Business Records.
By Malcolm Hornsby
June 2003
Records
Keeping records and books in order is mandatory to the success of any business and
time must be devoted to this activity on a regular basis. In order to successfully
manage your business and your clienteles' training the following records must be
accurately kept by every professional instructor.
Business Records - Receipts:
The first record that must be kept is an accurate record of your takings. Furnishing
your clientele with a receipt for monies received in relation to training, should
be a priority for any professional motor school. The receipt is an accurate record
of the monies you have received and proof that you have performed the service. Where
a customer fails to pay for a training session on the day of the session a receipt
must still be issued bearing in the monies received column zero dollars, giving
you proof of service delivery. The receipt is a very rear commodity for a driving
school to issue, many may assume the receipt is an extra cost that is unnecessary,
wrong! The receipt can gain you great credibility in the eyes of the customer. In
addition the receipt can take the place of an appointment card and advertise your
company name and telephone number web site and much more. It's worth spending a
little money to have your receipts printed by companies that specialize in this
business.
In Melbourne try Southern Business Systems or Kalamazoo.
Receipt Journal Report:
The receipting journal is the carbon copy of the receipt, it may be made up of two
or three sheets of paper which are carbon treated excepting for the top copies,
which provides you with security from the gaze of your customer. The journal should
accurately record the date, receipt number, first name and surname of your client,
period of the session, amount received, and details of your client's next appointment.
You will find the companies that specialize in printing receipts will have complete
systems that can assist you to become a professional driving school.
Diaries:
Your work schedule or diary is by far the most important record an instructor has
and in may cases that I have studied, it is the only one. I have found that it is
more convenient to have your daily work schedule, receipts and journal all in the
one folder. The companies that specialize in travelers recording systems will be
pleased I'm sure to assist you.
Clientele Records - Client history cards:
The client history card must be kept for each student to successfully manage their
training program. In Victoria the Authority require all driving instructors to record
all customer details and hold them for a minimum period of 24 months. The card should
keep details on the customer's name, address, phone number, permit number, expiry
date, birth date and log the date and duration of each training session. In addition
the client history card must log the current stage of delivery of your training
program. This may be a moot point as I am yet to find a professional driving school
that has designed a driver training course.