Form templates / Travel & Tourism
Airport Transfer Booking Form
An airport transfer booking form needs the flight number. Everything else can be worked around; a delayed flight without a flight number means a driver waiting for someone who landed two hours late.
For travel agents, tour operators and accommodation providers.
The flight number is the only field that tracks itself
Flights move. A transfer booked for 14:00 against a flight that lands at 16:30 is a driver billing waiting time and a customer with no car. With the flight number, a dispatcher can see the delay before the passenger has left the plane.
So it's required here, alongside the passenger count, the luggage and any child seats - because a family of five with three cases and two car seats is not a saloon, and discovering that at arrivals is nobody's good afternoon.
Fewer no-shows, fewer surprises
No-shows and "I thought I booked the other thing" both come from the same place: a booking nobody wrote down properly. When the traveller types it themselves, there's a record, in their words, of exactly what was asked for.
Dates, party size and passports - once, not five times
Every trip enquiry needs the same core facts, and each missing one is a day of email in a business where the customer is comparing three operators.
Asking properly up front also surfaces the details that change the price late: room configuration, dietary needs, mobility, a birthday you'd want to know about.
Confirm in writing, immediately
The moment they submit, they see a confirmation and you get an email. No wondering whether it arrived - which is the thing that makes people phone you anyway.
Yours to change, immediately
Nothing here is fixed. Rewrite a question, reorder them by dragging, add your brand colour, delete half of it. Save and the live form updates - there's no separate publish step and no deploy to wait for.
What this template asks
- Lead passenger name
- Email address
- Mobile number
- Which direction?
- Which airport and terminal?
- Flight number
- Date of travel
- Scheduled arrival or departure time
- The other address
- How many adults?
- How many children?
- Children's ages
- How many child seats do you need?
- Large suitcases
- Cabin bags
- Anything oversized?
- Vehicle preference
- How would you like to be met?
- Anything else?
- Anything else?
More Travel & Tourism forms
Questions
Should I ask for the flight number or just the time?
Both, but the flight number is the one that matters. It lets you track the actual arrival rather than the scheduled one, which is the whole difference in airport work.
How do I handle child seats?
Ask how many and what ages - the legal requirements differ by seat type and country. It's also the detail most likely to be forgotten and most likely to stop a journey.
Does this book the slot automatically?
No - it collects a request, and you confirm it. That's deliberate: real diaries have exceptions, and a form that promises a slot you can't honour costs more than one that asks.
Can I limit the options people can pick?
Yes. The service and time-of-day lists are yours to edit, so people can only choose from what you actually offer. You can also close the form when you're full.
Will I know straight away?
Yes, if you want to be. Turn on live notifications and every request is emailed to you the moment it arrives; otherwise collect them and read them in your dashboard.
Can travellers fill this in from abroad on bad wifi?
That's exactly the case these pages are built for: one request, no framework to download, and a form that submits without JavaScript if it has to.
Publish your airport transfer booking form today
Start from this template and change anything you like. Free to begin.