Looking to source a new minibus? Irina Brown’s essential guide to school minibus purchases will drive you in the right direction, ensuring you make informed decisions for safe and smooth journeys ahead
Choice of Supplier
It is always recommended to approach a specialist education vehicle supplier, as their level of expertise and advice will likely be far more in-depth than what you’d receive at a general dealership. It’s worth reading reviews or consulting other schools about their experiences, ideally from someone who has used the company firsthand.
Essential Documents
When purchasing a minibus, whether new or second-hand, ensure that you receive the following documents to confirm the vehicle is legally compliant, safe and ready for school use:
V5C Registration Document (Logbook)
Verify that the details on the V5C, such as the vehicle identification number (VIN), registration number and owner details, match the vehicle and seller’s information.
MOT Certificate (second-hand vehicles)
For used minibuses over three years old, a valid MOT certificate is required to ensure the vehicle is roadworthy.
Service History (second-hand vehicles)
The service history should document all maintenance and servicing the vehicle has undergone, which may be presented as a booklet or a series of invoices and receipts. Confirm that the minibus has been regularly serviced and any major repairs are recorded, as regular servicing indicates good upkeep.
HPI Check or Vehicle History Report (second-hand vehicles)
This report shows if the vehicle has any outstanding finance, has been written off, or has had significant accident damage. The seller should provide a recent HPI check report (or similar vehicle history check).
Warranty Information
If the minibus is new or comes with an extended warranty, the warranty document should outline the terms and conditions for any repairs or replacements covered by the dealer or manufacturer.
VAT Invoice (if applicable)
If your school is VAT-registered and purchasing the vehicle from a VAT-registered seller, you should receive a VAT invoice. Ensure the VAT number is valid.
Vehicle Handbook/Manual
The vehicle handbook provides instructions on how to operate and maintain the minibus, including information on controls, safety features and recommended maintenance schedules.
Certificate of Conformity (COC)
For new vehicles, this certificate shows that the vehicle complies with European safety and emissions standards.
Road Tax Confirmation
While road tax is now managed electronically, the seller should confirm whether road tax has been paid and provide evidence if necessary.
Conversion/Modification Certification (if applicable)
If the minibus has been adapted for wheelchair access or other modifications, certification should confirm that these changes meet regulatory standards.
Fuel Economy or Emissions Certificate (if relevant)
Section 19 Standard Bus Permit (For vehicles with 9 to 16 passenger seats)
A Section 19 Permit can be granted to schools or organisations that operate on a not-for-profit basis or have a charitable status provided they do not profit from their minibus operation.
It replaces the need for a PSV Operator’s Licence. Schools can therefore operate their vehicles without all the additional training a commercial operation would need to have such as a dedicated transport manager, drivers with full D1 licences and CPC driver training.
The Section 19 allows non-profit organisations to charge for transport including indirect payments such as those through fundraising, PTAs or public donations. You’ll need one Section 19 permit per vehicle – they’re not tied to a particular driver; it is valid for five years.
Who can drive a minibus under the permit scheme?
A driver will automatically have a D1 on their licence if they passed their car driving test before 1st January 1997. If you passed your test after 1 January 1997, you’ll not automatically have a D1 entitlement on your licence.
To drive a minibus, you’ll need to meet the following conditions:
You’ve held a licence for 2 years
You’re aged 21 or over, but under 70
You’re not receiving payment or other consideration for driving, other than out-of-pocket expenses
You’re not towing a trailer
Insurance
It’s preferable to choose specialist minibus insurance, focused on schools and charities. Check with your school’s insurance provider to confirm if they cover minibuses. Key points to consider:
Comprehensive Cover: Ensure it covers both damage to the vehicle and injury to passengers
Multi-Driver Policies: Essential for school minibuses since multiple staff members may drive
Breakdown Cover: Consider policies that include roadside assistance
Public Liability: Essential for protecting the school in case of accidents involving third parties
School Trips: If you take the minibus abroad, make sure insurance includes European cover
With these tips in your toolkit, you’ll be cruising confidently into minibus ownership – just don’t forget to save yourself a seat for your next trip!
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