Chauffeur Booking Request: What Details to Include

Table of Contents

• Start with the date and timing requirements
• Give complete locations and ordered stops
• Add the correct airport or private aviation details
• Count passengers, luggage, and special requirements
• Identify the traveler and booking contact
• Copy this chauffeur booking request template
• Review the response before treating the trip as confirmed

A useful chauffeur booking request explains the journey clearly enough for the reservation team to assess timing, vehicle suitability, and availability. It should distinguish what you need from what has already been accepted.

This guide provides a practical checklist and a reusable request template for airport transfers, hotel pickups, business appointments, private events, and multi-stop trips.

Start with the date and timing requirements

Write the complete travel date and identify the local time zone when someone is arranging the trip from elsewhere.

For a non-airport pickup, state when passengers should be ready to board. If you must reach an appointment by a particular time, include that deadline separately so the proposed pickup can be reviewed.

For example:

• Requested pickup: 8:00 a.m. Pacific Time.
• Required arrival: 9:00 a.m.
• Destination instructions: visitor reception before the appointment.

For an airport arrival, provide the scheduled landing time as flight information rather than assuming it is the vehicle boarding time.

For hourly service, give the requested start time, expected finish, and planned stops. Mark uncertain times as tentative instead of presenting them as settled arrangements.

Give complete locations and ordered stops

Include the property name, full street address, city, and relevant entrance for both pickup and destination.

A hotel lobby, ballroom entrance, office visitor gate, or residential driveway may require different instructions even at the same property. Ask the host or venue which entrance guests should use.

List additional stops in travel order. For each one, explain whether passengers will board, leave the vehicle briefly, or attend an appointment.

Specify whether the vehicle should remain available between stops. A list of addresses does not automatically reserve waiting time or an hourly service period.

If a return trip is needed, include it as a separate leg with its own date, pickup time, passenger count, and destination.

Add the correct airport or private aviation details

For airline travel through SJC, SFO, OAK, or MRY, provide:

• Airline and final arriving flight number.
• Local arrival date and scheduled landing time.
• Airport and terminal, if known.
• Lead passenger’s reachable mobile number.
• Checked luggage and any requested meet-and-greet arrangement.

Use the airport transfer planning directory to identify the relevant airport guide. Follow the confirmed meeting instructions rather than choosing a curb or door independently.

Flight monitoring supports pickup planning, but travelers must report replacement flights, cancellations, missed connections, and changes of airport. Keep the passenger’s phone available after landing.

For private aviation, provide the actual FBO or receiving facility, expected arrival time, flight or aircraft details when available, and the flight coordinator’s contact.

Facilities may include Signature Aviation SJC, SFO, or OAK; Atlantic Aviation SJC; Moffett Field FBO; or San Carlos FBO. Use the private aviation coordination guide for the relevant planning considerations. Access remains subject to the facility’s authorization.

Count passengers, luggage, and special requirements

Count every traveler, including children. Then describe the belongings that will travel with them:

• Checked suitcases and carry-ons.
• Personal bags and backpacks.
• Golf bags, presentation equipment, or instrument cases.
• Strollers or other bulky items.
• Mobility devices and their folded dimensions, where applicable.

Provide dimensions for unusually large or rigid items. Passenger capacity and luggage capacity must be assessed together.

You may state a vehicle preference, but describe the actual requirements as well. Black Chauffeur Limo Service’s direct fleet includes the Lincoln Aviator, Chevrolet Suburban LT, and Mercedes-Benz Sprinter. Review the vehicle and luggage planning options before submitting your request.

For child-seat requests, include the child’s age, height, weight, and requested seat type. For accessibility or boarding assistance, explain the practical requirements so the team can assess suitability. Do not assume a standard SUV or passenger van offers wheelchair-accessible transportation.

Identify the traveler and booking contact

If you are booking for yourself, provide your name, mobile number, and email address.

If you are arranging someone else’s trip, identify the passenger separately from the person managing the reservation. Specify who can approve changes and provide a backup contact where useful.

For a group, name one lead passenger for each vehicle or departure group. If several vehicles may be needed, submit the total requirements and request a feasibility review rather than assuming additional capacity is available.

Include a company billing reference or purchase-order requirement when relevant, and ask the team to confirm what documentation can be supplied.

Share only information needed for the trip. Do not include payment-card numbers, passport copies, or unrelated medical information in the itinerary; use the payment process supplied for the reservation.

Copy this chauffeur booking request template

Complete the applicable fields below. Mark details that are still tentative, and leave out sections that do not apply.

Trip overview

• Service requested: airport transfer / point-to-point / hourly / event.
• Travel date:
• Local time zone:
• Requested pickup time:
• Required destination arrival time:
• Requested service finish time, if hourly:

Route

• Pickup property and full address:
• Pickup entrance or meeting instructions:
• Destination property and full address:
• Destination entrance:
• Additional stops, in order:
• Expected time at each stop:
• Should the vehicle remain available between stops?
• Return trip date, time, and route:

Airport or private aviation

• Airport:
• Airline and arriving flight number:
• Local arrival date and scheduled landing time:
• Terminal or actual FBO name and address:
• Aircraft or flight coordinator details, if applicable:
• Curbside or meet-and-greet request:

Passengers and belongings

• Total passengers, including children:
• Checked suitcases:
• Carry-ons and personal bags:
• Oversized items and dimensions:
• Vehicle preference:
• Group or multiple-vehicle requirements:
• Child-seat requests:
• Boarding assistance or accessibility requirements:

Contacts and administration

• Lead passenger’s name and mobile number:
• Booking contact’s name, email, and mobile number:
• Person authorized to approve changes:
• Backup contact:
• Company billing reference, if required:
• Questions about price, inclusions, or terms:

Review the response before treating the trip as confirmed

Request service 12–24 hours ahead whenever possible, with more notice for groups, holidays, special events, or complex arrangements.

When the team responds, check the accepted itinerary, vehicle arrangement, price, meeting instructions, and service period. Review the booking conditions for waiting, changes, and cancellation, including any trip-specific conditions in the confirmation.

A submitted form or preliminary quote does not itself confirm transportation. Follow the reservation team’s final acceptance and confirmation.

For an existing request, report corrections using the reference number rather than submitting another request for the same journey.

Send your completed details through the chauffeur reservation request page.

Call: +1 (408) 461-8899. Text and WhatsApp: +1 (408) 394-3575.