Minibus Guide

The law surrounding minibus operations is complex and can be confusing. This guide is an introduction to choosing a minibus and planning your operations. More information on each topic can be found throughout our website, and through the numerous links included in the guide.

If you don’t want to read the below, have a watch of our video for those new to minibuses.

Our team is on hand to answer any questions you have, so don’t worry if it feels a bit overwhelming.

If you are operating 9-16 seat passenger vehicles for ‘hire or reward’ (defined by the DVSA as anything that is ‘beyond the bounds of social kindness’), then you need to apply for either a PSV Operators Licence or a Section 19 Permit.

Commercial organisations making a profit from their operations will require a PSV Operators Licence. This requires a qualified transport manager, financial commitments, and logistical requirements.

A Restricted Operator’s Licence can be issued to commercial organisations with a maximum of two 9-16 passenger seat minibuses. Requirements and expectations remain the same as the full PSV O licence with the exception of having a qualified transport manager.

Registered charities, schools, and not-for-profit organisations can apply for a Section 19 Permit, which replaces the PSV Operators Licence. Requirements are much less stringent or expensive.

It is under a Section 19 Permit that ‘volunteer’ drivers can drive 17-seat minibuses on a car licence (conditions apply).

Section 19 Permits are a physical disk you display in each of your vehicles. Obtaining your Section 19 Permits can take up to 6 months, and applying for a PSV Operator’s Licence is also a long and involved process. You must find out what you need to operate and apply ASAP. Everything must be in place before you start your minibus operations.

It can be tempting to just choose the maximum number of seats possible (16 passengers + a driver). We recommend you think about your typical day and the regular journeys you make, instead of simply opting for maximum capacity.

Consider your passengers and their needs while in the minibus. Would a smaller vehicle be better for passengers with special needs or sensory issues, for example.

The size and weight of your minibus affect who can drive it. Minibuses with Gross Vehicle Weight over 3.5 tonnes (4.25 tonnes with specialist equipment) require drivers to have D1 entitlement on their licence. There is an additional allowance of 750kg for specialist equipment.

While there are 17-seat lightweight minibuses that can be driven on a car licence (because of the specialist equipment allowance), there are lots of other options that can be driven on a car licence. You might find a 12 or 15-seat minibus would be more comfortable and sufficient for your needs.

Understanding D1 entitlement

D1 entitlement is needed for drivers who are paid to drive.

There are two types of D1 entitlement
Inherited D1 (101) entitlement – This is on driving licences obtained before 1997
Full D1 entitlement – This is obtained by taking a theory and practical driving test

If you are operating under a PSV Operators Licence, or restricted licence, all your drivers need the full D1 entitlement and CPC training to drive 9-16 passenger seat minibuses

If you are operating under a Section 19 Permit, you can pay your drivers who have either the inherited or the full D1 entitlement. There is no GVW restriction on the vehicles they can drive.

Driving minibuses on a car licence, without D1 entitlement

Under a Section 19 Permit, your drivers can operate 9-16 passenger seat vehicles on a car licence provided:

• Diesel minibuses have a GVW of 3500kg or under (there is an additional 750kg allowance for specialist equipment)
• Electric vehicles have a GVW of 4250kg or under (there is an additional 750kg allowance for specialist equipment)
• Drivers are over 21 and have been driving for 2 years
• Drivers are volunteers, and are not being paid to drive (they may receive out-of-pocket expenses)
• Vehicles are not towing trailers
• The vehicle is not driven abroad
• Drivers over 70 years of age must satisfy medical requirements

Required for drivers who are being paid and/or are driving vehicles over a GVW of 3500kg (4250kg electric), plus the 750kg allowance for specialist equipment.

You will need to apply for a provisional D1 licence and then complete a medical and eyesight assessment.

There is a theory test to pass before completing two practical driving assessments.

Rivervale minibus will support you through the process from start to finish and complete the practical training and tests in two consecutive days.

MiDAS (Minibus Driver Awareness Scheme) has an online theory and practical assessment. It is recommended that all drivers complete MiDAS every 4 years.

Driving a minibus is very different from driving a car. Many minibus drivers have never had any professional driver training because they have inherited D1 entitlement.

MiDAS Accessible is an add-on to the standard MiDAS and includes guidance on driving passengers with additional needs and securing wheelchairs into minibuses.

Online risk driver assessments are the simplest way to assess and improve all your drivers’ skills. If you are an employer, you are required by Health and Safety Law to risk-assess your drivers, and these platforms enable you to send assessment instructions to all your drivers, and see their results and training progress.

Rivervale Minibus’ online assessment tool is trusted by many well-known companies to risk-assess drivers and provide additional training.

Consider assessing your drivers’ skills and offering additional training with a practical driving assessment with a qualified instructor. Rivervale Minibus offer this service using our own minibuses.

The DVSA expects those operating under Section 19 Permits to maintain the same roadworthiness standards as those on a PSV Operator’s Licence. You are required to keep and display a rolling 6-month maintenance plan, and keep all records for 15 months.

• MOTs every year from year one.
• Regular services as recommended by your manufacturer.
• Safety Inspections completed every 6-10 weeks, depending on the age of your minibus, by engineers who do not complete your MOTs or services.
• Daily or pre-journey walkaround checks. To be completed by the driver before the minibus is used, with any defects reported immediately and rectified.
• LOLER and weight checks are required every 6 and 12 months, respectively, if you have a wheelchair lift on your minibus

This maintenance combination is the minimum requirement to satisfy the DVSA that you are running roadworthy vehicles.

Rivervale Minibus has a free app (for anyone to use) to help with daily walkaround checks – find out more here.

You have two main options when it comes to financing your minibus

Leasing

You can have a brand new minibus on a lease contract, typically for 3 to 5 years. You pay an initial rental charge and then fixed monthly payments for the remaining duration. Contracts can be funder-maintained, meaning MOTs and services are included in the costs, or customer-maintained, where you would pay for the maintenance of the vehicle. You are responsible for safety inspections with either funder or customer-maintained contracts.

An agreed mileage allowance is included; anything over would attract an additional charge, and at the end of the contract, you simply hand the minibus back.

There are lots of advantages to leasing minibuses including, having a brand new minibus on a fixed monthly budget, which is maintained by the funder.

If you are leasing a minibus it is important to understand what ‘Fair Wear and Tear’ means to avoid any unexpected charges or disputes when you return your minibus. You can read more in our fair wear and tear article.

Outright Purchase

Outright purchase is also a popular option for both new and used minibuses,  as once the initial payment has been made, there is only the maintenance to budget for.

Short-term Rental  – depending on availability

Rivervale will provide 12-month rental agreements to schools and organisations that need a minibus but don’t want a long-term commitment. The minibus is fully maintained by Rivervale, including MOTs, Services and safety inspections.

• Would an electric minibus work better for you than a diesel? Read more here
• If you need a Wheelchair Accessible vehicle (WAV), do you need a lift or ramp – read our specific guide on choosing a WAV
• What storage space will you require for bags, equipment, or luggage
• Can you utilise the passenger seat/s next to the driver?
• Do you require tinted windows/increased privacy?
• Do you require manual or automatic vehicles
• Have you secure parking space for all your minibuses
• Would having multiple 8 passenger vehicles work better than a 17 seat minibus?

Rivervale Minibus is here to discuss your needs and answer any questions you have, feel free to get in touch for a no-obligation chat.

We also offer a free minibus audit to help you assess what you have currently and plan for a more efficient fleet in the future.

We are here to help and would love to talk through any aspect of getting your minibus