Set the departure appointment
Distinguish the time the guest should be ready from the time the vehicle is expected to leave. Include any hotel checkout or luggage arrangements that could affect the schedule. Ask the assistant or guest to confirm the final destination rather than relying on an address retained from a previous day. If the guest has an early flight, ask the hotel directly about any checkout arrangements it can offer rather than assuming staff can complete them instantly.
Keep billing responsibilities clear
Hotel accounts, chauffeur charges and protection fees are separate transactions. The protection professional should not be assumed to settle or guarantee the guest’s bills. If the company uses a central payment process, arrange it directly with each provider and identify the finance contact before the departure day. The assistant can keep invoice references in a separate finance note, allowing the operational itinerary to remain focused on the departure and next appointment.
Confirm the travelling party
An extra colleague joining at checkout can affect vehicle capacity and the agreed scope of accompaniment. Update the passenger count and luggage details before the vehicle arrives where possible. If the group is splitting, clarify which person or group the booked protection professional is assigned to support. When a colleague leaves separately, confirm their own transport rather than assuming the protection professional is responsible for organising an unbooked additional journey.
Close the hotel handover
Check that the guest has the items they intend to take and that any luggage custody arrangement is understood. Personal protection does not automatically include inventory or insured custody of valuables. Record the next stage and revised timing through the booking contact if the hotel departure changes materially. If luggage is intentionally left at the hotel, obtain the hotel’s storage confirmation and make clear that the protection assignment does not alter those terms.