Start with the journey, not the aircraft
Describe the place you need to reach, the number of travellers and the reason for the trip. A lodge transfer, a site visit and a scenic outing can have very different requirements even when the map looks similar. Let the operator assess aircraft suitability after the purpose is clear.
Separate fixed commitments from preferences
List the earliest departure, latest acceptable arrival and any onward connection. Distinguish a preferred time from a hard deadline. For a return journey, say whether the group needs the aircraft to wait or whether a separate pickup could work.
Put the practical details in one place
Include baggage quantities and dimensions, unusual equipment, boarding assistance needs, pickup arrangements and a contact for the destination. Ask the operator how to provide any passenger information securely. A headcount alone is not enough to resolve the loading question.
Use a brief that can travel with the request
A useful starting format is: origin; destination; date and time window; passenger count; baggage and equipment; return plan. Keep a separate list of unresolved items and give each one an owner. When a detail changes, update the same brief so the quotation can be reviewed against it.
TAKE IT WITH YOU
Before requesting a quote, make sure another person could understand the whole journey from your brief.
Further reading
Check each provider’s current terms for your specific journey.
Harbour Air — private charters ↗
