The five documents every instruction-based business should have (and review annually)

Between enrollment, paperwork, and day-to-day operations, running an instruction-based business can feel overwhelming. Your instructors and participants are the heart of your business, and when something goes wrong, having clear plans in place makes all the difference. That’s why it helps to have a few key documents you can rely on. Below are five documents every instruction-based business should have and review each year to help keep operations running smoothly and expectations clear.

Emergency Action Plan (EAP)

An Emergency Action Plan (EAP) is a clear, easy-to-follow guide for responding to injuries, severe weather, fires, and other emergencies. Having this plan in place and keeping it up to date helps reduce confusion and supports quick decision-making during high-stress situations.

At a minimum, your Emergency Action Plan should clearly outline:

• Who is in charge during an emergency
• What steps staff should take for common emergencies
• When emergency services should be contacted
• Where key safety equipment and exits are located
• How participants will be supervised and accounted for

Annual review question: Are emergency roles, contact information, and facility details still accurate and clearly understood by staff?

Incident/Accident Reporting and Investigation Form

An Incident or Accident Reporting and Investigation Form provides a consistent way to document injuries, near misses, and other safety concerns. Using a standard form helps you identify patterns, address hazards early, and reduce the likelihood of repeat incidents. Clear documentation helps important details remain intact and not be forgotten or lost over time.

A well-designed form should capture:

• Who was involved and who witnessed the event
• What happened, using facts only
• When the incident occurred
• Where the incident occurred
• How the situation was handled and what follow-up is required

Annual review question: Does this form still reflect how incidents actually occur in your business today?

Instructor Onboarding and Qualification Checklist

An Instructor Onboarding and Qualification Checklist creates a consistent framework for bringing new team members into your organization. Because instructors are often the face of the business, this document helps set expectations from day one and supports a consistent approach to safety, supervision, and professionalism across your team.

This checklist should include:

• Who must complete onboarding (new hires, contractors, seasonal staff, etc.)
• What certifications, credentials, or qualifications are required
• When training must be completed and renewed
• Where key policies, procedures, and training materials are accessed
• How completion is documented and verified

Annual review question: Are onboarding requirements still aligned with how your business operates today?

Participant Waiver and Expectations Acknowledgment

A Participant Waiver and Expectations Acknowledgment document helps participants understand the risks involved and what’s expected before instruction begins. Setting these expectations upfront can lead to a smoother experience for both instructors and participants and help reduce misunderstandings if an incident occurs.

This document should clearly communicate:

• Who must sign (participants, parents/guardians, etc.)
• What the activity involves and the inherent risks
• When the waiver must be signed (before instruction begins)
• Where rules, reporting steps, and key expectations are communicated
• How concerns, incidents, or injuries should be reported

Annual review question: Is the language still clear, current, and easy for participants to understand?

Background Check and Screening Policy

A written Background Check and Screening Policy provides a framework for staff and instructors to be screened consistently and fairly. Because many instruction-based businesses work with minors, having clear screening practices in place is an important part of creating a safer environment and building trust with families.

This policy should outline:

• Who is subject to screening
• What screenings are required
• When screenings are completed and updated
• Where screening records are stored
• How screening decisions are handled and documented

Annual review question: Are screening practices being followed consistently across your organization?

Simple documents, stronger operations

As you create, gather, and review these documents, remember that the goal is clarity, not perfection. These tools are meant to support your instructors, participants, and day-to-day operations. Taking time to prepare now can help reduce confusion later, especially when situations don’t go as planned. Clear expectations today can help prevent bigger problems tomorrow.