01
Calculate the real arrival time
Start with the scheduled landing time, then add a realistic allowance for disembarkation, border processing, baggage collection, customs and movement to the pickup point. A flight landing at 21:00 does not mean the traveller reaches a hotel at 21:15.
02
Match transport to the airport
Identify the correct terminal, approved pickup zone, operating hours and payment method. Compare a pre-booked transfer, regulated taxi, public transport and rental collection by availability, luggage, group size and final destination.
03
Protect the accommodation booking
Tell the property the flight number and expected arrival range. Obtain written confirmation of late check-in, after-hours access and the contact method to use if the flight is delayed.
04
Create a disruption fallback
Save the property address, transport confirmation and emergency contact offline. Decide what to do if a driver does not arrive, public transport closes or the flight diverts.
05
Recheck on the travel day
Use the operating airline and airport for live operational information. Reconfirm the transfer when the flight status changes and never rely on an unverified person approaching inside the terminal.
Frequently asked questions
Should I book a transfer before the flight?
For late arrivals, unfamiliar airports, families or accessibility needs, advance confirmation can reduce uncertainty.
How much airport processing time should I allow?
It varies by airport, arrival bank, nationality, baggage and customs. Plan a range rather than a guaranteed number.
What should I send the hotel?
Send the flight number, arrival date, expected check-in range and a reliable contact method.
Verified sources and next checks
Use this FMLT guide to understand the decision, then confirm time-sensitive or jurisdiction-specific requirements with the responsible source.