Arrival and departure transfers need different timing information. This airport transfer checklist helps you distinguish the flight schedule from passenger readiness, then prepare the addresses, luggage and meeting details needed for a quote.

Use a different brief for arrivals and departures

For an arrival: share the airline, flight number, arrival date and onward address. Explain any onward deadline and follow the agreed meeting instructions after arrival procedures and luggage collection. A scheduled landing time does not mean passengers will be at the collection point then.

For a departure: share the full starting address, flight date and departure time, together with the reporting guidance provided by the airline. List extra collections or luggage stops before pickup timing is discussed. Do not copy an old collection time without reviewing the new route and flight.

For an overnight flight, make the local arrival date explicit. For a return, send its own flight and destination details rather than writing same as outward. If a flight changes, notify the team through the agreed contact and ask how the revised collection and waiting will be handled.

Changing airports? The JFK–LaGuardia and LaGuardia–Newark guides cover road-transfer enquiries between airports. Airline check-in requirements and connection feasibility still need separate review.

Information for an arrival

Provide the airline, flight number, travel date and destination address. Include a working passenger contact and the number of bags. Allow for the time needed after landing, including baggage collection and any arrival procedures, when discussing the collection.

Confirm where to meet

Read the relevant JFK, LaGuardia or Newark guide, then confirm the specific meeting point with the team. A curbside or terminal meet-and-greet should not be assumed unless agreed. Follow the instructions supplied for your pickup.

Flight changes and waiting

Contact the team if the flight, terminal or passenger schedule changes. Ask how waiting and revised collections are handled and what charges may apply. Do not assume that every change can be accommodated under the original arrangement.

Choose the vehicle around luggage

List passengers, suitcase sizes and any oversized items. Compare the current chauffeur fleet and ask about a suitable fit. The airport vehicle guide explains what to confirm before selecting a sedan, SUV or group arrangement.

Private aviation and departures

For an FBO request, add the airport and actual FBO facility. See the FBO planning guide. For a departure, share the flight time and discuss the airline arrival guidance when agreeing pickup timing.

Agree the quote

Ask what the airport transfer quote includes, how parking and waiting are handled and how changes are communicated. A return journey needs separate flight information. The form sends an enquiry; the booking is confirmed after availability and terms are agreed.

Prepare one complete airport enquiry

  • Arrival or departure, airport, travel date and airline flight details.
  • Full pickup and destination addresses, including entrances and planned stops.
  • Adults, children, checked cases, cabin bags and oversized equipment.
  • Reachable passenger phone and a coordinator if booking for someone else.
  • Requested seating or assistance, plus separate details for the return.

Match the guide to your airport and destination

For commercial arrivals, compare our JFK-to-Manhattan, LaGuardia-to-Manhattan and Newark-to-Manhattan guides. For private aviation, distinguish Teterboro FBO transfers from Westchester Airport terminal or FBO pickups. Supply the exact facility rather than treating every airport collection as the same arrangement.

New York airport transfer questions

What should I include when requesting an airport transfer?

Include the airport, travel date, airline and flight number, full pickup and destination addresses, reachable phone, passengers and luggage. Add any child-seat or assistance request and give return-flight details separately. This allows the team to review the actual journey.

Where will I meet the chauffeur after landing?

Use the meeting instructions agreed for your flight and airport. Collect your bags and contact the team as instructed before approaching the pickup area. Curbside collection and an inside meeting are different arrangements; confirm which applies to your quote.

Is flight landing time the same as pickup time?

No. Passengers may need time for immigration, baggage collection and walking to the agreed meeting point. Share the flight details and discuss collection timing with the team. Notify them of changes and confirm when waiting charges begin.

Can I book a Westchester or Teterboro private aviation transfer?

You can request one by supplying the exact airport and FBO name and address. Westchester commercial-terminal pickups need different instructions from an HPN FBO collection. Review the FBO guide and confirm access and the meeting point before booking.