Advice · 4 min read · Updated 6 November 2026
Chauffeur booking checklist: 15 details to give when you book
The journey
Most problems with chauffeur bookings come from missing information rather than bad driving: a car too small for the luggage, a driver waiting at the wrong terminal, or an extra charge for a stop nobody mentioned. Ten minutes spent on the booking saves stress on the day and makes the quote accurate.
- Full pick-up address and postcode, plus the entrance to use for flats, offices and hotels
- Full drop-off address and postcode
- Date and pick-up time, written in a way that cannot be confused, such as 05:30 on Saturday 14 March
- Any stops on the way, such as collecting a colleague or a quick shop
- Whether you need a return journey and when
The passengers and luggage
- Number of adults and children
- Ages of any children and which child seats you need
- Number and size of suitcases, plus golf bags, skis, buggies or wheelchairs
- Any mobility needs, such as help getting in and out or a wheelchair-accessible vehicle
- The lead passenger's name as it should appear on a name board
Connections and timing
| Detail | Why it matters |
|---|---|
| Flight number | Lets the driver track your flight and adjust for delays |
| Terminal | Heathrow and Gatwick terminals are separate, and drivers cannot easily switch |
| Train number and station | Platforms and arrival times change, and big stations have set pick-up points |
| Cruise terminal name | Southampton alone has five terminals |
| Event or meeting time | Helps the operator plan a realistic pick-up time with a buffer |
Contact details
- The lead passenger's mobile, and whether it works abroad on arrival
- A second contact, such as an assistant or partner
- Whether you prefer calls, texts or WhatsApp on the day
- Who to contact if the driver cannot reach the passenger
For international arrivals, remember that a UK mobile may take a few minutes to connect after landing, and a foreign number may not receive texts at all until roaming starts. Giving an email address or a messaging app as a backup means the driver can still let you know exactly where they are waiting. It also helps to say which name the driver should ask for at a hotel reception or office front desk, as staff will often call up to a room or meeting rather than let a driver wait in the lobby.
Questions to ask about the price
A fixed quote should be just that, but the inclusions vary. Before you confirm, check each of these so the final price matches the quote.
- How much free waiting time is included, and the rate after it
- Whether airport parking and drop-off charges are included
- Whether the Congestion Charge, tunnel or bridge tolls are included
- What happens if your flight is delayed by several hours
- The cancellation terms and how much notice is needed
- Whether extra stops or a longer route change the price
The day before
- Check you have a booking confirmation with the date, time and addresses
- Reconfirm any flight, terminal or time changes
- Save the operator's number in your phone
- Put luggage near the door and charge your phone
- Check the weather and road news if you have an early or long journey
If anything about the booking looks wrong on the confirmation, such as a pick-up time in the afternoon instead of the morning, raise it straight away rather than on the day.
If something changes, tell the operator as soon as possible. A change of pick-up time made the evening before is easy; one made after the driver has left is much harder.
Extra details for special bookings
Some journeys need a few more facts. Adding them at the booking stage means the operator can send the right car and driver and price the job properly.
| Booking type | Extra details to give |
|---|---|
| Wedding | Ribbon colour, venue contacts, photo stops and the running order |
| Event such as Ascot or the tennis | Enclosure or gate, ticket times and your preferred pick-up window |
| Business roadshow | Meeting list, buffer you want between meetings and who signs off overtime |
| Cruise | Terminal name, boarding window and luggage count |
| Pupil or student | School or halls contact, handover point and luggage list |
| Hospital appointment | Clinic entrance, mobility needs and likely length of the appointment |
If you are booking on behalf of someone else, add their mobile and make sure they know a car is coming, including the car type and the driver's name once it is confirmed.
Frequently asked questions
How far in advance should I book a chauffeur?
For ordinary airport transfers, a few days ahead is usually enough, though earlier is better for very early starts. Book weeks ahead for busy dates such as the Wimbledon fortnight, Royal Ascot, December party nights and school term changeovers, and six to twelve months ahead for summer wedding Saturdays. People carriers and luxury cars are more limited, so book those earlier.
Do I need to give my flight number when booking an airport pick-up?
Yes. The flight number lets the operator track your flight and adjust the pick-up time if it lands early or late, so you do not pay extra waiting time for a delay outside your control. It also confirms the terminal. Without it, the driver works to the time you gave and waiting charges may apply.
What should be included in a chauffeur quote?
A clear quote should state the vehicle type, the journey or hours booked, free waiting time and the rate after it, and whether parking, airport drop-off fees, the Congestion Charge and tolls are included. It should also set out cancellation terms. If anything is not mentioned, ask before you confirm so the final cost matches the price you agreed.
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