Classic form
Airport transfer booking form with the flight and the luggage
An airport transfer booking form has to tell a driver which flight to track, how many people and suitcases are coming, and which car fits them. This one does it in eleven fields, with the vehicle choice written as passenger and suitcase limits so the customer picks a car that will actually close.
The form itself
A static copy of the finished form, exactly as it renders. Nothing here can be filled in or submitted, so read it as a reference and build your own from the button above.
Every field, and what it collects
The complete field list, in the order respondents meet it.
- Which way are you going?Single choiceRequired
- Options: From the airport to an address · From an address to the airport
- DateDateRequired
- Landing or pickup timeTimeRequired
- Flight numberShort textRequired
- Passengers, including childrenNumberRequired
- Suitcases for the holdNumberRequired
- Child seats or boosters neededNumber
- VehicleSingle choiceRequired
- Options: Sedan, up to 3 passengers and 3 suitcases · SUV, up to 4 passengers and 5 suitcases · People mover, up to 7 passengers and 7 suitcases · Minibus, up to 11 passengers and 14 suitcases
- Pickup or drop off addressAddressRequired
- Lead passenger nameNameRequired
- Mobile that works on landingShort textRequired
The trip
Who and what is travelling
Lead passenger
What each field on this form collects
Direction is a two option radio, airport to address or address to airport, because it changes what the time means. Date and time sit side by side: the scheduled landing for an arrival, the pickup for a departure, with a paragraph above setting the three hour and two hour rule. Flight number is required, so dispatch can follow a delay. Passengers, suitcases and child seats are three number fields under a paragraph that defines a suitcase as anything in the hold. Vehicle is a radio of four cars, each with its passenger and suitcase limit in the label. The address block takes the street, a unit or hotel name, the city, region and postcode. Lead passenger name and a mobile that works on landing close the form.
Why the suitcase count matters more than the passenger count
Three adults fit in a sedan. Three adults with three large cases, a pram and a golf bag do not, and that is the booking that ends with a second car called at the kerb. The form asks for hold luggage as its own number and then lists every vehicle with a suitcase limit as well as a seat limit, so the customer checks both numbers against the car before choosing. Cabin bags are excluded on purpose: they ride on laps and in footwells and only confuse the count.
How to adapt this form
A hotel shuttle running fixed departures replaces the time field with a radio of departure times and drops the vehicle question, since the bus is the bus. A corporate travel desk adds a cost centre and a booker name above the lead passenger, because the person filling the form is rarely the one in the car. A ski or surf transfer operator adds a number field for equipment bags and a note on roof racks, which is where those trips go wrong.
What makes this form work
Every vehicle states two limits
Sedan, SUV, people mover and minibus each list a passenger limit and a suitcase limit, three and three up to eleven and fourteen. The customer chooses with both numbers in front of them, which is the decision that usually goes wrong when only seats are shown.
The time field means two things, and says so
A paragraph above the date and time explains that an arrival gives the landing time and a departure gives the pickup time, with three hours before an international flight. One field, read correctly in both directions, instead of two fields where half the customers fill the wrong one.
The mobile is the one that works on landing
The last field asks for a number that will be switched on in the arrivals hall, with an international placeholder. A home number or a work line that diverts to voicemail is useless to a driver standing at the barrier with a name board.
Questions people ask
Why is the flight number required on an airport transfer booking?
Because the landing time on the form is the scheduled one and flights land early and late. With the number, dispatch can follow the actual arrival and send the driver for that time instead of the time typed in weeks earlier. It also catches the customer who gives the wrong date for an overnight flight that lands the following morning.
What counts as a suitcase on this form?
Anything that travels in the hold: checked suitcases, golf bags, prams, surfboard and ski bags. Each counts as one. Cabin bags, laptop bags and handbags do not count because they fit on laps and in footwells. The definition sits in a paragraph above the number fields so every customer counts the same way.
How does the customer know which vehicle fits?
Each vehicle option carries two limits in its label, passengers and suitcases, from a sedan for three people and three cases to a minibus for eleven and fourteen. The customer compares the two numbers they just typed against those limits. The form does not pick the car for them; the dispatcher checks the choice when confirming.
Does submitting the form confirm the booking?
No. It sends a request. The thank-you screen says the driver texts the day before with the car and the meeting point, and that text is the confirmation. A form cannot check a driver roster, so a person reads each request and replies, which also catches a vehicle that is too small for the luggage.
Should the form ask for the child ages instead of a seat count?
A seat count is what the driver needs to load the car, so that is the field. If a company fits different seats by age, a short text field for the ages can sit beside the count. Rules on child restraints differ by country, which is why the form leaves the type to the operator rather than naming one.
What happens if the flight is delayed by several hours?
The driver is sent for the actual landing, because dispatch follows the flight number given on the form. The thank-you screen says waiting is free for 45 minutes after the flight really lands, so a delay costs the customer nothing. A cancellation or a new flight number needs a call to dispatch, since the form cannot be edited once sent.
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Written and checked by the OneCraft team. Last checked .