Booking a Miami chauffeur for someone else, a boss, a visiting client, a family member flying in, is a little different from booking for yourself. You're relaying details secondhand, and the person actually riding may not be the one answering questions along the way. A few small habits make that easier for everyone involved.
Gather the traveler's details first
Before you reach out, get the basics from the person actually traveling: their name, their date and rough timing, and if it's an airport trip, their flight number. If you don't have all of it yet, share what you do have and fill in the rest as it comes together. Your concierge would rather work with partial details early than a complete picture the day before.
Say who the ride is actually for
Mention up front that you're booking on behalf of someone else, and who that person is in relation to you, your manager, a client, a relative. That one detail changes how your concierge frames the confirmation and who they might need to reach on the day of the trip, especially if plans shift last minute and the traveler is easier to reach directly than you are.
Decide who gets the confirmation
Some bookers want every detail routed through them. Others would rather the traveler get a heads-up directly, especially for a corporate visit where the actual rider is the one waiting at the curb. Let your concierge know which you'd prefer, and who to contact if something needs a quick answer while you're unreachable.
Airport pickups need one more detail
If you're arranging an airport transfer for someone else, their flight number matters more than almost anything else you share. It's what lets your concierge plan the pickup around the traveler's actual arrival rather than a scheduled time that might not hold. Get that number directly from the traveler if you can, since a typo or an outdated itinerary is an easy mistake to avoid with one extra check.
What to do when plans change
Travel plans shift, especially for someone else's trip that you're coordinating secondhand. A flight moves, a meeting runs long, or the day's agenda changes after you've already booked. Reach out through the contact page as soon as you know, rather than waiting until the original time to sort it out. The earlier you flag a change, the more room there is to adjust the vehicle or timing around it.
If you book regularly for the same person
Some assistants and planners end up arranging rides for the same traveler again and again, a boss with a regular travel pattern, a client who visits often. If that's your situation, mention it to your concierge. Sharing that context once means you're not re-explaining the same preferences and details every single time you reach out, and your concierge has a better sense of what a typical request from you actually looks like.
A short checklist before you send your request
Traveler's name, date, rough timing, flight number if it's an airport trip, who else might need to be reached, and whether you or the traveler should get the confirmation. That covers most of what your concierge needs to book the ride correctly the first time. If you're missing a piece, send what you have. A partial request today beats a complete one that arrives too late to plan around, and our FAQ page covers more of the general booking basics if this is your first time arranging a ride for someone else.