Booking a Chauffeur for Your CEO or Director: A PA Checklist
If you are the person arranging travel for someone senior, the aim is simple: they should never have to think about the car. That only works when the booking carries enough detail for the chauffeur to handle surprises without phoning your principal. This checklist is written for executive assistants, PAs and office managers, and it follows the order in which the questions usually come up.
Before you enquire
Have these to hand and a quote can normally be turned round quickly.
- The passenger's name as it should appear on a name board, and a mobile number for the day
- Pick-up and drop-off addresses with postcodes, or the flight number for airport collections
- Whether the car should wait, and roughly for how long
- The number of passengers and bags, including laptop cases and display material
- Who approves the cost and where the invoice should go
Choosing the car
For one or two senior passengers the Mercedes S-Class is the usual choice: a quiet rear cabin that works as an office between meetings. The Audi A6 is the understated alternative when the arrival should not draw attention. When a director is travelling with colleagues or a visiting delegation, the Mercedes V-Class keeps the group together in one vehicle so conversations continue on the road.
Billing and paperwork
Regular bookers can travel on account, so journeys are invoiced together rather than paid one at a time. Every job is quoted as a fixed price before travel, which makes approval simple and keeps the cost predictable for the finance team. Itemised VAT invoices show the journey, vehicle and date, which is what most expense policies ask for.
Airport journeys
Give us the flight number rather than a landing time. The flight is tracked, so an early or late arrival moves the collection automatically and nobody needs to ring the office from the arrivals hall. The chauffeur meets your principal with a name board and handles the luggage to the car.
The day before
A short confirmation call or email prevents most problems. Check:
- The pick-up time and the exact door, especially at large office campuses and hotels
- Any change to meeting times that affects how long the car waits
- Whether the passenger prefers quiet, a particular temperature or a stop on the way
- Your own mobile number, so the chauffeur can reach you rather than the passenger if something changes
Discretion
Our chauffeurs are licensed, insured and DBS checked, and they treat what is said in the car as confidential. If your principal takes calls on the move, the chauffeur will not join in, and details of the itinerary are shared only with you.
Frequently asked questions
Can we set up an account for regular travel?
Yes. Account customers are invoiced together, with each journey quoted at a fixed price beforehand.
What if the meeting overruns?
On an hourly or day booking the car simply waits. Tell us as early as you can if the day will run past the hours booked.
Can I book on behalf of someone else?
Yes, most corporate bookings are made by a PA. We confirm the details with you and contact you, not your principal, if anything changes.
Arrange travel for your director
Send the itinerary and we will return a fixed quote and confirm the car, with no obligation.