1. Describe the route and local times.
Start with the origin, destination, and dates. If you have an airport preference, include it; if you mainly care about a hotel or meeting address, include that instead. The airport and ground transfer can then be considered together.
Give the preferred departure window and any required arrival deadline. Label times as local to the relevant city. For return travel, provide the return date and timing separately. For a multi-stop trip, list each leg with its own date, passenger count, and timing priorities.
Explain what is flexible. A departure window, an alternative airport, or a different date is useful information to discuss, though it does not guarantee a lower quote or availability.
2. Count the people and the luggage.
List the total passengers, including children, and the number of bags. For large or unusual items, provide approximate dimensions. Ski bags, golf clubs, instruments, strollers, and presentation equipment should be mentioned before selecting an aircraft.
Add pets and any mobility or boarding needs. Ask which requests the proposed aircraft and operating carrier can accommodate. Do not assume that a cabin photo establishes accessibility, pet acceptance, or baggage capacity.
Keep passport numbers, payment cards, and identity documents out of an initial inquiry. If specific documents are needed later, ask how to provide them through the appropriate channel.
3. Separate essentials from preferences.
Mark the details that are essential to the trip, then list preferences such as catering, ground transport, cabin layout, or connectivity. This helps an advisor understand which aircraft options would meet the brief and which would involve a compromise.
For catering, include allergies or dietary requirements you want to discuss. For transport, give the destination address and the number of travelers and bags. Confirm the actual arrangements, provider, and price before relying on them.
4. Compare the whole proposal.
Review the itinerary, proposed aircraft, operating carrier, quote total, and terms together. Ask what is included, which charges may be additional, when payment is due, and how long the quote remains valid. Our guide to private charter costs gives you a comparison table.
The FAA recommends checking the legitimacy of the operating carrier and asking to see its Air Carrier or Operating Certificate. Pinion is the broker arranging the trip; the independent operating carrier provides the flight. Understand who is responsible for each part of the arrangement.
Confirm what happens if the itinerary changes, weather affects the plan, or the proposed aircraft becomes unavailable. Review the applicable agreement rather than treating an initial inquiry or indicative quote as a reservation.
5. Confirm the departure instructions.
Before travel, review the actual airport, FBO or terminal address, required arrival time, passenger identification instructions, baggage acceptance, and your trip contact. A private aviation departure location may differ from the airport’s main airline terminal.
Share those instructions with everyone traveling. If a detail has changed since the quote, ask for an updated itinerary and confirmation of any price or arrangement changes.
A charter inquiry checklist you can reuse.
- Origin and destination, plus any airport or ground destination preference.
- Each departure date, local time window, and arrival deadline.
- Return leg or additional stops, if applicable.
- Passenger count, bags, oversized items, pets, and boarding needs.
- Essential cabin requirements and optional travel preferences.
- Contact details and who will approve the trip.
An inquiry begins the planning conversation. Aircraft availability, final pricing, the applicable agreement, and required payment are part of confirming a booking.
Further reading
This planning checklist is published by Pinion Aviation. For operator verification, see the FAA’s consumer guidance.