Travel Agent Car Service Booking: Chauffeur Service for Agents, DMCs and Tour Operators

A client's trip is judged by its smallest moments, and the transfer from the arrivals hall to the hotel is one of them. A good agent has seen the other version: a driver who is not there, a taxi line after a long-haul flight, a guest who is charged on arrival for something the itinerary said was included.

LimousineWorldwideDirectory.com exists to remove that risk. We run a 24/7 booking desk. Every ride is delivered by a vetted, licensed and commercially insured local chauffeur operator from our worldwide directory, and every booking is confirmed and invoiced by our desk: one booking, one confirmation, one invoice and one point of contact.

How can a travel agent book a car service for clients?

The same account serves destination management companies, tour operators, luxury travel designers, event planners and incentive houses. Tourist offices and tourism boards use the same model, as do hotel concierges.

Price & book your ride

Who the trade account is for

• Travel agents and advisors who sell itineraries and want a reliable ground leg in every city.
• Destination management companies (DMCs) that handle in-country logistics and need local operators across several cities.
• Tour operators that add private transfers to guided or independent packages.
• Luxury and honeymoon designers who build bespoke trips for individual clients.
• Event, MICE and incentive planners who move groups to conferences, roadshows and galas.
• Cruise and rail specialists whose clients begin or end a trip at a port or a station.
• Private jet and charter brokers whose passengers need a car at the terminal.

What the account gives an agency

• One point of contact, 24/7. The desk handles changes, delayed flights and day-of problems around the clock.
• A fixed fare quoted before you pay. The booker displays the exact fare for the exact addresses and vehicle. We do not publish rates on this site, and the fare you see is the fare invoiced. What you charge your client is your decision.
• Monthly invoicing for trade accounts.
• Flight tracking on every airport pickup. Waiting after landing is free for 60 minutes on international arrivals and 30 minutes on domestic arrivals, and 15 minutes on other pickups.
• Name-board meet-and-greet inside arrivals as an add-on, with an alias on the board for privacy on request.
• Child, toddler and booster seats on request at booking.
• Water and phone chargers in most vehicles.
• Discretion. Chauffeurs do not photograph clients or post about trips, and NDAs are signed on request.

Booking for a client, step by step

1. Ask the client for full name, mobile number, flight number, hotel address and passenger count with luggage.
2. Choose the vehicle class that fits the party; see the fleet.
3. Enter the details in the online booker under your trade account.
4. Check the fixed fare and confirm.
5. Add special requests such as a seat, an alias or a meet-and-greet.
6. Forward the confirmation to the client.
7. Contact the desk if the itinerary changes; flight tracking covers delays automatically.

Vehicles to quote in a proposal

All vehicles are late-model, fully maintained and inspected, no more than four model years old (Rolls-Royce, Bentley and Maybach up to seven). Models are "or similar", and the exact car is confirmed at booking.

Stretch limousines, mini-coaches and coaches are available on request. Maybach, Rolls-Royce and Bentley are offered on request, with availability confirmed at booking. In Europe and Asia, proposals should read Mercedes-Benz E-Class, S-Class and V-Class rather than Cadillac.

Matching the vehicle to the client

Vehicle choice is where a proposal either looks thoughtful or goes wrong. Luggage is the usual constraint, not passengers.

When luggage is unclear, ask the client before booking and over-specify rather than under-specify. A larger class adds comfort and avoids the need for a second car on arrival.

Wording the ground leg in a proposal

A line in a proposal should say what the client gets, not what the vehicle is. Something like "private chauffeur transfer from arrivals to the hotel, with flight tracking and a driver waiting after landing" says more than a vehicle model. Describe the meeting point honestly: some airports have a meeting point inside arrivals, others outside, and the confirmation carries the details. Avoid promising a specific model, since vehicles are "or similar".

If you are including a hotel check-in time, remember that a chauffeur cannot make a room ready. Early arrivals often wait for rooms, so build in a lunch or a short tour for clients landing in the morning. A private tour with a driver or an hourly chauffeur booking fills that gap neatly.

Group moves for tour operators

For tour operators the question is rarely one car. A group of twenty on one flight needs two Sprinters or a coach, and loading time at arrivals is longer than for a single sedan. Tell the desk the flight, the head count and the luggage per person, and the right mix of vehicles can be matched. For groups arriving on several flights, split the arrivals into separate pickups so nobody waits for a late arrival. The Sprinter van with driver page covers group moves in detail.

DMC ground transportation across several cities

A DMC rarely books one city. A typical multi-destination programme chains transfers across countries, and the desk's job is to keep each leg with the right licensed local operator while preserving one confirmation and one invoice for the whole itinerary.

Honesty about the leg matters more than a polished brochure. Rome to Florence is about 280 km (174 miles), usually three hours by road, while the high-speed train is faster between the city centers. A DMC should put clients on the train when the train is the better choice and book a chauffeur for the station transfers on either side. Our train station transfers page shows how that works. For a long overland leg, see long-distance car service.

Trips inside the USA use US-licensed operators, and cross-border trips follow local cabotage rules. When a client crosses a border by road, book the two sides as separate legs and tell the desk the full route.

A worked example: turning a Canadian itinerary into ground legs

The easiest way to see how a trade account behaves is to follow one itinerary through it. Take a couple whose agent has built a ten-day trip across the country: two nights in Toronto with an excursion to Niagara Falls, a flight west, then four nights in Vancouver and Whistler. The agent's job is to list every move, decide which are best done by car, and place each booking once.

What the agent actually does

The agent opens the booker once for each leg and enters the names, flight numbers and addresses. The booker shows the fixed fare for that leg before the agent confirms, and the agent decides what to charge the client. At the end of the month a single invoice covers the legs, so the agency reconciles one statement, not five.

Where agents lose time, and how to avoid it

• Booking the whole itinerary in one go too early. Hotels and flights change. Confirm each ground leg when the flight is ticketed, so the flight number in the booking is the real one.
• Forgetting the gaps. A morning landing and an afternoon check-in leave hours with nothing to do. Offer the client a short city drive with an hourly chauffeur booking rather than leaving them with a luggage storage queue.

Changes after the proposal is accepted

If the client moves a flight, tell the desk with the new flight number as soon as you know. The cancellation scale applies from the original scheduled pickup time, so an early message protects the agency.

Reserve your chauffeur

Airports, cruise ports, rail and private aviation

• Airports. Browse the airports hub for terminal-by-terminal pickup notes, and read about airport car service.
• Cruise. See cruise transfers and the cruise ports hub; a cruise pickup is planned around the ship's sailing time.
• Rail. The train stations hub lists station pickups.
• Private aviation. The private jet car service page covers FBO pickups.
• Events. For conferences, galas and roadshows see event transportation and conference transportation.

Comparing options for a client

An agent's credibility depends on recommending the right option, even when it is the lower-cost one.

Entry rules your clients should check

Agents are asked about visas and authorizations constantly. We do not advise on them, but official pages are the right source: the Canada eTA page, the US ESTA site, the UK ETA page and the European Union's EES and ETIAS information. Entry rules change, so check them close to the travel date.

What not to promise your clients

Protect your reputation by leaving some things out of a proposal:

• Drinks on board. Never promise alcohol; local law applies.
• Security. We are a chauffeur service and not a security company. We offer no armed drivers and no bodyguards, and we work alongside a client's own security team.
• Guiding. A chauffeur drives and can suggest stops, but a licensed guide is a separate professional. Where a site requires or recommends one, such as the Vatican, Pompeii, the Acropolis, the Alhambra or the Forbidden City, say so.
• Fixed model. Vehicles are "or similar".

Cancellations and changes

Cancellation is measured from the scheduled pickup time. More than 72 hours' notice carries no charge. At 72 hours or less the charge is 10%; at 48 hours or less, 50%; at 24 hours or less or on a no-show, 100%. Large events may carry a different deadline, stated on the confirmation. Put these terms in your own booking conditions so clients see them before they pay you.

Related pages

See the global chauffeur service, corporate car service, wedding limo service and private tours with a driver pages. The why book with us page explains how operators are vetted.

Reserve your chauffeur