Collecting someone yourself means being at the airport. Sending a car means you are not — and the booking has to carry everything you would otherwise have handled in person, because you will not be standing in arrivals to fix it.
That is the whole difficulty. The passenger is tired, possibly in a country whose phone signal they do not have yet, and the person who knows the plan is somewhere else. A little preparation on your side removes almost all of the risk.
Prices are estimates and may vary. We provide the journey directly with our licensed drivers.
What you need before you book
You are booking on someone else's behalf, so gather these from the passenger first — do not guess:
- The flight number and date. Not "Tuesday morning". The flight number is what lets the pickup follow the aircraft rather than a clock time — see how long a driver waits after you land.
- The terminal. Airlines move between terminals, and a rebooked flight can land somewhere different. Check it again a day before. Which Heathrow terminal do I need? and the Gatwick equivalent cover the two where this goes wrong most often.
- Their name as it should appear, and a phone number that will work on landing. If their own phone will not have UK signal, put yours on the booking as well, so a driver can always reach a person who is awake and reachable.
- The full drop-off address with postcode. People routinely give the street they think of as "home" rather than the one that resolves on a map. A postcode also lets us give a firm price on many airport routes — see fixed price airport transfers.
- How many people and how many bags. This decides the vehicle. A grandparent arriving with two large cases is a different booking from one arriving with hand luggage.
Tell the passenger what will happen
The booking is only half of it. The other half is a short message to the person arriving, sent before they fly, so nothing about the arrival is a surprise. It needs four things:
- Where to go. The meeting point for their terminal, in plain words.
- What to look for. Whether a driver will be waiting in the arrivals hall or whether they should head to a designated pickup point — ask us which applies to your booking rather than assuming.
- Who to contact. Your number and ours, saved in their phone before they leave.
- What to do if it goes wrong. If they cannot find the driver, they should stay in the terminal and call, not wander out to the road.
Send it as text they can find again on arrival, not as something you said on a call two weeks ago.
Meet and greet, or a designated pickup point?
For someone arriving alone, tired, or unfamiliar with the airport, a driver waiting in arrivals is the easier experience and the one worth asking for when you book. Whether it is available, and what airport parking charge comes with it, depends on the airport — our airport drop-off charges guide covers the current picture.
A designated pickup point suits a confident traveller with light luggage who has been through that terminal before. It is the wrong choice for a first-time visitor or anyone who will need help with bags.
Who pays, and how
The person who makes the booking arranges the payment. That is the main reason sending a car suits an older relative or a guest you would rather not hand a bill to: they walk out, get in, and there is nothing to settle at the other end. How payment and tipping work explains the detail, including tipping, which you can mention to the passenger if they are likely to wonder.
Say so on the booking if the passenger should not be asked for anything at all.
When the passenger needs extra help
Some arrivals need more than a lift: a wheelchair user, a passenger with limited mobility, a young child, an assistance dog. Each of these changes the vehicle or the pickup, and each is best raised when you book, not when the car arrives.
- Wheelchair access and mobility needs: see wheelchair-accessible minicabs in London. Availability is by request, so ask early.
- Child seats: see child seats and family transfers. Supply is finite, so request one at the time of booking.
- Assistance dogs: see pets and assistance dogs.
If their flight changes
A delayed flight is usually handled by the flight number — a pickup tied to the flight moves with it. A cancelled flight, or a rebooking onto a different flight, is not automatic: you or the passenger need to tell us the new flight number and terminal. What happens when a flight is delayed or cancelled sets out how that works in practice.
If they land late at night, read late-night arrivals first. Onward trains and buses may have stopped, which makes a booked car more useful, not less.
Frequently asked questions
Q: Can I book an airport pickup for someone else? A: Yes. Book it with their flight number, terminal and drop-off address, and put a phone number on the booking that will be answered on the day. You do not need to be at the airport.
Q: What details do I need from the person arriving? A: Their flight number and date, the terminal, their name, a working phone number, the full drop-off address with postcode, and how many people and bags there are.
Q: Can I pay for a pickup for a relative? A: Yes. The person making the booking arranges the payment with us, so the passenger has nothing to settle at the end of the journey. Mention it on the booking if they should not be asked for anything.
Q: What if my relative cannot find the driver? A: They should stay inside the terminal and call the number you gave them, rather than go looking outside. Save your number and ours in their phone before they fly, and tell them where the meeting point is.
Q: What happens if their flight is delayed or cancelled? A: A delay is usually picked up through the flight number. A cancellation or a rebooking onto another flight needs the new flight number and terminal passed to us, so tell us as soon as you know.
Q: Can I ask for a driver to meet them in the arrivals hall? A: Ask when you book. For someone arriving alone or with a lot of luggage it is usually the better option, though availability and any airport charge depend on the airport.
In short
Get the flight number, terminal, drop-off postcode and a working phone number before you book, and give the passenger a short message telling them where to go and who to call. Everything that would normally be fixed in person has to be settled in advance.
Get a fare estimate for the journey, or see airport transfers for fixed fares by area.