Blog · STI
Booking an STI Airport Transfer for Someone Else: A Handover Checklist
Booking for a parent, colleague or guest arriving at STI? Confirm passenger details, payment, pickup instructions and who can approve changes.
STI VIP editorial team · Published
To arrange an airport transfer for someone else arriving at Cibao International Airport (STI), make three things explicit: who is travelling, who coordinates the booking, and who pays. Then give the passenger the confirmed pickup instructions before they fly. A reservation kept only on your phone leaves the person arriving in Santiago without the information they need.
Separate the booking contact, passenger and payer
These roles can belong to one person, but they do not have to. An executive assistant might arrange a colleague’s journey while the company pays; a family member abroad might organise a parent’s pickup. Tell the team if you are not travelling and ask whether your proposed contact and payment arrangement can be accepted.
| Role | Information to provide | What to clarify |
|---|---|---|
| Booking contact | Name, reachable number and relationship to the trip | Whether you are travelling and who receives updates |
| Lead passenger | The arriving guest’s name and usable contact number | Pickup-sign wording and how instructions reach the guest |
| Payer | Who will settle the agreed fare | Payment method, acknowledgement and anything the passenger must pay |
Send a complete journey brief and the correct passenger name
If Jamie books the transfer but Alex is the passenger, a sign displaying Jamie’s name could confuse Alex at arrivals. Specify the wording you want used and ask the team to confirm it. Forward that same wording to the passenger. For several adults travelling together, identify a lead passenger whom everyone knows. The pickup name is not necessarily the company or invoice name.
For a connecting itinerary, identify the flight that actually arrives at STI and its local arrival date. Check the destination against the guest’s actual reservation: a hotel-chain name can refer to more than one property. Send the full property name, address and relevant entrance information. For a private residence, obtain access instructions from the host; a transport booking does not grant permission to enter a gated property.
- Arrival airport: Cibao International Airport, STI; arriving airline, flight number and local arrival date.
- Lead passenger’s name, requested pickup-sign wording and passenger contact number with country code.
- Booking contact, clearly identified as travelling or not travelling.
- Complete destination name and address, plus any confirmed entrance or map information.
- Passenger count including children, suitcase count, oversized items and requirements needing confirmation.
Describe luggage before requesting a vehicle category
Ask the passenger what they are bringing rather than estimating from the number of travellers. A stroller, golf equipment, child seats or several large cases can change the arrangement that needs confirming. Include relevant seat requirements and any assistance request before the vehicle is agreed.
Review the vehicle-planning information, then request written confirmation of a suitable category for the actual party and luggage. Do not promise your guest a particular model, amenity or configuration before it has been confirmed. The practical benefit of a private pickup is an arrangement matched to the journey, not an assumption based on a vehicle label.
Agree payment before the passenger travels
A separate payer needs a clear arrangement with the booking team. STI VIP’s payment guide describes cash and bank-transfer options. Confirm which method applies to this journey and who is responsible for completing it. Sending a request to pay in advance is not the same as receiving confirmation that payment has been arranged.
Do not tell the guest that everything is paid unless the team has confirmed that status. For company travel, distinguish an ordinary receipt from any specific accounting or tax document your organisation requires. Confirm what can be provided rather than assuming a corporate account, credit terms or a particular invoice format.
- What is the confirmed total and currency?
- Who pays, when and by which agreed method?
- How will the payment arrangement be acknowledged?
- Will the passenger owe anything at pickup or drop-off?
- Which receipt or business document is available, and what details are required?
Give the passenger their own arrival brief
Before departure, send the guest a short, usable summary and ask them to save it offline. Do not make their only copy a message buried in your own conversation with the booking team. If the guest may be unreachable after landing, agree the fallback beforehand rather than assuming mobile data or airport WiFi will be available.
Share useful information, not an entire airline reservation by default. The arriving flight number is different from the airline booking reference. Avoid forwarding airline account passwords, payment-card details or complete booking documents when a short itinerary summary will do. Share additional documents only when there is a clear, explained need.
- Provider and confirmed contact details.
- Lead passenger and agreed pickup-sign wording.
- Booking reference, if one has been issued.
- Flight, local arrival date and complete destination.
- Individually confirmed meeting instructions.
- Agreed payment status and anything the passenger must pay.
- What to do if contact or pickup cannot be located.
Use one written handover request
Adapt this request before sending it. Keep the final confirmation with it so provisional details cannot be mistaken for agreed arrangements. The purpose is to make the same journey understandable to the passenger, coordinator and payer.
I am arranging an STI airport transfer for another passenger and will not be travelling.
Booking contact: [name and reachable number]
Lead passenger and contact: [name and number with country code]
Pickup-sign wording: [name]
Arriving airline, flight and local arrival date: [details]
Destination and entrance information: [full property name and address]
Passengers, luggage and requirements to confirm: [details]
Proposed payer and payment method: [details]
Person to contact for changes: [name]
Please confirm acceptance of this arrangement, a suitable vehicle category, the total price, payment status and passenger pickup instructions.
Decide who handles changes
Ask the team whom it should contact—and whose instructions it should accept—if the destination, passengers or payment arrangement changes. Flight tracking does not remove the need to report a replacement flight number, a different arrival date or a changed airport. Make sure the passenger receives the revised confirmation too.
Avoid conflicting changes through separate conversations. Where possible, keep one clearly identified booking thread and forward the final agreed version to everyone who needs it. For a return journey, check the departure accommodation and passenger contact again: the person who organised the arrival may not be available when the guest leaves.
Make the final check from the passenger’s perspective
Before the flight, check the three questions below with the guest. If the answers are clear, the booking has been handed over rather than merely made. Keep unresolved items marked as requests until the team confirms them.
To arrange the journey, request your STI VIP transfer and state at the beginning that you are booking for another passenger. Ask the team to confirm the proposed contact, vehicle and payment arrangements before treating the pickup as settled.
- Do you know which name and meeting instructions to look for?
- Do you have the confirmed contact details saved?
- Do you know the destination and what, if anything, you are expected to pay?