Airport transfers are easiest when the provider receives the right information before the flight.
This checklist is deliberately practical. It can be used whether you book through a hotel, taxi operator, private-car company, or another legitimate provider.
1. Flight number
Send the flight number, not only the scheduled landing time.
A flight number helps identify delays and avoids confusion when several flights arrive around the same time.
2. Arrival date
This sounds obvious, but flights around midnight cause mistakes. Confirm the local calendar date when the flight actually lands.
3. Passenger count
Include children and infants.
Do not write "four adults" and then arrive with an additional child who requires a seat.
4. Luggage count
Tell the provider about:
- checked suitcases;
- cabin bags;
- strollers;
- wheelchairs;
- golf bags;
- dive or sports equipment.
A vehicle can have enough passenger seats but insufficient luggage space.
5. Exact destination
Send a map pin where possible.
For large resorts or attraction complexes, include the exact hotel, lobby, entrance, or terminal.
6. Child-seat requirement
Request this before the trip. Confirm availability and the appropriate type.
7. Pickup method
Ask:
- where will the driver wait?
- will they hold a name sign?
- is there a meeting-point number?
- what vehicle information will be provided?
- who should you call if you cannot find them?
8. Waiting policy
Understand what happens if:
- the flight is late;
- immigration takes longer;
- baggage is delayed.
Do not assume unlimited waiting.
9. Total price
Before agreeing, understand whether the quote includes:
- the full one-way journey;
- waiting;
- parking if applicable;
- planned extra stops;
- child seat;
- late-night conditions if any.
Avoid unclear arrangements where the final price depends on information that should have been agreed in advance.
10. Cancellation/change rules
Flights change. Ask how to update the booking and what happens if the airline cancels or moves the flight.
11. Working contact method
Make sure the provider has a number or messaging app that will work when you land.
12. Hotel late check-in
For late arrivals, tell the hotel separately. A transport booking does not automatically notify the accommodation.
13. Screenshot the booking
Keep an offline copy with:
- provider;
- pickup instructions;
- destination;
- agreed price;
- contact details.
FAQ
Do I need all of this for a short transfer?
Not always, but accurate destination, passenger, luggage, and flight information prevent the most common problems.
Should I send a passport copy to a transfer provider?
Do not send sensitive identity documents unless there is a legitimate and clearly explained need. Most simple airport transfers do not require a passport copy.
Should I give the driver my flight number?
Yes, when it helps coordinate an airport pickup.
Is a map pin better than an address?
Using both is ideal when available.