An airport transfer can look like the simplest part of a holiday booking. Choose the airport, add the hotel and select a vehicle. Yet a wrong arrival date or an overlooked suitcase can create a problem long after your sales team has moved on. The detail deserves its own check, even when the transfer is added during checkout.

For an agency, the useful question is whether the booking contains enough accurate information for the chosen service to run. A destination name and passenger total may be enough to start a search. Confirmation needs more. Build the checks into the selling process so they don't depend on a customer noticing an omission in their documents.

Check what each time field actually means

Keep the flight's arrival time separate from any requested collection time. Read the supplier's instructions for the journey you're booking rather than adding your own allowance to every airport pickup. Suntransfers' pickup guidance says the pickup time for its private airport-arrival transfers is the flight arrival time. For its airport-bound private transfers, the system sets a latest permitted pickup time.

Check the date as carefully as the hour. A flight leaving the UK late at night may arrive on a different calendar day, so use the arrival details shown for the destination. Record the flight number and the correct airport. If the airline changes the schedule later, make reviewing the transfer part of that booking amendment.

The return journey deserves a separate check. Flight departure and hotel pickup are different events, and a customer should be able to distinguish them in the instructions. Suntransfers also describes a separate process for confirming airport-bound shuttle pickup times. Read the conditions for the actual service, then explain any later confirmation task to the customer.

Match the vehicle to people and their belongings

Ask about the whole travelling party, including infants and children. A vehicle's passenger capacity does not answer whether the required bags, pushchairs or sports equipment can travel in it. Record those items before offering the smallest vehicle that appears to fit. If the description leaves a requirement unclear, ask the supplier to confirm it.

Suntransfers' luggage guidance distinguishes a small personal bag from a carry-on case, treating the latter as a suitcase. That is a useful example of why "hand luggage only" can be an incomplete brief. Ask customers what they are bringing in ordinary language. Apply the chosen supplier's allowance rather than carrying a rule from one provider into another booking.

Child seats and accessibility requirements need specific answers. Confirm the requested equipment, the traveller's requirements and whether the chosen service can provide them before treating the booking as suitable. Keep a request separate from a supplier confirmation. When a requirement cannot be met, return to the vehicle or service choice rather than leaving an unresolved note in the record.

Confirm the actual collection and destination

Check the property's full name and address against the customer's accommodation booking. Similar hotel names, several buildings within a resort or an address outside the expected service area can make a broad destination selection misleading. Use the supplier's location reference where one is provided. Preserve any agreed collection point that differs from the main entrance.

Explain the chosen service accurately. A shared transfer and a private vehicle create different expectations, so the customer needs to know which one they are buying. Check any stated arrangements for stops, waiting and access to the accommodation. Avoid promising a precise journey duration unless the supplier's terms support that promise.

In a fictional training example, an adviser is booking four people travelling with four cases and a pushchair. The task is to find a service that confirms those requirements, not simply a vehicle labelled for four passengers. This training case contains no live availability or recommendation of a particular vehicle. Use the same approach with a real brief before comparing the final prices.

Read the confirmation as an operational document

Check the supplier reference, service status and journey details after booking. A payment receipt alone doesn't explain where the customer should meet their driver or what they should do if plans change. Resolve any missing confirmation before describing the service as fully arranged. Keep the supplier's instructions with the booking so a colleague can find them later.

Travelgenix's airport transfer booking engine supports standalone transfers and transfers added to a flight or holiday booking, with bookings managed in Travelify. The product page also describes vehicle and meeting-point information in the booking pack. Use that pack in your review rather than checking only the selling screen. Confirm that the selected supplier's instructions reach the customer in a usable form.

Our booking documents page describes attaching or linking supplier documents added to the Travelify booking. Include the relevant voucher and open the delivered version on a phone. The customer should be able to find the meeting point, contact route and any required action without searching an old email chain. A document that has been generated still needs to be checked against the reservation.

Make changes visible to the next person

Record amendments against both legs where the change affects the return as well as the arrival. A new flight number, revised hotel or extra passenger can require more than editing your own notes. Follow the supplier's amendment process and retain the response. Send the customer the revised instructions once the change is confirmed.

Give one person responsibility for unresolved transfer requirements before departure. Ask them to review the next booking with an unusual arrival time, extra luggage or a specific vehicle need. Follow that requirement from the original enquiry through to the supplier confirmation and the document the customer will use. Any gap you find belongs in the booking process before the next transfer is sold.