School Trip Checklist
Plan a trip on paper and record that your own requirements were met, then use the second page on the day for groups and head counts.
CC-09 2 pages
Professional drivers · PD-16
Minibus and Passenger Manifest
A free printable passenger manifest sheet for a minibus — seat, name, boarded and dropped ticks, emergency contact and needs, with head counts out and back.
Download Free · no sign-up
One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Know exactly who is on the bus at every door-close, and leave a copy with someone who is not on it.
Who it is for
Minibus drivers for schools, clubs, care settings, community transport and tours, and the escort travelling with them.
How to use it
- Fill in the vehicle, driver, escort, destination and times before boarding.
- List every passenger with a seat, an emergency contact and any needs the driver should know.
- Tick each passenger as they board and again as they are dropped.
- Count heads against the list every time the doors close, and write the totals.
- Leave a copy with the organisation before you set off.
What is on the sheet
One page, top to bottom:
Printed under the title: Who is on the minibus, where they got on, where they got off and who to call if something goes wrong — one page per journey, a copy left with someone who is not on the bus.
Write-on lines: Vehicle reg · Driver · Escort / second adult · Date · Organisation · Journey / destination · Departs · Due back · Copy of this list left with
Passengers — count heads against this list every time the doors close; seat and licence rules come from your organisation
Table, 15 rows: Seat · Passenger name · On at · Off at · Emergency contact · Needs / notes
Write-on lines: Heads out · Heads back · Wheelchair / restraint checks by · Driver signature
Questions
Why does the sheet not say how many passengers or what licence the driver needs?
Because the seat limits, licence categories and permit rules for a minibus are set where you are and by the organisation running the trip. The sheet holds the list of who is aboard; the rules come from your organisation and your licensing office.
Related sheets
Daily Vehicle Check and Driver Log
Record the check before driving and the journeys after it on one sheet per day.
VE-13 2 pages
Route and Drop Planning Sheet
Decide the day once, on paper, before the engine starts — and keep the gate codes, closing times and awkward approaches where the next driver can find them.
PD-20 1 page
Emergency Contact Sheet
Put the numbers somebody needs in one place, so a house-sitter, a babysitter, a visiting relative or a tenant is not searching for them at the worst moment.
SC-03 2 pages
