Booking checklist · Istanbul airport transfers
What Information Is Needed to Book an Airport Transfer?
An airport name and a hotel name are a start. A confirmed pickup also needs the right flight, local date, passenger details and luggage count. Use this checklist to send the information in one message.
What details do you need for an airport transfer booking?
Have your airport, flight number, travel date, arrival or departure time, exact hotel or address, passenger names and count, luggage details, and a reachable contact number ready. Add any child-seat or accessibility requests. For a hotel-to-airport journey, agree a separate pickup time; your flight departure time is not your hotel pickup time.
The checklist below is for private transfers with AloTransporter in Istanbul. Another operator may request different information.
The airport transfer booking information checklist
| Information | What to send |
|---|---|
| Airport and direction | IST or SAW, and whether you need an airport arrival pickup, a hotel departure pickup, or both. |
| Flight details | Airline and flight number for the relevant journey. For a connection, identify the flight that actually lands in Istanbul. |
| Date and time | The local arrival or departure date and scheduled time. Label a hotel pickup time separately. |
| Hotel or apartment | Full property name, district and street address. A map link helps identify the correct entrance. |
| Passengers | Full names of the travelling passengers and the total number, including children and infants. |
| Luggage | Separate counts for large suitcases and cabin bags. Mention a stroller or oversized equipment. |
| Contact details | A mobile or WhatsApp number with country code for someone travelling. Provide an email if requested in the booking form. |
| Special requests | Children’s ages and requested seats, mobility equipment, pets, or extra stops that need advance agreement. |
Check the airport code on your itinerary before choosing Istanbul Airport (IST) transfers or Sabiha Gökçen Airport (SAW) transfers. “Istanbul airport” alone can leave the pickup location unclear.
Which flight number should you send?
Use the flight number shown beside the journey into Istanbul, including the airline letters and digits. Your airline reservation code, also called a PNR, identifies your booking; it is not the flight number used to identify the arriving aircraft.
If your itinerary has two flights, send the final leg into IST or SAW. If it lists both a marketing airline and an operating airline, include both flight numbers or send the relevant itinerary section so the team can identify the service.
A clear screenshot can help, but keep the airport, date, flight number and time visible. For Turkish Airlines, you can review your itinerary through its official manage-booking page. Use your own airline’s app or website for other carriers.
Arrival time and hotel pickup time are different
Airport to hotel
Send the scheduled landing date and time in Istanbul, together with the flight number. Do not silently add an estimated hour for passport control and present that as the flight arrival time. Keep flight information and any requested pickup arrangement clearly labelled.
Hotel to airport
Send the departure airport, flight date and takeoff time, then agree when the vehicle should collect you. If you are unsure, ask for a pickup recommendation using your exact address and your airline’s check-in requirements.
Check the calendar date around midnight
A landing at 00:30 on 18 October is early on 18 October, even if you boarded on 17 October. Write the month in words and use the 24-hour clock to make the intended date and time clear.
For a round trip, provide two sets of details. The return journey may use a different airport, address or passenger count.
Describe the luggage and any special requirements
“Four passengers with luggage” leaves too much uncertainty. “Four adults, four large suitcases and two cabin bags” gives the team a usable description. Include every child in the passenger count and mention equipment even when it folds.
For a child seat, provide the child’s age and the type of seat requested. For mobility equipment, explain whether it folds and whether the traveller can transfer into a vehicle seat. Ask the team to confirm suitability and availability before finalising the booking.
Copy this airport transfer booking message
Replace the brackets with your details. If something is still undecided, say so rather than guessing.
Hello AloTransporter, I would like to arrange a private airport transfer.
Journey: [airport to hotel / hotel to airport]
Airport: [IST / SAW]
Airline and flight number: [details]
Flight date and time: [day, month, year; 24-hour time; arrival or departure; Istanbul local time]
Hotel pickup date and time, if applicable: [details / please advise]
Hotel or apartment: [full name, district, address and map link]
Passengers: [adults, children and infants; full names]
Luggage: [large suitcases, cabin bags and other items]
Special requests: [details / none]
Travelling contact: [name and phone number with country code]
Return transfer: [not needed / separate journey details]Please confirm availability, the total price, payment arrangements and pickup instructions.
What should you check in the confirmation?
A submitted request is not the same as an accepted reservation. Check the written confirmation against your itinerary: airport, date, pickup arrangement, destination, passenger and luggage requirements, price and any agreed extras. Keep the meeting instructions and contact number accessible while travelling.
For changes, reply with your transfer reference and the corrected details. Review AloTransporter’s booking and service terms and airport transfer FAQ for the applicable arrangements.
Common questions before booking
Can I ask for a price before choosing my hotel?
You can request an estimate using the intended district and group details. Explain that the address is provisional; confirm the exact destination and final price before relying on the reservation.
Can I book a transfer for someone else?
Yes. Identify the travelling passenger separately from the person arranging the booking. Provide a contact who can communicate on the day, and pass the confirmation and meeting instructions to the travellers.
Do I need to send a passport photo?
Start with the trip details and passenger names. Do not attach identity-document images simply to request a quote. If further passenger information is requested to complete the reservation, ask what is needed and send it through the official booking channel.
What if my group arrives on different flights?
List each flight, airport, arrival date and passenger count. Ask whether one coordinated pickup is workable or separate transfers are needed. Do not assume a vehicle assigned to the first arrival can wait for later flights.
Have your transfer details ready?
Send the completed checklist to AloTransporter or use the booking form to request your private journey.
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