Executive assistants often hold the complete picture: the principal’s preferences, flight, meetings, access notes and people who need updates. A structured brief turns that knowledge into an executable chauffeur plan.
Create one source itinerary
Put each movement in local time and include full addresses, postcodes, named entrances and contact numbers. Mark which timings are fixed and which are provisional. For flights, add the number and terminal or FBO; for events, add the gate or accreditation point.
Avoid sending the schedule as several screenshots when a single written itinerary is available. The operating team needs information it can verify and update.
Separate booking, passenger and billing contacts
The assistant may approve changes, the passenger receives vehicle details and finance receives the invoice. Record those roles explicitly. If the passenger should not be called during a meeting, say which contact can make a decision instead.
For a visiting delegation, nominate a lead passenger for each vehicle. This keeps the movement controlled when several people leave a venue at once.
Brief preferences that affect the journey
Useful preferences include vehicle class, conversation or quiet, cabin temperature, newspapers or water, accessibility and whether luggage assistance is required. State what is essential and what is preferred.
For privacy, do not include background information that the chauffeur does not need. A concise operational note is more effective than a biography.
Review the confirmation, not just the price
- Correct date, local time and time zone.
- Every address and stop in order.
- Flight, terminal or FBO information.
- Passenger, bag and vehicle capacity.
- What happens if the schedule moves.
- Correct organiser and traveller contacts.
A clear confirmation is the control document for the day. Ask for a corrected version if a material detail changes rather than relying on an isolated message.
Plan the journey with Halcolux
Share the date, route, passengers and any flight details. Our reservations team will prepare a clear quotation and confirm the collection arrangement.
Frequently asked questions
Can I book without sharing the principal’s personal email?
Yes. Use the assistant as organiser and provide the passenger’s operational mobile number where required for the collection.
Can one chauffeur cover a full day of meetings?
Yes. Request a time-based booking and send the provisional schedule, including the expected finish location.
How should last-minute changes be sent?
Contact reservations through the confirmed channel and identify the booking, new detail and who approved it.