Provide flight information
Include the flight number, arrival date and the name under which the booking can be identified. Distinguish the scheduled landing time from the expected meeting time. Immigration, baggage collection and personal requirements can affect when the guest reaches the public arrivals area, so the appointment should not assume instant availability. If several passengers arrive on different flights, provide separate arrival records instead of using the earliest flight as the assumed meeting time for everyone.
Confirm where service begins
Agree the accessible meeting location and the identifying details to be used. Do not assume a private protection booking includes access to restricted airport areas, priority immigration or airline-controlled facilities. Any special airport assistance must be separately arranged with the organisation authorised to provide it. The guest should receive the same confirmed meeting description as the assistant, including whom to contact if normal travel processing takes longer than expected.
Coordinate the chauffeur
If a limousine is booked, identify whether the protection professional and chauffeur are separate people. Confirm the number of passengers and luggage items so the vehicle remains suitable. The meeting plan should specify who contacts the guest and who manages vehicle coordination, avoiding duplicate or contradictory arrival messages. If the guard occupies a passenger seat, include that seat when checking vehicle capacity rather than counting only the principal and their invited companions.
Plan for a delayed arrival
Ask how flight delays affect the agreed start, minimum hours and availability. The answer belongs in the written confirmation; an arrival time in a form does not settle waiting-time conditions. Provide an assistant or travel-manager contact who can approve changes if the guest cannot respond while travelling. For a cancelled flight, ask for the revised service options and applicable booking terms before assuming the original minimum can simply be transferred to another date.