Private Hire Booking Log
Carry a driver's own record of every pre-booked job that matches the operator's system, so a query weeks later is answered from the page and not from memory.
PD-18 1 page
Professional drivers · PD-41
Private Hire Booking and Dispatch Staff Register
A free printable register of private hire booking and dispatch staff: role, start and end dates, record check date and number, training, and who cleared each person.
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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
Keep a register of everyone who takes bookings or dispatches cars, ready for an inspection. Each person's record check, its next due date and their training sit on one line.
Who it is for
Private hire operators, office managers and dispatch supervisors.
How to use it
- Write your licensing authority's retention period and re-check policy at the top.
- Add a line for each person who takes bookings or dispatches vehicles, including part-timers and anyone working from home.
- Record the date and certificate number of their record check, and the next one due under your authority's policy.
- Write in training as it is completed, and who cleared the person to start.
- Keep the line when someone leaves: write the date they left, and review the register on a set date.
What is on the sheet
One page, top to bottom:
Printed under the title: Everyone who takes bookings or sends out vehicles for a private hire operator, with their record check, training, and start and end dates, kept up to date and ready for the licensing authority to inspect.
Your authority's policy sets the figures. Which check each person needs, how often it is repeated and how long this register is kept are set by your licensing authority's policy and the rules where you are, so none is printed. Record only the certificate number and date here; keep any certificate itself securely, and no longer than your policy allows.
Write-on lines: Operator · Operator licence number · Licensing authority · Keep this register for (authority's figure) · Re-check every (authority's policy) · Register kept by
Staff — role: B takes bookings, D dispatches; keep each line after they leave
Also printed: Record check
Table, 10 rows: Name · Role · Started · Left · Date · Number · Next due · Training · Cleared by · Works at
Write-on lines: Reviewed by · Date · Next review · Changes since the last review
Questions
Why is no retention period or check interval printed?
Because each licensing authority sets its own policy, and the period can be tied to how long you keep booking records. The sheet gives you boxes for your authority's figures, so the register matches what your inspector will ask for.
Should the criminal record certificate be kept with this register?
Record only the date and certificate number here. How the certificate itself is seen, stored and destroyed should follow your authority's policy and the data protection rules where you are.
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