Essential Paperwork for Yard Owners

The EEA has teamed up with Cheryl Johns the owner and founder of LiveryList and the Yard Owner Hub to spread important news to our audiences.

Cheryl is a qualified and experienced yard manager, marketing advisor, and business consultant with experience across a range of industries.

Cheryl works as a consultant for equestrian charities and organisations to develop understanding of the livery sector.

Running a livery yard can be incredibly rewarding, but it requires a solid understanding of essential administrative tasks to keep the business operating smoothly and legally compliant. Effective administration is the backbone of any successful livery yard, covering areas like financial management, health and safety, contracts, customer service, and compliance with local regulations.

Financial Management and Costing:

A clear financial plan is essential for a profitable livery yard. This includes knowing your monthly and annual costs and setting appropriate livery charges that are reviewed regularly in line with cost increases and inflation. Detailed records should be kept of spending for the yard to allow accurate pricing for livery packages and standalone services.

Additionally accurate recording for invoicing is essential as well. There should be a procedure in place to ensure all services are recorded correctly, so that these are charged appropriately at the end of the month. There should also be clear payment expectations in place with limits on invoice payments and procedures to deal with late payers.

Client Details:

Keeping client records is essential for the smooth running of the business. Information should be kept on your clients and the equines in your care. This includes contact details of the client, emergency contact details and any of their chosen service providers such as vets and farriers. You should also have information on the horse such as vaccination records, insurance and passport details. It should be ensured that these are kept up to date.

Livery Contracts:

All livery clients should have a contract. A comprehensive livery contract sets out the terms of your services and responsibilities, as well as the client’s obligations. It helps define expectations for both parties and is a written proof of the agreement which can help in the event of disputes. Livery contracts should be checked by a solicitor to ensure it is compliant and appropriate for your business.

Health and Safety Compliance:

Health and Safety should be of high importance on the yard. You should have both a Health & Safety Policy, and a Fire Safety Policy for the yard. Conduct regular risk assessments, noting any hazards and taking steps to reduce risks to both people and horses on the yard. Have appropriate signage on the yard highlighting risks and potential dangers. Keep necessary records of any injuries or accidents on the yard and check regularly for any changes to stipulations concerning health and safety on your insurance renewal. Proof that you have undertaken due diligence to reduce such risks can help ensure there are minimal issues in the event of an insurance claim.

Taxes and Accounting:

Keeping sufficient financial records will help you ensure you submit accurate sums for tax purposes. For yards that are run as a LTD company or who are VAT registered this is of high importance to ensure you’re paying to correct tax rates. Time should be set aside each week or each month to ensure that such records and kept up to date and, where possible, it is advised to use a specialist accountant.

Employment:

Records should be kept of employees’ contact details, any training they have undertaken, as well as disciplinary actions or reviews. Anyone who is employed by you should have a written contract of employment and should be paid at least the National Minimum Wage for their age.

It is also important to accurately record the hours worked, and to make sure these are processed correctly through PAYE. Alternatively, if you use self-employed staff, it is important to regularly review this status, as well as ensure that you have a record of their professional liability insurance.

Whilst administration takes time, it is essential for a smooth running business, and having information documented, and keeping records of communication allow for such information  to be easily referred to, and can be incredibly useful in the event of disputes. On the LiveryList Yard Owner Hub, we have all the tools and templates you could need to help you get on top of your yard paperwork!

About the author

Cheryl Johns, owner and founder of LiveryList and the Yard Owner Hub, is a qualified and experienced yard manager, marketing advisor and business consultant with experience across a range of industries. She works as a consultant for equestrian charities and organisations developing their understanding of the livery sector.

About LiveryList

Launched in 2011, LiveryList is the UK’s leading directory of equestrian establishments. In 2023 they launched the Yard Owner Hub, and industry leading and industry recognised resource for the owners of equestrian establishments.