Before you set off
Check the airport and airline guidance for your flight first. Agree a departure time that includes the journey, loading luggage and a sensible margin.
Work backwards from airport arrival
Departure time is not the deadline for arriving outside the terminal. Check-in, bag drop when needed and other airport procedures happen before the flight. Check current guidance from your airline and the airport for your journey.
Then agree a pickup time. Include travel from your exact address, leaving the accommodation and loading bags. Avoid basing the plan only on the shortest journey time shown by a map at the moment you check.
Confirm the entrance you will use
A hotel may have several entrances, and an apartment can be on a street with difficult access. Send the full address and the precise place where you will be ready. Check any gate or reception arrangements the night before.
For a group, agree one meeting point. Additional addresses or passenger collections should be declared in advance because they change the route and departure plan.
Three checks before bed
- Transport: date, time, pickup point, contact and confirmation.
- Luggage: all cases and additional items included in the vehicle request.
- Travel: documents and current airline information within easy reach.
Ask your host whether checkout arrangements can be prepared earlier. Charge your phone and keep the agreed contact easy to find rather than buried among old messages.
Treat the return journey separately
If you also book the return transfer, record it as a separate arrangement. Include the arrival date, inbound flight number, passengers and onward address. Do not copy the departure pickup time into the return request.
Agree how you will report flight changes. A message sent about a new time is not the same as a confirmed revised booking.
Send a concise final confirmation
Please confirm pickup on [date] at [time], from [address and entrance], for [passengers] with [luggage]. Our flight is [number]. Please confirm the morning contact and final arrangement.
Check early pickup availability in advance. BEG RIDE can propose a vehicle and departure plan from your details; use current airport and airline information for the applicable airport timing requirements.
Frequently asked questions
When should we leave for the airport?
There is no single answer for every address and flight. Check the required airport arrival time, then allow for the journey and a margin.
Is a message requesting a time change enough?
Ask for confirmation of the revised time so you know the new arrangement has been accepted.
