GuideLast checked 2 Oct 2026
Booking details a PHV operator must record
The seven items a London PHV operator must record before each journey, why drivers should know the list, and what to tell your operator when plans change.
Every legal private hire journey starts with a booking. The handbook lists what the operator has to record about that booking before the journey begins. You are not personally responsible for collecting these details, but it helps to know them, because they are the paper trail behind your work. This guide goes through the list and explains why it matters to a driver.
The list
Section 3 sets out the information the operator is required to record before the start of each journey.
| Item recorded | What it means for you |
|---|---|
| The date the booking is made and, if different, the date of the journey | Advance bookings should be traceable to a day. |
| The name of the person the booking is for | This is the name you check at pick-up. |
| The agreed time and place for picking up passengers (for several locations, the first passenger) | Your pick-up point should match the booking, not a stranger's request. |
| The main destination | If it changes, tell the operator. |
| The agreed fare or estimated fare | See our fares guide. |
| The name or other identification of the driver carrying out the booking | That is you. |
| The registration number or other identification of the vehicle | The booking should match the vehicle you actually drive. |
Why a driver should know the list
The handbook says you are not personally responsible for collecting or recording these details, but you should know about the requirement and let your operator know about any changes. Its example is a changed final destination. The list also gives you a quick test of any booking you receive. If a job arrives with no passenger name or no pick-up place, ask your operator before you set off.
How the record protects you
- It proves the booking. A record shows you carried the passenger on a booking from a licensed operator, which is the rule in our plying for hire guide.
- It supports your account of a dispute. If a complaint is made, the operator's record of fare, time and place helps fix the facts.
- It links driver and vehicle. The record names both, so the operator can show who drove which vehicle.
Changes you must pass on
Booking details can change after the operator records them. The handbook mentions a new destination, extra passengers and extra luggage. Under protecting yourself it says you should make sure your operator has given you booking details, such as the passenger's name, pick-up point and destination, and check the passenger's name and destination before they get in. If anything changes, let the operator know, so the operator can tell the passenger the new fare. Read about that in protecting yourself at work.
Other records the operator keeps
The handbook says operators must keep details of all complaints made to them, and report to the police any complaints that involve possible crimes. By law an operator must also keep a record of lost property it holds. Our guide to complaints and lost property covers those two. The operator must also keep copies of your PHV driver's licence and your driving licence, according to section 1, which is why you give a copy of your licence to each operator you work with.
Your own notes
The operator's record is not your record. Keep your own simple note of jobs, especially where you had to leave the vehicle, refuse a booking or deal with a change. Our record keeping guide shows a method.
What the handbook does not say
It does not say how long records must be kept, in what format, or who may see them. We do not state those points. Ask TfL or your operator if it matters to you.
Where this comes from
Handbook section 1 (Your licence), section 3 (Booking details; Lost property), section 4 (Protecting yourself) and section 5 (Complaints). Checked on 2 October 2026.