Start with the engagement
Record the appointment address, local start and end times, and the time the traveller needs to be ready. Allow the travel team to consider arrival, onward transport and hotel check-in around that commitment. State whether the meeting date is confirmed or provisional. If two return times are possible, share both at the start. A schedule that looks convenient at the airport can still be impractical for the engagement itself, particularly when the venue is far from the arrival airport.
Distinguish essentials from preferences
List preferred airports, acceptable connections, cabin, baggage and any practical needs. Mark each as essential or preferred. Include known hotel preferences, such as location or room setup, without assuming they are available. Share accessibility or assistance requirements early so the appropriate supplier process can be discussed. Use the agreed secure channel for passport or other sensitive personal details; the public contact form is for an initial brief, not a repository for travel documents.
Agree who makes the decision
Name the authorised booker and approval contact, including who can approve an amendment if the usual decision-maker is unavailable. Establish which information the traveller should receive directly and which should go through the assistant. Check the itinerary, total, inclusions and fare conditions before approving. Ask for the payment or ticketing deadline to be explicit. An email saying that an option is preferred should not be confused with confirmation that a ticket has been issued.
Check the connections between services
Confirm that transfer times reflect the selected flights, that hotel dates match local arrival dates and that any early arrival has been discussed. A flight crossing midnight can change which hotel night is needed. Check the venue address and pick-up point rather than relying on a place name alone. Identify optional services and outstanding requests separately from confirmed arrangements. A clear itinerary should make it easy to find the current version without searching through several earlier quotations.
Close the loop after the trip
Ask what worked and what created friction. A recurring preference for a particular airport, arrival window or hotel location is useful context for the next request. Update information that has changed rather than allowing old preferences to become permanent assumptions. If an amendment was needed, capture the reason so the next brief can improve. The purpose is a better working relationship and a more informed decision, rather than a longer checklist that no one has time to use.