Business travel
Welcoming overseas business visitors to the UK
Coordinate the passenger, airport collection, host and hotel so an international visitor receives one clear arrival plan.
Published 26 Oct 20262 min read
Ask for the details that affect arrival
Request the flight number, arrival date, airport and terminal if known, plus the number of travellers and bags. Confirm the passenger’s preferred contact number including its international country code. Ask whether it will work after landing.
The person booking may be in a different time zone. Write out the UK collection date and local time when agreeing the itinerary. Avoid a bare “Monday morning” in an email chain spanning different countries.
Connect the visitor with the host
Send the visitor the confirmed meeting instructions, booking reference and P5 contact information. Give the office host a realistic arrival window rather than promising a meeting start immediately after landing. Immigration, luggage collection and road conditions all affect the time available.
If the visitor would prefer to reach the hotel before the office, confirm that the room or luggage storage will be available. Keep this request separate from the transport booking; the chauffeur cannot guarantee early hotel check-in.
Handle preferences with care
Ask about vehicle access, child seats or unusual equipment before confirming. If a language preference matters, raise it as a request and obtain confirmation rather than assuming every driver can provide it.
Share only the travel information needed to deliver the journey. An office entrance, passenger contact and timing are useful; confidential meeting agendas and unnecessary identity documents usually are not. Use your organisation’s process for handling personal information.
Prepare the onward journey
A visitor may leave from a different airport or hotel. Obtain the departure details rather than reversing the arrival booking. Agree who can authorise changes if the meeting runs late.
Before the trip, send one final itinerary with the latest versions of both legs. If the flight changes, tell P5 and the host so the car arrangement and office welcome stay aligned.
Plan the next step
Check your journey price
Enter the addresses, date, passengers and luggage to check the price. If your itinerary needs team approval, wait for a confirmed fixed fare before paying. Your confirmation sets out the agreed journey and included charges; changes and extra waiting may cost more.
Rather talk it through? Call 020 8742 2888, 24 hours a day.
P5 Chauffeurs is a TfL-licensed private hire operator (licence no. 11928). Every journey is pre-booked at a fixed price with a licensed driver in a licensed vehicle. Written by P5 Chauffeurs.