Executive Assistant Transfer Checklist (Copy-Paste Template)

Booking an executive transfer should take under three minutes. This checklist and template eliminate back-and-forth by giving the supplier everything they need to confirm a fixed price in one message.

Use it for airport pick-ups, hotel-to-hotel routes, and multi-leg corporate itineraries in Krakow and across Poland.

Copy-paste booking template

Send this via email or WhatsApp. Replace all brackets.

Subject: Transfer booking request — [DATE] — [ROUTE] — [PAX]

Hello,

Please confirm a fixed-price transfer with the details below.

1 Route & timing

Date: [DD MMM YYYY] Pick-up time: [HH:MM] (local) Pick-up location: [Airport terminal / Hotel name + full address] Drop-off location: [Full address / terminal]

 2) Flight details (airport pick-up only)

Flight number: [XX1234] Scheduled landing time: [HH:MM] Terminal (if known): [T1 / T2]

 3) Passenger details

Passenger name (for meet & greet sign): [First name / Initials / Company name] Contact phone: [+country code + number] WhatsApp available: [Yes / No] Language preference: [EN / PL]

 4) Group size & luggage

Passengers: [number] Large suitcases (checked luggage size, ~75–85 cm): [number] Cabin bags / backpacks: [number] Oversize items: [ski bags / golf bags / stroller / none]

 5) Vehicle requirement

Vehicle class: [Executive sedan / Business van / Sprinter] Additional notes: [child seat / discreet service / meet inside terminal / etc.]

6) Billing

VAT invoice required: [Yes / No] Company name: [full legal name] Company address: [full address] VAT ID (NIP): [number] Billing email: [email] Payment method: [payment link / card on board / bank transfer]

Please confirm in writing:

• Total fixed price (with tolls, parking and waiting included or itemised)
• Meet & greet procedure (exact waiting location + signage used)
• Waiting policy after landing (minutes included, from when counted)
• 24/7 dispatch contact for last-minute changes or IRROPS
•  

Thank you, [Your name] [Company] [Your phone / WhatsApp]

What to verify before sending any booking request

Before you fill in the template below, check the following:

• You have the passenger's full name or initials (exactly as they want to be greeted)
• You have the flight number and scheduled landing time (not departure time)
• You know the luggage count: large suitcases + cabin bags + any oversize items
• You know whether a VAT invoice is required and have company billing details ready
• You have a direct contact number for the passenger (WhatsApp preferred for last-minute changes)

If any of these are missing, chase them first. A booking sent without flight details or luggage count will require a follow-up and may delay confirmation.

TL;DR — 5 essentials before every booking

1. Confirm fixed total price (tolls / parking / waiting / VAT — all included or itemised)
2. Define vehicle class and luggage (avoid "premium" ambiguity)
3. Require Meet & Greet SOP (where the driver waits, signage, contact rules)
4. Confirm flight monitoring and waiting policy (from when counted, how many minutes)
5. Set an escalation path for IRROPS (24/7 dispatch contact, not just driver's phone)