Start with the arrival on your ticket
Use the named airport or railway station on the itinerary. A London destination does not mean Heathrow, and a postcode near a terminal is not the same as the passenger meeting point. For an airport arrival, prepare the flight number, arrival date and current terminal. For Eurostar, identify the London station and train details, then allow for reaching the agreed meeting place after arrival.
Use the UK collection date and London time
The journey form uses London time and a 24-hour clock. Use the calendar date on which the passenger will be collected in the UK, which may be different from the flight departure date abroad. For example, a flight leaving overseas on Monday and arriving in London on Tuesday morning needs the Tuesday arrival date. The planned collection time is a separate decision: allow for leaving the aircraft, border checks, baggage and your party’s needs. Review the exact flight date and collection time together.
Identify the hotel address and entrance
Give the full property name, street address and postcode, including the branch when a hotel group has more than one London location. Confirm the entrance or reception where the guest should arrive. If the flight lands before hotel check-in, discuss luggage storage and early access with the hotel directly. A chauffeur request does not reserve a room or make those arrangements. Plan a hotel move separately if all the cases will travel with you later.
Choose space for the complete travelling party
Count every passenger, including children, and list all cases, hand luggage and equipment. Open the class-specific seating and luggage guide to compare arrangements, then check your own items’ outside dimensions, including handles and wheels. Include child-seat and assistance requests before relying on a vehicle choice. If the group needs several vehicles, describe who travels together and each arrival separately; adding stops to one route does not reserve extra vehicles.
Make the organiser and passenger easy to distinguish
An overseas agency, assistant or family member can prepare the journey for a guest. Identify the person who may approve changes and the traveller who will be reachable at collection. Include the passenger’s country dialling code and check how their phone will receive contact in the UK. Agree recognisable pickup-sign wording where relevant. Share the confirmed meeting instructions with the guest, while keeping unrelated organiser and passenger information separate.
Connect the rest of your visit
A hotel transfer, a day of appointments and a trip beyond London need different arrangements. List each collection date, address, fixed appointment and final destination. For a return flight or train, work back from the carrier’s check-in and boarding requirements as well as the road journey. Use the guides to choose a realistic itinerary, and confirm availability for the actual route. A destination guide helps planning; it does not reserve a vehicle or venue.
Check what has actually been confirmed
Review the requested journey, vehicle, passenger contact, meeting details and applicable terms together. A saved plan or enquiry is not the same as an accepted booking. Keep the actual confirmation and its contact instructions, and obtain confirmation of any later change. For airport travel, use the prebooked journey path; leaving out a flight number does not make an airport collection an ASAP journey.
A LITTLE MORE CLARITY
Your questions, answered.
Can I prepare a UK chauffeur journey while I am overseas?
Yes. Use the UK pickup and destination addresses and the London collection date and time shown in the form. Keep the organiser’s location separate from where the passenger will be collected; the actual UK journey still needs confirmation.
Does my overnight flight use the departure date or arrival date?
For the airport arrival details, use the London arrival date shown on the itinerary. Check the requested UK collection date separately, especially around midnight. A Monday departure abroad may arrive on Tuesday in London.
Does a flight landing time tell me when I will meet the chauffeur?
No. The passenger still needs to leave the aircraft, complete any border checks and collect luggage. Use the agreed collection and meeting instructions for the journey.
Can an agency arrange separate arrivals for one group?
Prepare one clear line for each arriving party, including flight or train, date, passenger count, luggage, contact and destination. Confirm the allocation and collection arrangement for each vehicle.
Does this service operate in the country I am travelling from?
This guidance is for journeys in London and supported UK destinations. Overseas visitors and organisers can plan those UK journeys here; it does not describe chauffeur services abroad.