Booking reference
DEMO-104 · revision 2
Templates
A clear brief for the partner taking your ride
We bring the journey, responsibilities and payment instructions into one brief you can adapt before handing a ride to a partner.
A clear brief for the partner taking your ride
Templates
Filled-in example
Illustrative details and amounts, not a real booking. Share only the passenger data needed to carry out the ride, after the partner accepts it.
The Markdown file contains fields in {braces} for you to replace. Open it in any text editor; no account is needed.
Pickup date, time and time zone
2026-11-12 · 10:30 · Europe/London
Pickup address
Airport · Terminal 2 · arrivals hall, information desk
Destination and stops
1 Example Street, London · no intermediate stops
Passengers and contact
Passenger A · 2 passengers · 2 cases · +44 7700 900123
Flight
EX104 (example) · 2026-11-12 · arrival 09:45 · LHR
Vehicle and requirements
Executive saloon · 2 passengers and 2 cases · no child seat requested
Meet and greet
Arrivals information desk · sign: Passenger A · 60 minutes from actual landing
Partner fee
EUR 90.00 · applicable taxes and parking included
Partner payment terms
We pay by bank transfer within 14 days of receipt of the partner invoice
Passenger payment and collection
Passenger prepaid to us · partner collects EUR 0.00 · no collection required
Contact on the day
Dispatch · +44 7700 900124 · dispatch@example.com · report any pickup problem immediately
Acknowledgement
Confirm revision 2 by 2026-11-11 16:00 Europe/London; send driver name, phone and vehicle registration
Templates
What goes in each field
We explain what to enter and what to check before sharing the document.
Booking reference · {booking_ref}
Use the same reference in the brief, replies and settlement. Add a revision so an old copy is easy to spot.
Pickup date, time and time zone · {pickup_when}
Give the local pickup date and time plus the IANA time zone. Distinguish pickup time from scheduled flight arrival.
Pickup address · {pickup_address}
Specify the complete pickup address, terminal, entrance and meeting point where relevant.
Destination and stops · {destination}
List the destination address and every agreed stop in travel order.
Passengers and contact · {passenger}
Give the lead passenger, passenger count, luggage and a passenger contact needed on the day. Leave billing contacts out.
Flight · {flight}
Include the flight number, flight date, arrival airport and scheduled arrival. Write not applicable for a non-airport ride.
Vehicle and requirements · {vehicle}
Specify vehicle class, capacity and agreed equipment. Have the partner confirm any child seat or accessibility requirement.
Meet and greet · {meet_greet}
Set the meeting point, sign text and included waiting time, including when that time starts.
Partner fee · {partner_fee}
State the agreed partner fee, currency, tax basis and included costs. This is separate from any passenger collection.
Partner payment terms · {payment_terms}
Specify who pays the partner, the payment method, invoice requirement and due date or agreed payment period.
Passenger payment and collection · {passenger_collection}
Name who collects from the passenger, how much, in which currency and by which method. Explicitly state zero when nothing is due.
Contact on the day · {day_contact}
Give your duty dispatch contact and escalation instructions, not the billing customer's details.
Acknowledgement · {acknowledgement}
Ask the partner to confirm the current revision and terms by a specific deadline, then provide driver and vehicle details.
TransferCRM
How we handle this in TransferCRM
Keep the information with the booking and reuse it in your daily work.
A job link for the partner
We give the partner a browser link to answer the request and, once accepted, read the job sheet.
Keep the answer with the booking
We distinguish pending, accepted, declined and expired requests, with a response deadline.
Share the operational details
We show passenger details after acceptance and apply your passenger phone sharing setting. The partner can submit driver and vehicle details through the link.
Before you use the template
Does sending the brief confirm the ride?
No. Ask the partner to confirm the reference, vehicle, fee and collection instructions explicitly. Keep the reply with the booking before marking the ride as covered.
Who collects payment from the passenger?
Write the collector, amount, currency and method separately from the partner fee. If the passenger has already paid, state that the partner must collect nothing.
What should I do if the flight changes?
Update the flight, pickup time and meeting point, send the revised brief and request acknowledgement. Agree any waiting charge or fee change before the extra work.
Keep the ride and its paperwork together.
We bring bookings, communication, rates and partner settlements into one workspace.
No credit card. 14 days free. Cancel anytime.