Moving away or stopping as an ADI: prepaid lessons and pupil transfer
If you stop teaching or move away, pupils who have prepaid still expect their lessons or their money back. Citizens Advice says a sole trader that stops trading is responsible for work that has been paid for, so offer each pupil a clear choice in writing: a transfer to another instructor, a refund of unused hours, or a later start date if you can.
What you owe pupils who have paid in advance
Pupils searching for what to do when their instructor relocates are usually mid-course, with a block of hours paid for. Citizens Advice says a sole trader or partnership that stops trading is responsible for work or items that have been paid for. For an instructor, that means unused prepaid hours are not yours to keep.
Work out each pupil's balance before you tell them anything, so that your first message already says what they are owed. A payment record that shows paid, taken and remaining hours makes this a ten-minute job.
Giving pupils a real choice
Most pupils want to carry on and pass, not just get a refund. Offer a transfer to another instructor you trust where you can, a refund of unused hours, or, if your move is delayed, a clear last-lesson date so they can plan. Put the options in one short notice and ask the pupil to pick one and sign.
Say plainly that you will not pass a pupil to another instructor without their agreement, and that any payment moved between instructors needs the pupil's say-so. If you are a franchise or driving school instructor, check what your own agreement says about who owns the pupil relationship and who handles the money.
Passing on pupil records
A new instructor teaches better if they can see the pupil's progress record. Ask the pupil's permission before you share it, tell them what will be passed on, and keep a note of what was sent and when. Our guide on records between lessons and instructors covers what a handover record should include.
The ICO says the UK GDPR does not set specific time limits for different types of data, and that you should be able to justify how long you keep it. When you stop teaching, decide which records you must keep, such as payment records for tax, and which you can erase.
Tell DVSA about changes to your details
If you are moving house, GOV.UK has an online service to update your name or address on your approved driving instructor registration. As part of updating, GOV.UK says you must agree to the ADI code of practice and to keep your professional skills up to date. Check the current page for what you must do and when, and ask DVSA if you are stopping instructing altogether.
How much notice to give
We found no rule that sets how much notice an instructor must give pupils. Give as much as you can, put the date in writing, and honour every lesson already booked. Tell pupils directly, not through a social media post they may miss. A pupil who learns of your move from their next lesson reminder will rarely accept a fair refund.
A pupil transfer and prepaid balance notice
A preview of our free Pupil Transfer and Balance Notice. The complete, print-ready version is sent to you by email.
Pupil and instructor details
- Pupil full name
- Pupil phone number or email
- + 3 more in the full form
Your balance
- Total hours or lessons paid for
- Hours or lessons already taken
- + 3 more in the full form
Your options
- Option chosenTransfer to another instructor · Refund of unused hours · Other arrangement
- Name and contact details of the new instructor, if transferring
- + 2 more in the full form
Your records
- I agree my progress record may be shared with the new instructorYes / No
- Details of what will be sharedFree text
- + 1 more in the full form
The full form has 17 questions in 4 sections, a signed declaration and space for your business details. Get it free below.
Free template
Get the print-ready Pupil Transfer and Balance Notice
A print-ready notice that tells a pupil their balance, offers a transfer or refund, and records their choice, with space for both signatures. Free, and yours to adapt.
Frequently asked questions
What happens to my prepaid lessons if my instructor moves away?
Citizens Advice says a sole trader that stops trading is responsible for work that has been paid for. A pupil can ask for the remaining lessons to be provided another way or for a refund of the unused hours.
Can I pass my pupils to another instructor without asking them?
Do not do it without their agreement. Ask the pupil, tell them what you would share, and note their answer. A pupil can reasonably prefer a refund or a different instructor.
Do I need to tell DVSA if I move house?
GOV.UK has an online service to update your name or address on your ADI registration. Check the current page for what you must do and when, and contact DVSA if you are unsure.
How long must I keep records after I stop teaching?
Keep payment records for as long as tax rules require. For the rest, the ICO says you should be able to justify how long you keep personal data, and should erase or anonymise it when you no longer need it.
Sources
- If a company stops trading or goes out of business, Citizens Advice
- Update your approved driving instructor (ADI) registration, GOV.UK
- Principle (e): Storage limitation, Information Commissioner's Office
The paperwork behind every pupil, in one pack
Pupil agreement, cancellation terms, block booking terms, progress records and a GDPR notice as editable templates. One payment, no subscription.
See the packs, from £29 →These articles are general guidance for UK driving instructors, not legal advice, and they are not DVSA guidance. Our forms are editable templates: adapt them to your own business, your insurer's terms and the current DVSA rules for your registration.