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.

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]T

erminal (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)