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Operator requirements to keep records

There has been little change to the requirements for operators to keep records as a result of reforms. While new operators to the industry are not required to obtain any formal qualification to become an operator, they are still required to keep records in relation to the operation of any taxi they are responsible for. Below are some examples (but not an exhaustive list) of operators' responsibilities in relation to record keeping.

Name of record

Example of the record (what is the TSC looking for)

Shift records for all shifts  

An individual shift record which contains:

  • vehicle registrations
  • date
  • driver name
  • driver address
  • driver licence number
  • DC number
  • start and finish times
  • total money earned (revenue)
  • total trips (number of hirings)
  • paid kms (total kms travelled while the taxi-cab is being hired)
  • total kms (total kms for the shift), and
  • speedo reading (may assist in identifying paid kilometres travelled, fuel consumption and maintenance services.

Results of all inspections

Record of daily vehicle inspections for all vehicles, and the results

Fault recording 

Record the date the operator became aware of the fault and details of the fault, along with the date of rectification and when work was completed.

For example, the driver calls and says I have a flat tyre. Operator sends the driver to tyre repairer. See:

Training checklist

Operators are required to maintain a register which includes all training completed by drivers. The register should include the driver's name, name of training and date completed. See:

Bond collection and use

Operators must issue a receipt to drivers for all bonds collected. Operators may be required to demonstrate that they have not collected more than $1,000 from the driver (for a single accident), and that they have only used the bond for a permitted reason. To ensure they can demonstrate this if necessary, operators are strongly advised to keep a running tally of the total bond paid on payslips so that once $1000 is reached, the payments stop.

Operators should also consider recording when and why a bond is used, including any quotes to fix the taxi.

The operator must issue a driver with a letter of intention to use the bond before proceeding to make any claim on the bond, and allow the driver 14 days to dispute the claim before using the bond.

Driver agreements

Signed and dated copies of driver agreements between operators and all drivers. See:

Service and maintenance

It is the operator's responsibility to ensure they keep a record of all service and maintenance carried out on the taxi, including but not limited to pumping up tyres, topping up water, checking oil, etc, and the cost of this work.

Complaints register

Operators are required to maintain a register of all complaints received by the operator. The minimum information requirements are:

  • date received
  • complaint type
  • who made the complaint
  • name and contact details of customer
  • actions taken by operator against driver (training, loss of shift, termination)
  • date of these actions
  • outcome of complaint.

Driver and operator payments

An operator must keep records of all payments made between themselves and drivers.

Mandatory records include all shifts worked by the driver, the total amount of gross fares earned during each shift and all surcharges charged to a passenger during a shift.

An operator must provide copies of these records to the driver at the end of every calendar month. See:

Insurance records

Operators must keep copies of all insurance policies held by the operator and provided to the driver on request.

Insurance policies must be held with an organisation that is authorised under the Commonwealth Insurance Act 1973 and not a taxi club.

Leave schedules

Operators may be required to demonstrate that they have allowed 'regular' drivers to take up to four weeks' unpaid leave. To ensure they can demonstrate this if necessary, operators are strongly advised to record all requests for leave and the dates leave was taken.

Termination letters

Operators can only end a driver agreement with two weeks' written notice, or immediately in writing if there has been a breach.

Copies of all termination letters must be kept as a record. The letters should be dated, and include the driver's name, reason for the termination and the termination date. See: