London airport transfers: what to plan

Heathrow lies west of central London; Gatwick is south; Stansted and Luton serve routes north of the city; London City is east. Compare the available flight with the onward road journey, arrival time and number of bags. A cheaper or later flight can be less practical if it creates a long cross-London transfer.

• Provide the airline, flight number, arrival date and terminal.
• Use the passenger's mobile number, including the international dialling code.
• Count checked bags, cabin bags, pushchairs and mobility equipment separately.
• Tell the operator if assistance, a child seat or an accessible arrangement is needed.

Flight monitoring helps dispatch respond to the recorded flight's progress, but it cannot predict how long baggage reclaim or border control will take. Keep the passenger's phone on after landing and follow the meeting instructions supplied for that booking.

Work backwards from the airline's recommended terminal arrival time, not the scheduled take-off. Then add a road-time allowance appropriate to the pickup location, time of day and likely traffic. Allow extra time for group collection, oversized luggage or multiple pickups.

The airline remains the authority for check-in and bag-drop deadlines. Check its guidance for your route and travel date before setting the car pickup.

Passenger capacity and luggage capacity are different. Three travellers with several large cases may need a V-Class even though they fit in a saloon. Review the ERS fleet guide and describe unusual items rather than relying only on a bag count.

• Flight status and terminal.
• Pickup address, postcode and a usable collection point.
• Passenger contact number and final party size.
• All luggage and equipment.
• The booking confirmation and dispatch contact details.