Before Sending Any Car Service Request — Prepare This Essential Checklist

(Must-have for Administrative Assistants & Corporate Coordinators)

In the corporate mobility industry, most communication problems stem from one simple issue:

Clients don’t know how to clearly describe their needs, and service providers don’t know what clients actually want.

When the requirements are unclear, the result is predictable:

Pricing that doesn’t match actual service
Wrong vehicle model
Luggage not fitting inside the car
Frequent itinerary changes
Additional vehicles requested midway
Vehicle changes at the last minute
Confusing execution
Something that should take 5 minutes turns into 30 minutes of repeated messaging

These issues are not caused by the people—
but by the lack of a standardized, clear, reusable request checklist.

This guide turns all the industry’s “implicit knowledge” into explicit, actionable steps, helping any Assistant, EA, or PR coordinator:

Write service requests quickly
Communicate all key details in one message
Receive accurate quotations
Avoid back-and-forth clarification
Reduce operational risk
Improve service execution quality

Part 1: The 20% Most Critical Items That Determine 80% of the Service Experience

(Must be provided)

Once information is complete, over 90% of potential issues disappear.

The eight most important items are:

① Service date & exact time (plus flight number if airport pickup)

Why this matters:

Time affects vehicle availability
Flight changes affect delay tracking
Early-morning and late-night pricing differs
Event days require scheduling buffers

Example:
“March 21, PVG Terminal T2 Arrival, MU567, 14:15 Beijing Time”

② Exact pickup & drop-off locations

(avoid vague descriptions)

Incorrect or unclear:

❌ “Near Jing’an Temple”
❌ “Jing’an Temple”

Acceptable:

✔ “Exit 1, Jing’an Temple Station”

Best:

✔✔ “Front entrance of XX Tower, 1234 West Nanjing Road, Jing’an District”

The more precise the location, the less operational risk.

③ Service method:

Transfer / Hourly / Multi-day-multi-city / Long-term / Event-based

This determines:

Pricing method
Route planning
Driver scheduling

Using the wrong method leads to:

Quotation errors
Wrong resource allocation
Operational challenges

If unsure, simply ask:

“This itinerary includes X stops. Which model should we quote—transfer or hourly?”

④ Number of passengers

(include elderly or children)

This directly affects vehicle type.

Cases where details matter:

Child seat requirement
Elderly passengers need easier boarding
Extra tall guests
Heavy luggage volume

More detail = less risk.

⑤ Vehicle requirement (or provide usage scenario)

You may write:

“Something more refined and presentable”
“Must fit 4 large 28-inch suitcases”
“Suitable for foreign executives”
“For family use—elderly + children”

Suppliers will recommend vehicle types accordingly.

⑥ Luggage quantity

(the #1 cause of vehicle changes)

Provide clearly:

Large suitcases × ?
Medium suitcases × ?
Backpacks × ?
Special items (stroller, AV equipment, display props-stands, etc.)

⑦ Waiting requirement / multi-stop visits

This directly affects pricing.

Example:

“A → B → C, driver must wait throughout.”

⑧ Client category

Types have execution differences:

Corporate guests
Foreign visitors
VIP guests
Luxury brand clients
Senior executives
Families

High-profile guests →
More experienced drivers + enhanced control + risk-management.

Part 2: Optional Information That Dramatically Improves the Experience

(Top-level assistants always include these)

① Client preference information

Examples:

Guest prefers minimal conversation
Prefers quiet ride
No fragrance inside the vehicle
Sensitive or allergic to scents
Driver must not smoke
Guest is time-sensitive → move efficiently

These details directly improve the passenger experience.

② Invoice requirement

Specify category:

“Passenger Transport Service”
“Vehicle Rental”

This reduces additional follow-ups.

③ Backup vehicles (common in events & summits)

If the trip involves:

Speaking session
Signing ceremony
Live interview
VIP reception

Warn suppliers early.

④ Language requirements (especially with foreign guests)

Clarify:

Whether English communication is needed
Whether signage at pickup is required
Whether pre-arrival English messages are needed

⑤ Special identity

Examples:

VIP
Celebrity
Foreign delegation
Company Chairman

Driver assignment changes accordingly.

Part 3: The Universal Service Request Template

(Copy & paste directly)

【Car Service Request Checklist】

Date of service:
Time / Flight number (if pickup):
Pickup location (full address):
Drop-off location (full address):
Service type:
Transfer / Hourly / Multi-stop / Multi-day / Long-term / Event
Passenger count:
Any elderly or children?
Luggage size & quantity:
28″ large × ? / 24″ medium × ? / Backpacks × ? / Special items
Vehicle expectation / usage context:
(e.g. suitable for foreign executives, must fit luggage, presentable vehicle)
Stops or waiting requirements:
e.g. A → B → C
Passenger category:
Corporate leadership / VIP / foreign guest / family / event guest
Preferences:
(quiet driver, no fragrance, bottled water prepared etc.)
Invoice needed? category:
Other notes:
Backup vehicle / signage / English speaker, etc.

Part 4: Why This Checklist Improves Service Quality Significantly

Because it helps suppliers clarify:

① What exactly you want

Clear scope → accurate pricing → correct vehicle matching

② Where risk exists

Common risk triggers:

Luggage volume
Multi-stop routing
Tight time windows
Passenger identity requirements

③ What special competencies are required

Such as:

English-speaking drivers
Compliance-based dispatch
Backup resources
Cross-city coordination

With clarity → service becomes controllable, rather than unpredictable.

Part 5: How Top-Level Assistants Use This Checklist

Professionally trained administrative teams all follow a similar practice:

✔ They prepare a template in advance
✔ Ask internal stakeholders to fill it in
✔ Review and finalize
✔ Send once

Results include:

No missing information
No repetitive clarification
Correct vehicle selection every time
Accurate quotations
Stable execution process
Professional vendor communication

Over time, assistant productivity improves to a different level entirely.

Final Remark

Precise information = precise pricing + correct execution + better experience.

You are not simply “requesting a car.”
You are defining:

The stability you expect
The level of service required

This checklist is your professional identity in corporate mobility management.

Before contacting any car service provider, prepare this checklist first — a must-have for executive assistants