Write the journey out in full

Record the arrival airport or terminal, flight number, local arrival date and time, full destination address and lead passenger contact. Write the return journey on a separate line. We recommend reading both legs back against the flight itinerary so an overnight arrival or a similar hotel name is easier to spot.

Keep the flight departure time and the transfer pickup time in separate fields. Ask the provider how the return pickup is set and where the traveller should check it. This avoids turning an assumption about travel time into an instruction.

Match the service to the travelling party

Record adults, children and infants, plus the luggage and equipment that must fit. Ask whether the offer is private or shared and confirm the actual drop-off arrangements. We recommend checking the full party against the selected vehicle, rather than judging capacity from a photograph.

For travellers with mobility requirements, describe the assistance or vehicle features needed and request confirmation for that specific journey. Record the answer without making a broad promise that every vehicle or destination is accessible.

Confirm child seats and unusual luggage

Make each essential request explicit, with the information the provider needs. MyTransfers’ special-request guidance, for example, asks for details when arranging child seats and special luggage and notes that charges may apply. It is an example of one provider’s process, not a rule for all transfers.

Our recommendation is to keep the provider’s written response beside the request. A note entered by an agent should not be presented as confirmation that the requested equipment has been accepted. If a seat or vehicle feature is essential, resolve it before recommending the offer.

Read the pickup instructions before sending the voucher

Check the meeting point, any arrival procedure, waiting-time information and assistance contact. Suntransfers’ booking documentation includes fields for pickup instructions, vehicle information, luggage, child seats and waiting time. Use this as a prompt to ask what your selected provider supplies and how the customer will see it.

We suggest a simple handover check: could a colleague find the next action using only the document you are about to send? If the answer relies on knowledge held by one adviser, add the missing instruction from the provider’s confirmed information.

Agree what happens when a flight or booking changes

Read the provider’s current amendment and delay terms. Suntransfers’ terms, for example, make amendments effective after checking and email confirmation. They also describe delayed or diverted arrival arrangements as subject to availability. Do not turn this into a blanket promise that a driver will wait indefinitely.

Record who contacts the provider, which reference to quote and how the revised arrangement reaches the traveller. Keep the original request and the confirmed revision distinguishable so your team can see the current plan.

A final check you can use on every booking

Use the following suggested checks, then record the date and initials of the person who completed them. These are our working recommendations, intended to make the handover easy for another adviser to follow.

• Journey: compare each local date, airport and address with the itinerary so the pickup is tied to the right arrival.

• People and luggage: check the provider’s accepted details so essential capacity questions are resolved.

• Requests: retain confirmation of necessary equipment or assistance so a request is not mistaken for acceptance.

• Documents: send the current voucher and contact instructions so the traveller has a usable next step.

• Changes: identify the owner and response route so new flight information reaches the provider.

For a website demonstration, use the airport transfer booking engine page alongside this checklist. Test one ordinary journey and one with an essential request, because the second case reveals where a human confirmation may be needed.