THE SHORT ANSWER
What should an executive assistant confirm before a business trip?
Confirm the meeting addresses and times, traveller preferences, budget approval, flight and terminal details, documents, luggage, transfers and operating-day contacts. Keep one current itinerary and record what is confirmed versus still requested. For a charter, check the actual operator and booking terms before treating the flight as confirmed.
The executive wants a simple travel day. You are holding the moving parts: a meeting that may shift, a driver who needs an entrance and a quote waiting for approval. A short, current brief is more useful than a long email chain.
Before requesting prices
Start with the purpose of the trip. Record which meeting is essential, the latest acceptable arrival and whether the return must happen that day. A request for “Abuja on Tuesday” leaves too much unanswered.
- Full meeting addresses, dates and local times.
- Passenger count for each flight.
- Bags, equipment and accessibility needs.
- Preferred travel windows and flexible appointments.
- Budget approver and deadline for a decision.
Before accepting a charter proposal
Check the operating carrier, aircraft, seating, luggage allowance, flight sectors and all-in quote. Ask about exclusions, positioning charges, cancellation terms and changes. A positioning flight moves the aircraft to or from your passenger journey.
Keep the proposal version and expiry time with the approval. If the executive approves a different time, ask for a revised proposal instead of assuming the old price and aircraft still apply.
Before sending the itinerary to the traveller
Keep the passenger version short. It should tell the traveller where to be, when to be there, who meets them and who can help. Store sensitive documents in the agreed secure channel, not in a widely forwarded itinerary.
| Item | Record these details |
|---|---|
| Flight | Confirmed operator, date, route, reporting time and status |
| Terminal | Facility name, entrance and flight-team contact |
| Meeting | Address, host, start time and required preparation time |
| Transfer | Supplier, vehicle, pickup point, waiting terms and contact |
| Hotel, if needed | Property address, booking reference and check-in arrangements |
| Changes | Authorised approver, costs accepted and last update time |
On the day: keep one version of the plan
Send timing changes to the flight team and driver through the agreed contact. Confirm that both have acknowledged the same change. A calendar edit alone may not update an operator booking.
If a meeting runs late, ask what return options remain and get approval for any extra cost before accepting it. Crew or airport limits may mean that a preferred change is not possible.
After the trip
Collect invoices, record any unresolved charge and note useful preferences for next time, with the traveller’s permission. A clear record of what changed can prevent the same confusion on the next journey.
The downloadable brief is a planning worksheet. It is not a booking confirmation and should not contain passport numbers or payment details. Use your company’s approved storage and sharing process.
KEEP THIS HANDY
Your practical checklist
Two-page printable worksheet. No account required. Does not submit an enquiry.
- Record the purpose, fixed appointments and flexibility.
- Get clear cost approval.
- Mark every element confirmed, requested or pending.
- Send a concise itinerary with named contacts.
- Use one version number for changes.
- Review invoices and retain only necessary personal data.
Frequently asked questions
Can I use this checklist for scheduled-airline travel?
Yes. Adapt the flight fields to the airline booking. Private-charter operator and handling details are relevant only when you are arranging a charter.
What should an executive travel itinerary contain?
At minimum: dates and local times, confirmed travel details, terminal, meeting addresses, accommodation if booked, transfers and named contacts.
Should I put passport details in the itinerary?
Keep sensitive identification details in the secure channel agreed with the relevant provider. Do not include them in a general itinerary sent to drivers or meeting hosts.
Does completing the PDF send an enquiry to RentJet?
No. It is a printable planning worksheet. Use RentJet’s flight enquiry form when you are ready to request options.
Practical planning guidance, not a live aircraft offer or an interpretation of your booking agreement. Confirm the actual operator, arrangements and terms for your journey. Where entry or operating requirements apply, use current official information.
