Tell dispatch that you are the organizer rather than a passenger. Confirm the arriving traveler's name, agreed sign wording, reachable contact and destination, then forward the written pickup confirmation to that traveler. Separately agree who pays and who communicates changes. Sending a request does not establish availability or confirm a booking.
Separate the booking contact from the passenger
Identify yourself as the organizer and give the name of the person actually arriving. Agree the exact name or group wording for the sign; do not assume it will show the payer's surname. If the form asks for a pickup-sign name, enter the agreed passenger name and explain your role in the notes. Confirm the final details with dispatch rather than treating a form entry as acceptance. This guide concerns accompanied parties or adults, not an unaccompanied-child transport service.
Give the traveler the complete confirmation
With their permission, provide the traveler's reachable number with country code and your own backup contact. Confirm which person receives updates and how the traveler can contact dispatch directly. Forward the confirmed flight, airport-local arrival date, full destination, meeting instructions and written price in one message. Ask the traveler to save it offline and check the sign wording. Share the details needed for the ride rather than a complete itinerary or identity-document images.
Agree payment, destination and passenger needs
Ask who will pay, when and by the payment method dispatch confirms. Do not tell guests the ride is prepaid unless that arrangement has been accepted in writing. Send the exact hotel or villa address, entrance instructions, passenger count, all luggage and any seat or mobility needs. An airport flight number and a broad Puerto Plata address alone do not establish the destination or vehicle. Request a complete quote for the actual journey and separately confirm any return leg.
Plan for changes and a phone without data
Agree who will send confirmed flight changes to dispatch, so competing messages do not create different pickup plans. A traveler rebooked onto another flight needs a revised flight number and local arrival date confirmed with the desk. Before departure, save the dispatch contact and current meeting instructions on the traveler's device. If data is unavailable, use the agreed sign and fallback plan; do not promise that WiFi or a particular driver message will always be available. Verify unexpected pickup changes with dispatch.
A hypothetical handover
Imagine you book for two adult relatives arriving together and you will not be at POP. The confirmation identifies one arriving relative on the sign, that person's contact as the arrival contact, and you as backup. Both relatives receive the same destination, written fare, payment arrangement and meeting instructions. If their flight changes, the agreed contact requests one revised confirmation and shares it with everyone. This is a planning example, not a reported customer journey or a guarantee of service.
Copyable organizer-to-traveler checklist
Copy the following fields into one message and fill them with the details dispatch has actually confirmed. Leave unknown arrangements marked as awaiting confirmation. Send the completed version to the traveler and ask them to check it before flying; this checklist is a handover aid, not a replacement for the operator's confirmation.
- Arriving traveler and exact sign wording: …
- Flight number and airport-local arrival date: …
- Full hotel/villa address, entrance and map pin: …
- Passengers, luggage, requested seats and assistance: …
- Traveler's agreed contact and organizer backup, with country codes: …
- Confirmed vehicle, written total, payer and payment arrangement: …
- Meeting instructions, dispatch contact and offline fallback: …
- Confirmed return flight date, number and pickup arrangements, if booked: …
Request a transfer with the traveler and organizer details →