot book, change, swap or cancel it on the pupil’s behalf.

WHY I’M ASKING

I only need your business rules around the test - not a choice about who books it.

Everyday exampleA pupil books a test without speaking to you, expects your car, but you are unavailable or do not believe they are ready.

Do you ask pupils to discuss a proposed test date with you before booking? *

YesNo

Do you ask pupils to include your ADI reference where appropriate? *

YesNo

How much notice do you require if they want to use your tuition car? *

Does use of your tuition car require your agreement? *

YesNo

Reasons you may not supply the car

Test-day booking duration

Test-day price

What does the test-day booking normally include?

Do you normally accompany the pupil on the test?

How do you handle the post-test debrief?

Step 9

Lesson Records, Credit & Pupil Progress

These questions are about what you actually record day to day, whether on paper, in another app or using your own system.

WHY I’M ASKING

The Code requires accurate lesson/hour records and clear communication of pupil progress and further training needs.

Everyday exampleA pupil asks how many hours they have completed and whether they are nearly test ready. Can you show both?

How do you currently record completed lessons? *

If pupils pay in advance, how do you record remaining lesson credit? *

How do you currently record pupil progress? *

How do you normally tell the pupil how they are progressing? *

How do you record or explain what they should work on next?

Optional ABO toolsABO-LGR can record completed lessons and remaining lesson credit. ABO-LPR can record skills progress, dated lesson notes and next-lesson focus. You do not need either tool to purchase the documentation service.

Can the pupil currently see or receive their individual progress record? *

Yes - they have direct/shared accessYes - I send or show it to themOn requestNo - progress is mainly communicated verballyI do not currently keep an individual progress recordOther

Anything else about lesson or progress records?

Step 10

Privacy, Pupil Data & Retention

You do not need to know GDPR terminology. Tell me what information you actually use, why you use it and where it goes.

WHY I’M ASKING

Your Privacy Notice needs to explain what pupil information is used, why it is used, who receives it and how long it is kept.

Everyday exampleA pupil passes today. Their phone number, pickup address, lesson history and payment records are still in your systems. What happens to that information now?

What pupil information do you normally collect or keep? *

Why do you use pupil information?

Where is pupil information stored? *

Which named apps or services hold or receive pupil information?

What do you currently do with pupil information after they pass or stop learning? *

Delete most information soon after they leaveKeep records for a set periodKeep different records for different periodsKeep everything indefinitelyI need help deciding an appropriate approachOther

Privacy/data contact email

Do you record health, medical, disability or learning-needs information? *

YesNo

Do you teach pupils under 18? *

YesNo

Do you use a dashcam or in-car camera during lessons? *

YesNo

Anything else about pupil information?

Step 11

Pass Photos, Reviews & Marketing

This is separated from general Terms because marketing permission should be clear and optional.

DVSA requirementThe Code says client information, images or videos used in marketing must not be shared without explicit written consent.

WHY I’M ASKING

I need to know what you actually do so the right separate consent can be prepared.

Everyday exampleA pupil passes, you take the usual photo beside the tuition car and want to post it on Facebook. How is permission recorded?

Do you take or share pass / achievement photos? *

Yes - regularlySometimesNo

Do you use pupil reviews or testimonials in marketing? *

YesNo

Do you advertise a driving-test pass rate? *

YesNo

Do you use AI-generated learning or promotional material in your driving school? *

YesSometimesNo

If a pupil later asks you to stop using a photo/testimonial, what do you currently do?

Anything else about marketing or pupil photos?

Step 12

Complaints & Resolution

You do not need to arrive with a formal complaint system already designed. Tell me what you do now and what contact route you want pupils to use.

DVSA requirementYou must deal with complaints promptly and try to resolve them quickly, make sure pupils know how to complain, and keep a record of complaints and how they were resolved.

WHY I’M ASKING

A complaint needs a repeatable process and a retained outcome, not just a message that disappears into WhatsApp or email.

Everyday exampleA pupil disputes a cancellation charge. You resolve it today, then six months later it is raised again. Can you show the complaint, your response and how it ended?

Do you currently have a written complaints procedure? *

YesNo

How would you like pupils to be able to make a complaint? *

Complaints email

Complaints phone

Complaints postal address

ABO practical starting pointDVSA does not prescribe one universal acknowledgement or response deadline in the Code. A workable starting point is to acknowledge within 2 working days and aim for a full response within 10 working days, with longer allowed where a complaint genuinely needs more investigation.

Which approach would you like the draft procedure to use? *

Use the ABO suggested starting pointI already use my own targets

How do you currently keep a complaint record? *

How do you currently record the outcome / resolution? *

In the same complaint recordSeparate note / emailI do not currently record the resolutionOther

If a pupil remains unhappy after your response, what should the draft procedure do? *

Use the ABO standard final-review / final-response wordingI already have my own process

Anything in your current complaints approach you definitely want retained?

Step 13

Package, Final Details & Next Step

Finish with anything unusual, choose how you want the documentation managed and tell me if there are any other ABO services you want to hear about.

Instructor responsibilitiesThe mandatory Code also includes responsibilities that do not belong in pupil Terms, including reporting certain allegations/offences to DVSA within 7 days and cooperating with DVSA or ADI Registrar investigations.

Before this review, were you aware of the new DVSA 7-day reporting requirement for certain allegations/offences? *

YesPartly / I had heard of itNo

Are you aware that the Code requires instructors to cooperate fully with DVSA / ADI Registrar investigations and provide information, documents and explanations when asked? *

YesPartlyNo

Anything unusual or specific about the way your driving school operates?

Anything you definitely want included in your documents?

Anything you want to discuss with me before I prepare the documents?

How would you like to manage the documentation once it is prepared? *

£199Complete Documentation Review & SetupOne-off, no annual feeGuided business review, complete controlled first document set and instructor approval. You distribute it and keep pupil acknowledgements yourself.£249Online Documents + Paper AcknowledgementYear 1, £99/year renewalCurrent documents at one pupil-facing link. Pupil reads online; you keep the signed paper acknowledgement.£329Digital Documentation & AcceptanceYear 1, £149/year renewalPupil reads and accepts online. A dated PDF evidence record is generated and sent to you.£399Complete Documentation SystemYear 1, £199/year renewalDigital acceptance plus secure dashboard for versions, pupil acceptance evidence and complaint records.

What the initial purchase includesPreparation, personalisation, review and reasonable corrections needed to reach your first approved document set. Once approved, that version is complete. Future substantial changes to prices or policies may require a controlled, chargeable update. Hosted-package renewals cover the system/hosting/support - not unlimited document rewriting.

What would you like to happen next? *

I am ready to proceed with the package selectedI want to discuss a few points first

How would you prefer me to contact you? *

EmailPhoneWhatsAppNo preference

What happens after you submit?

I review your answers and any documents you supplied.
Missing, unclear or conflicting areas are identified rather than guessed.
Your personalised first document set is prepared.
You review the draft and reasonable corrections are made.
You approve the final documents.
Your approved Version 1.0 is issued and retained as the controlled record.

Review How Your Driving School Actually Works

You & Your Driving School

What Do You Already Have?

Lessons, Services & Pricing

Booking & Payment

Cancellations, Lateness & Instructor Changes

Block Bookings & Refunds

Pupil Responsibilities, Safety & Ending Tuition

Driving Tests & Use of Your Tuition Car

Lesson Records, Credit & Pupil Progress

Privacy, Pupil Data & Retention

Pass Photos, Reviews & Marketing

Complaints & Resolution

Package, Final Details & Next Step

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