Make the first impression on Airport

Transfer
Suraj Bhattarai + Follow
Tour & Trek Executive | Expedition Co‐Ordinator | Travel Blogger | Travel
Consultant
Published Dec 15, 2020

While you are doing an internship or doing a job at the tourism agencies, arrival
transfer and departure transfer will be the major tasks. Whether you are a tour
escort or representative from the office or guide, you must follow the following
transfer procedure as well as confirm the checklists. Arrival and departure transfer
are provided by the ground tour operator and the hotel too. In the case of the hotel
providing the transfer, the driver is given the task or arrival or departure transfer.

The transfer procedure is not only the task of meeting the guest and providing the
services. This is the opportunity of showing your Excellency and create impressions,
your confidence, and your professionalism. So if you follow the procedure, you will
be regarded as a professional. This also teaches you to do work smartly.
Arrival Transfer

An arrival transfer is related to the transfer of guests/passengers from the

airport/bus station to the hotel/resort. This is the startup task of the tour. For the
arrival transfer, there are some procedures and checklists that you need to follow
and confirm so that the program goes smoothly without unforeseen circumstances.
We can see many tourists miss their baggage inside the airport while exchanging
currency or buying SIM cards. So, the arrival transfer doesn’t mean only the transfer
of guests, but the care of their luggage.

Procedures of Arrival Transfer

The following points should be done after the tour confirmation and before
the arrival date. The arrival transfer will be easy after completing the following
tasks.

Update the tour file information in detail. Once the client confirms the tour and the
packages, print out the Email confirmation, Itinerary, Guest Service Voucher, Agent
Confirmation Voucher, a hotel confirmation email and records it in a file with the unique
file name. Before 20 days of guest arrival, request them to send the flight details.

Before 1 week, send the service voucher to the hotel which contains the information such
as Tour code which will be the file number, tour name which will be the file name or the
subject you keep while booking the hotel, date of arrival/departure, Estimated time of
arrival/departure, mode of arrival or departure, etc. ﴾Sending time is different according to
the hotel.﴿

Send the transport movement details to the transport company as per the program with
guide details, time, pickup/drop point, types of sightseeing tour and the places, overnight
if there will be, etc.

Confirm the guide, porters, rafting agents, and issue the permits if needed.

Before going to the airport

The following points to be checked or remembered before going to the airport

arrival transfer:

On the day of arrival, check the Estimated Time of Arrival ﴾ETA﴿ of the flights. You will have
already received the flight number and the time from the clients. Based on this
information, you can check it via Flightradar24 or Flight Aware.

Confirm the vehicle from the transportation company and request them the details of the
vehicle, name and contact details of the driver, etc. Inform the driver about the arrival time
and reach the airport before the flight landing time. ﴾ please confirm the type of vehicle
according to the guest number﴿

Make a placard with the guest name or group representative name or your agency name
or the International agent name. Carry garlands to welcome guests at the airport.

2. At the Airport

The following things should be kept in mind at the airport:

Be at the airport before the time of the passenger's arrival. One must have a safe margin
time in case the vehicle gets in a traffic jam, roadblock, or other obstructions.

Inform the driver where to park the vehicle and where he should wait for guests.

Be ready with a placard at the right place/location.

Recognize, meet, and greet the guest. Assist them to manage' their baggage. If there is
any lost or damaged baggage, assist them to claim for the same. Create a sound
environment that the guest feel comfortable.

Count the baggage and make sure that all baggage is properly loaded in the vehicle.

3. Drive from Airport to hotel

The following things should be kept in mind on the drive from the airport to the
hotel.

You should re‐introduce them again and brief their responsibilities.

Speak slowly and clearly as they are new and from different backgrounds.
 Understand the general characteristics of tourists according to their country.

Provide information about:

Driver

Hotel and driving time to reach there

Time difference and Current local time

Local currency and foreign currency exchange rules and regulation

Weather condition/climate

Shopping area

Some major attractions of the country/ places you see en route to the hotel

Local SIM cards if needed

4. At the Hotel:

Make sure that all the baggage are unloaded

Hand over the baggage to the bell desk of the lobby

Assist in the check‐in process of the guests.

Receive the required type and number of rooms and be sure that the guests are satisfied
with their assigned rooms.

Briefing about the program and timing.

Collection of the payment should be done based on proper official papers. Collection may
be on cash, travelers’ cheque, credit cards, and service vouchers as per the foreign
currency exchange rule of the Nepal Government.

Leave the tour officer's contact address and office address where they should contact in
case of an emergency.
Departure Transfer

Departure transfer is related to the transfer of guests/passengers from the hotel to

the airport/bus station. It is related to maintaining a long‐lasting relationship with
the guest/client. It is an act of farewell to the Guests.

Procedures of Departure Transfer:

1. Before going to the hotel

The following points to be checked or remembered before going to the hotel for
departure transfer:

Update with the flight departure time and process for the final departure 3 hours before
the estimated time of departure of the flight.

Provide the feedback form one day before the departure date in a convenient language
for guests.

As a travel agent, its responsibility to check and support the guests about to clear border
formalities. So, the travel agent must be familiar with current rules and regulations from
the concerned airlines, travel agents or government, or embassies.

Normal hotel check‐out time is noon. The early check‐in or late check‐out may cost extra.
So, collect all extras from guests. If a guest's departure is late informed the hotel authority
on time.

2. At the hotel

One should be at the hotel earlier and ask reception if everyone has to Gather up guests,
call rooms of those who do not appear at the lobby

Remind the guests for the payment of extras

Remind the guests to return room keys, empty safe deposit boxes and have travel
documents.
 Brief bell boy to load baggage and passenger extras

3. Drive from the hotel to the airport

Remind the guests to check the ticket and travel document for final confirmation

Brief about the airport departure formalities and facilities

Collect the feedback form from the guests.

4. At the Airport

Drive as close as to the check‐in area and assist with getting trolleys.

Make sure all the baggage and equipment are unloaded.

Wish them a safe and happy journey.

If you can follow these guidelines, then you will be recognized as a professional and
you will get both financial and non‐financial rewards.

Like Comment Share 5 · 2 Comments

Niharika Jain 9mo

Great article! Your insights on making a good first impression through airport transfers are valuable
and practical. As you've mentioned, the way we present ourselves can have a significant impact on
our personal and professional relationships.

I appreciate the tips you've provided on how to make the most of airport transfers, such as
dressing appropriately and being punctual. It's also helpful to know about the various modes of
transportation available and their respective advantages.

If you are using a private airport transfer service provider, feel free to book your ride across Europe
with https://grandlanetransfer.com/

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