10 Things to Check Before Booking an Airport Transfer

A low airport transfer quote can stop being low very fast. I’d check 10 points before paying: licence, insurance, full price in €, flight tracking, meeting point, car size, luggage space, child seats, waiting time, and cancellation terms.

In short, I want to know three things before I book: is the service legal, is the price final, and will the pickup work on the day? That matters because a quote of 45,00 € can change once tolls, child seats, card fees, or extra luggage appear. And if the driver does not track my flight or the meeting point is vague, even a paid booking can go wrong.

Here’s the full pre-booking check at a glance:

• Licence and passenger insurance: I check the company is allowed to carry passengers in Spain.
• Fixed total price: I make sure IVA, waiting time, and normal luggage are included.
• Flight tracking: I look for pickup linked to my flight number and terminal.
• Meet-and-greet details: I confirm where I meet the driver and how we contact each other.
• Vehicle size: I match the car to the number of people.
• Luggage allowance: I check space for suitcases, pushchairs, skis, or golf bags.
• Child seats: I request the right seat before payment.
• Waiting time and no-show rules: I read how long the driver waits at the airport or hotel.
• Cancellation terms: I check if I can cancel free up to 24 hours before the trip.
• Recent reviews: I scan for repeated issues like late pickups or poor communication.

Quick Comparison

If I can clear these 10 checks in a few minutes, I cut the chance of extra cost, confusion, and last-minute problems.

Checks 1 to 4: licensing, price, flight tracking, and meet-and-greet

1. Confirm licensing and passenger insurance

Start with the basics: make sure the company is licensed and its drivers are authorised for passenger transport. In Spain, professional private hire services must follow VTC (Vehículo de Turismo con Conductor) rules.

You should also check that each vehicle has commercial insurance for passenger transport, not just standard car cover.

A quick look at the provider’s website can tell you a lot. You should be able to find the company name, address, and licence details. If any of that is missing, don’t book.

Once you know the operator is properly licensed, move on to the price.

2. Verify the full fixed price in euros

The quote should show the full fixed price in € and include IVA, standard waiting time, and standard luggage.

Before you pay, check for any extra charges. The usual ones to watch for are:

• Tolls
• Late-night fees
• Extra stops
• Child seat fees
• Card charges

That way, you know the amount you see is the amount you’ll pay. After that, make sure the pickup works with your flight.

3. Check that flight tracking is included

A solid airport pickup service should be tied to your flight number and terminal. It should track your actual flight status, not just rely on the original pickup time.

That matters more than it might seem. If your flight lands late, the driver should know without you having to send a string of messages from the plane.

Then sort out the pickup point before you travel.

4. Confirm meet-and-greet details before you arrive

Check whether the pickup happens in the arrivals hall or at a kerbside point.

Before booking, confirm the exact meeting point, terminal, and how the driver will contact you.

Small details matter here. A pickup that sounds clear on paper can turn messy fast if you land and realise you don’t know where to go.

Next, check whether the vehicle fits your group, luggage, and child seat needs.

Checks 5 to 7: vehicle size, luggage space, and child seats

5. Match the vehicle to your group and bags

Next, match the car to the number of passengers and the bags you're bringing.

Seat count alone isn't enough. Check the vehicle class against both your passenger count and your luggage. Pick the vehicle size first, then confirm the boot space. A sedan will often work for 1 to 3 passengers with light luggage. But if you're travelling as a family with a pushchair, ski gear, or sports equipment, you'll likely need a larger vehicle.

6. Check the luggage allowance listed in the booking

The booking should state the exact luggage allowance: suitcases, carry-ons, and any extra items. A standard suitcase is usually up to 23 kg and 158 cm in total dimensions.

Bulky items count as extra pieces. That includes a pushchair, a golf bag, ski equipment, or an extra-large suitcase. These items won't just fit within the standard allowance by default. If you don't declare them before you pay, you could face delays at pickup or even need a different vehicle.

7. Request child seats before you pay

If you're travelling with young children, don't leave this until you land. In Spain, children under 1,35 m must use an approved restraint system.

Request the right child restraint during booking:

• baby seat
• child seat
• booster

Confirm the exact type based on your child's age and size during checkout, and check if there's an extra fee before you pay.

Once these details are confirmed, check the pickup instructions, waiting time, and no-show policy. After child seats are sorted, the final booking checks are pickup rules, cancellation terms, and driver reliability.

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Checks 8 to 10: pickup rules, cancellation terms, and driver reliability

8. Read the pickup instructions, waiting time, and no-show policy

Once you've confirmed the vehicle works for your group, look at the rules for pickup day.

The meeting point should be stated clearly. For airport pickups, the driver should meet you in arrivals with a name sign or logo. For hotel or address pickups, it should be door pickup at the address you entered.

Airport pickups include 45 minutes of free waiting. Hotel or address pickups include 15 minutes. If your flight is delayed, that delay should not cut into the waiting time included in the booking.

9. Check cancellation terms and support channels

Next, check the cancellation window before you pay.

Standard bookings allow free cancellation up to 24 hours before the trip. If your plans might shift, it's worth double-checking the exact cutoff. A small detail like this can save hassle later.

You should also check how support can be reached if something changes on the day. 7transfers offers 24/7 customer support via WhatsApp, Telegram, Instagram, Facebook and email. For same-day changes, WhatsApp is the fastest option.

10. Read recent customer reviews before booking

Before booking, spend a minute on recent reviews. This is where the nice-looking listing meets real life.

Focus on comments about punctuality, pickup instructions, communication and vehicle condition. Specific, recent reviews usually tell you more than star ratings on their own.

It also helps to scan for repeated complaints. If several people mention smoke smells or late arrivals, take that as a warning sign.

Conclusion: A quick pre-booking checklist for safer airport transfers

A fast check before you book can save you from delays, extra fees, or turning up to the wrong type of vehicle.

Use this checklist before you confirm anything:

It only takes a minute or two, but these checks make the booking process safer and much easier.

FAQs

How do I verify a transfer licence in Spain?

Ask the provider to show their professional transport authorisation, such as a VTC licence for private hire or the right taxi permit. A reputable company should be able to show proof of ID and credentials if you ask.

When you book, look for clear signs that the company is operating properly. That can include company branding, a professional website, and clear communication. If anything feels off, contact customer support and ask them to confirm the company’s licensing status and your driver’s ID details.

What counts as extra luggage?

Extra luggage usually means any items that go beyond the standard capacity of your chosen vehicle.

When you book, make sure you confirm the total number of bags and passengers so 7Transfers can assign a vehicle with enough space. If your luggage takes up more room than a standard saloon or MPV allows, extra charges may apply.

What if my flight lands earlier or later?

If your flight lands earlier or later than planned, there’s no need to stress. We track your flight and adjust your pickup to match the actual arrival time.

Depending on your booking terms, airport pickups include complimentary waiting time, often up to 45 or 60 minutes, with no added charge. And if your plans change a lot, you can request free booking changes up to 6 hours before pickup, subject to vehicle availability.

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• How to Book a Private Airport Transfer in 5 Steps