Executive assistants book more car service than almost anyone, often for demanding schedules that change by the minute. The secret to smooth bookings is giving the car service complete information up front — passenger name and mobile number, exact addresses with cross streets or entrances, flight numbers, number of passengers and bags, vehicle preference and billing reference — and keeping one channel open for updates. A good car service will handle the rest, including flight tracking and last-minute changes.

What to include in every booking

Detail Why it matters
Passenger name and mobile Chauffeur can contact the passenger directly
Pickup address + entrance/cross street Avoids confusion at large buildings
Pickup time For airports, based on flight and traffic
Flight number (airport pickups) Enables flight tracking
Passengers and luggage Determines vehicle
Vehicle preference Sedan, SUV or van
Special requests Water, newspapers, child seats, quiet ride
Billing reference Cost center or project code

A booking template

“Pickup for [Name], mobile [number], on [date] at [time] from [building, entrance, cross street] to [destination]. [Flight number if applicable.] [Number] passengers, [number] bags. Vehicle: [class]. Notes: [preferences]. Bill to: [account/reference].”

Managing changes

  • Text or email dispatch with the booking reference for changes.
  • For delays, update pickup time as soon as you know.
  • For airport pickups, flight tracking handles delays automatically. Read how flight tracking works.

VIP preferences

Keep a profile for each executive: preferred vehicle, temperature, music or silence, beverages, whether they like conversation, and seating. Good services store these. Read quiet ride and conversation.

Booking for others

Read booking a car for someone else.

Billing

Corporate accounts consolidate invoices and references. Read corporate accounts and billing.