IQPD

Executive Assistant Checklist for Booking Transfers (Copy-Paste Template

Executive Assistants, Office Managers and corporate travel teams usually don’t need “more options” — they need a reliable standard: clear pickup rules, predictable vehicle class, flight monitoring, correct invoicing, and a provider who can handle last-minute changes.

This page gives you a copy-paste booking template and a short checklist you can reuse for airport transfers, city rides, and intercity trips in Krakow and across Poland.

If you want a fixed quote for Krakow (KRK) and Poland/EU routes, see: Krakow Airport Transfer and Prices.

TL;DR (5 points)

Confirm flight monitoring + waiting policy (what happens after landing, delays, and no-show rules).
Define vehicle class + luggage rules (avoid “surprise upgrades” on pickup).
Require a named driver + contact number and a clear meet & greet procedure.
Agree on fixed total price (what’s included: tolls, parking, VAT invoice).
Set an escalation path for late-night changes / IRROPS (24/7 dispatch contact).

Copy-Paste Booking Template (send by email / WhatsApp)

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 time)
Pick-up location: [Airport/Hotel + full address]
Drop-off location: [Full address / terminal]

2) Flight details (if airport pick-up)

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

3) Passenger details

Passenger name(s): [Name / initials]
Language preference: [EN/PL/other]
Contact phone (passenger): [+Country code]

4) Group size & luggage

Passengers: [number]
Luggage: [number of suitcases + cabin bags]
Oversize items (if any): [ski bags / strollers / instrument cases] + approximate size

5) Vehicle requirement

Vehicle class requested: [Executive sedan / Business van / Sprinter]
Notes: [child seat / extra space / discreet service / VIP protocol]

6) Billing

Invoice required: [Yes/No]
Company name & VAT number: [data]
Billing email: [email]
Payment method: [card / bank transfer / link / cash to driver if applicable]

Please confirm:

Total fixed price (including tolls/parking if applicable)
Meet & greet procedure (where the driver waits + signage)
Waiting policy after landing (minutes included)
24/7 dispatch contact for last-minute changes

Thank you,[Your name / Company]

What to Confirm With the Provider (SLA / service standard)

1) Meet & Greet procedure

Confirm these items in writing:

Where exactly the driver waits (arrivals hall, specific exit/meeting point).
What sign the driver holds (passenger name / company).
How you’ll be contacted if the passenger’s phone has no roaming (WhatsApp + fallback call/SMS).

Internal link suggestion: link here to your Meet & Greet SOP article once published.

2) Flight monitoring + waiting policy

For airport pick-ups, you want:

Flight monitoring based on flight number (not only “scheduled time”).
A defined waiting time after actual landing (not after scheduled landing).
Clear rules for extreme delays / cancellation / rebooking (IRROPS).

3) Vehicle class definition

Avoid vague promises like “premium car”. Confirm:

Class (Executive sedan vs Business van vs Sprinter) and passenger/luggage assumptions.
What happens if luggage is larger than declared (price change rules must be stated up front).
Cleanliness standard + bottled water (optional but common in premium segment).

4) Pricing inclusions

Ask explicitly whether the total includes:

Airport parking / pickup fees
Tolls / motorway charges
City zone surcharges (if any)
VAT invoice (if you need it)
Waiting time (how many minutes included)

5) Driver and escalation path

You need:

Driver name + phone number shared before pickup (ideally the day before).
A 24/7 dispatch number that can reassign a vehicle if needed.
A rule for “silent service” (no small talk) if your guest prefers discretion.

Red Flags (common failure modes)

If you see any of these, treat it as a vendor risk:

Provider refuses to confirm fixed total price in writing.
No clear meet & greet description (“driver will be somewhere outside”).
No flight monitoring (“tell us when you land”).
Vehicle class is undefined or changes without rules (“we will see what’s available”).
Billing is unclear (no VAT invoice option, no company data handling process).
No real 24/7 dispatch contact (only one driver number).

FAQ

What is the minimum info I should share (data privacy)?

Minimum needed: route, time, flight number (if airport), passenger name (or initials), and a contact phone. Avoid sharing passport numbers or unnecessary personal data.

How do I prevent “luggage surprises”?

Ask for luggage counts and specify oversize items. For “big bags”, include approximate dimensions (e.g., large suitcase 75–85 cm). If the provider can’t define rules, pick a higher vehicle class.

Should I book a sedan or a van for executives?

If you want zero risk with luggage and last-minute changes, business vans are often the safer default for 2–4 pax with multiple suitcases. Sedans work best for 1–2 pax with standard luggage.

What should the provider do if the flight is delayed?

They should monitor the flight and adjust pickup time automatically, with a stated waiting policy and a dispatch contact for edge cases (rebookings, cancellations).

Can I request invoicing for a company (VAT)?

Yes — but send billing data in the booking template and request confirmation that the invoice will match your company details (name, address, VAT ID).