A smooth private airport pickup starts before the flight. The driver needs enough information to plan the meeting, and the vehicle needs to fit both the people and the luggage. Send a useful arrival brief rather than only a landing time and “four passengers.” Those details can describe very different trips.
This checklist is for prearranged chauffeur travel at MIA or FLL. It does not replace the meeting instructions for your booking or promise a particular door, terminal or waiting allowance. Use the Miami Airport car service or Fort Lauderdale Airport car service page to request the actual transfer.
Send the operating flight and local arrival date
Include the airline and flight number shown for the arriving flight, especially when a codeshare gives you more than one number. Check the arrival date after an overnight journey and use Miami local time in the request. Send the destination's complete address, not just a hotel brand with several locations.
Explain whether you are arriving internationally and need to clear entry procedures and collect checked bags. Landing, reaching the gate and being ready to leave the terminal are different milestones. Avoid booking a meeting immediately after the scheduled landing time on the assumption that the car removes all airport processing time.
The official MIA arrivals guide describes the arrival and ground-transportation setting. For FLL, consult the airport's transportation information. Follow your confirmed prearranged-pickup instructions; do not substitute taxi or ride-app directions for a chauffeur meeting.
Count bags by type, not just by total
| What to send | Example of a useful description |
|---|---|
| Travellers | Four adults, or two adults and two children |
| Checked suitcases | Three large cases, with approximate dimensions if unusually bulky |
| Cabin bags | Two cabin cases and two backpacks |
| Additional items | Folded stroller, golf bag or equipment case |
| Assistance needs | Boarding or luggage assistance to discuss beforehand |
| Vehicle preference | A preference, subject to confirmed fit and availability |
The examples are request formats, not capacity claims for any vehicle. A suitcase labelled “large” can vary considerably. A photograph of the bags or approximate measurements can help the team assess unusual items. Do not place private travel documents in a luggage photograph.
Passenger capacity and luggage capacity need to work at the same time. If a seat must be folded for bags, it cannot also be counted as an available passenger seat. Avoid assuming that an SUV or a vehicle shown in an attractive photograph will fit a particular group's full luggage load.
Confirm the meeting and waiting arrangements
Before travelling, keep the booking contact, confirmed meeting instructions and a phone number reachable on arrival. Ask what to do if the flight is delayed, baggage takes longer than expected or you exit in a different place. Clarify waiting time and any extra charges in the written quote rather than assuming unlimited waiting.
After landing, send the update requested by the team. If you are still at baggage claim, say so; “landed” should not be mistaken for “ready at the pickup point.” If your phone will not have mobile data, discuss a practical contact method beforehand. Do not walk to a guessed door while the driver is following another agreed meeting plan.
Plan children, equipment and onward commitments
Tell the team the ages and practical needs of children so appropriate arrangements can be discussed in advance. Confirm any requested child restraints or other equipment explicitly; a family transfer does not by itself establish which items are supplied. The family car service page is a useful starting point for that enquiry.
For a cruise connection, give the ship, port, terminal if known and the boarding deadline from the cruise line. PortMiami and Port Everglades are different destinations. Do not send only “the cruise port.” Road distance alone cannot tell you whether a flight-to-ship connection is comfortable.
For a hotel stop before a meeting, state whether bags are being left at reception and whether the driver should wait. That may change a direct transfer into a multi-stop or hourly request. The transfer-versus-hourly guide explains how to compare those options.
Copy this arrival brief
- Airport: MIA or FLL; arriving airline and operating flight number.
- Arrival date and local scheduled arrival time.
- Travellers: adults and children, with needs to discuss.
- Luggage: checked cases, cabin cases and additional equipment.
- Destination: full address and any fixed arrival deadline.
- Reachable contact and preferred vehicle, subject to confirmation.
- Please confirm meeting instructions, waiting terms and the complete transfer price.
Keep the accepted booking details available offline if possible. Recheck the flight and destination before sending a last-minute correction. One accurate update to the booking contact is more useful than several conflicting messages from different members of the group.
Common questions
Is the scheduled landing time the pickup time?
Not necessarily. The team needs to account for your arrival process and confirm how the pickup will be coordinated. Share the flight details rather than inventing a universal time allowance.
Is a large SUV guaranteed to fit our suitcases?
No. Send passenger numbers and bag types together, and ask for confirmation for the proposed vehicle.
What if baggage is delayed?
Contact the team using the agreed method, explain your status and follow the updated meeting plan. Waiting and additional charges follow the booking terms.