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Run: Charter Pre-Departure Passenger Headcount Sheet

Use this charter pre-departure passenger headcount sheet to confirm every passenger is aboard before departure and after each stop. It gives drivers a simple...

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Trip & Vehicle Information

Trip Date (required)

Date the trip or tour is operating.

Trip / Tour Name or Number (required)

Name or booking reference for this charter or group trip.

Vehicle / Coach Number (required)

Fleet number or license plate of the vehicle being operated.

Driver Name (required)

Driver ID / Badge Number

Tour Operator / Group Name (required)

Name of the booking company, school, or organization.

Trip Origin / Starting Point (required)

Final Destination (required)

Manifest / Ticketed Passenger Count (required)

Total number of passengers listed on the official manifest or booking. This is the target number for every headcount.

Tour Escorts / Guides Aboard (not counted in passenger manifest)

Number of non-driving staff (tour guides, chaperones, group leaders) traveling on this vehicle.

Stop & Headcount Details

Departure Event Type (required)

Select the type of departure this headcount covers.

Stop Location / Name (required)

Name and general location of this stop.

Scheduled Departure Date & Time from This Stop (required)

Actual Passenger Count Aboard (required)

Physical count of passengers seated or boarding the vehicle right now. Count twice before recording.

Tour Escorts / Guides Aboard at This Stop

Confirm the number of non-passenger staff currently aboard.

I have counted all passengers at least twice before recording this number (required)

Yes No N/A

Does the actual count match the manifest count? (required)

Discrepancy Resolution

Number of Passengers Unaccounted For (or excess) (required)

Enter a positive number if passengers are missing; enter a negative number if there are more passengers than the manifest.

Name(s) of Missing or Unaccounted Passenger(s)

Record names from the manifest if identifiable. Leave blank if unknown.

Known or Suspected Reason for Discrepancy (required)

Discrepancy Details & Actions Taken (required)

Was dispatch / operations supervisor notified of the discrepancy? (required)

Supervisor / Dispatcher Notified (Name)

Discrepancy Resolution Status (required)

Select the current status before submitting. Do NOT select 'Resolved — cleared to depart' unless all passengers are accounted for or an authorized supervisor has approved departure.

Driver Sign-Off

Additional Notes (optional)

Did the tour escort / group leader independently confirm the count? (required)

Group Leader / Escort Name (if confirmed)

Driver Certification Statement (required)

I certify that I have physically counted all passengers, the count recorded above is accurate to the best of my knowledge, and this vehicle is cleared for departure from this stop.

Yes No N/A

Driver Signature (required)

Sign to confirm the headcount and authorize departure.

Sign-Off Time (required)

Record the exact time the headcount was completed and departure was authorized.

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