01Business arrivals and departures
Provide each traveller's flight, date, terminal when known and onward destination. Identify the person responsible for booking updates and confirm the guest-facing pickup instructions. Separate arrivals should be listed as separate movements.
02Meetings across the city
For multiple appointments, send the stop sequence and the times that cannot change. An hourly or full-day arrangement may be more appropriate than individual transfers. Any waiting, additional service time and out-of-area movement should be included in the scope.
03Visiting teams and delegations
Share passenger counts, luggage and any requirement for several vehicles. Vehicle allocation and coordination depend on the actual itinerary and available supply. Do not assume an unconfirmed capacity or a specific model until it is included in the quotation.
04A clear commercial brief
Include the company name, authorised booking contact and any invoicing or payment requirements. For a recurring assignment, provide the working days and hours. Commercial terms are agreed for the engagement rather than assumed from a one-off transfer.