Keep booking and travelling contacts distinct
Record the person organising the transfer and the person who will actually meet the driver. Give dispatch a reachable mobile number for the traveller and state whether updates should also go to the assistant. If another colleague takes over outside office hours, name that contact and the handover period. A reservation sent from a shared inbox can otherwise leave the driver without someone who knows where the passenger is.
Build the brief from the flight outward
Include the flight number, date, passenger count, luggage and the full destination address. For the return, start with the departure flight and the required airport arrival, then identify the actual collection point. Use Switzerland's local date and time in the transport fields. Add any meeting or hotel entrance instruction as a separate note. Where an executive has a hard deadline, identify it clearly so dispatch can review the proposed plan.
Provide enough information without forwarding everything
A transport brief does not normally need a complete conference agenda, passport copy or confidential meeting documents. Share the locations, timings and operational contacts needed for the journey. If you want a name sign, agree suitable wording that does not reveal unnecessary information. Keep special passenger requirements clear and factual, such as assistance with boarding or an unusual equipment case, rather than expecting dispatch to infer them from job titles.
Close the loop with the guest
Once confirmed, send the traveller the correct booking reference, local pickup time, meeting instruction and dispatch contact. Check that later amendments reach both the assistant and the passenger. Provide the company's invoice name, address and purchase-order reference if required, then agree the payment arrangement separately. Billing details alone do not establish post-travel credit. Nominate who may approve extra stops or waiting so the guest and organiser do not give conflicting instructions.
Questions about this journey
Do I need to send the passenger's passport?
Do not send identity documents with a routine transfer enquiry. Supply the flight, name and contact information needed for coordination; dispatch can explain any additional requirement if one arises.
Can two assistants share responsibility?
Provide their roles and handover times, while nominating one authorised contact for changes at any given time.
Does adding a company invoice address mean payment after travel?
No. Invoice information and payment terms are separate. Confirm the agreed payment arrangement in writing.