For a Cape Town airport pickup that runs without a phone call, send the concierge six things before you fly: the flight number, the names of everyone travelling, the number and size of the bags, any child seats with the children's ages, the full destination address with access instructions, and a mobile number that will work when you land. Everything else is useful but optional.
Most problems at a pickup trace back to one missing detail. The list below explains what each item does, so you know which ones matter most.
The six details every airport pickup needs
| Detail | Why it matters |
|---|---|
| Flight number | The driver tracks the flight and is timed to the actual landing |
| Passenger names | The name board, and the right person to look for |
| Bags, by number and size | Decides whether one vehicle is enough |
| Child seats and ages | The right seat is fitted in the right row before pickup |
| Destination and access | No stopping at a closed gate on a dark road |
| A working mobile number | The driver can reach you if the hall is busy |
The flight number, checked twice
Send the flight number, not the scheduled time. The driver follows the flight's status and arrives for the real landing, which is why a delay costs you nothing. If you change flights after booking, send the new number straight away. A wrong flight number is the one error that tracking cannot correct. The guide on what happens when your flight is delayed explains how the timing works.
Names, and what goes on the board
Give the lead passenger's name as it should appear on the board. If you are booking for a guest, give the guest's name and say whether the driver's details should go to them directly. If you prefer a company name or initials on the board, say so now.
Luggage, honestly counted
This is the detail people underestimate. A full Hyundai Staria Luxury takes around four large suitcases plus hand luggage. A full Palisade Elite takes three to four. Eight passengers each with a large case will not fit in one Staria, and the concierge quotes a second vehicle rather than putting bags on laps. Mention anything awkward: golf bags, a pram, a surfboard, a wheelchair, a box of wine bought on the way out. The comparison of the Staria and the Palisade shows what fits where.
Child seats and the children's ages
Give each child's age, and the seat is fitted before pickup. South African regulations require children under three to travel in an appropriate child restraint, and most parents keep older children in a booster for some years after. The guide to airport transfers with children covers the detail.
The address, and how to get in
Send the full street address, not only the name of the house or guesthouse. Then add how to get in: the estate gate and whether security needs your name, the gate code for a private house, the entrance for a Winelands guesthouse that is not the main farm entrance. After a long flight, the last 200 metres are where an arrival most often stalls.
A mobile number that works on landing
Give the number you will actually have on when you land, with the country code. If you use WhatsApp, say so. If your phone will be off until you reach Wi-Fi, tell the concierge, and the driver will rely on the name board.
Details that help but are optional
- Stops on the way. A pharmacy, a supermarket, a collection from an office. Add them to the booking so the route and the time are planned.
- Accessibility. If a passenger needs assistance between the aircraft and the arrivals hall, ACSA asks passengers to arrange it with the airline 48 hours ahead. Tell the concierge as well, so the driver knows to wait at the right point.
- A preferred vehicle colour. Pearl, black or silver can be chosen, and is honoured subject to availability.
- The return leg. If you know your departure date and flight, it can go on the same quote under one booking reference.
- Language. A German, French or Mandarin-speaking chauffeur can be arranged on request.
International travellers should also complete the online traveller declaration on the South African Traveller Management System before arrival. It has nothing to do with the transfer, but an incomplete form at the border is a common reason for a slow walk out.
What you receive in return
The evening before you fly, you receive the driver's name, photograph and direct number. Save the number before you board. When you come through into the arrivals hall at Cape Town International, you are looking for one known face holding your name.
You also hold a written quote and a booking reference from the concierge, and the booking was confirmed on full payment by EFT. If anything changes on your side, quote the reference and the concierge updates the driver.
What not to send
Do not send passport numbers, card details or copies of travel documents. A transfer does not need them. Payment is by EFT against the written quote, so treat any message asking for card details with suspicion.
Common questions
How far ahead should I send these details?
With the booking, if you can. The concierge needs the flight number, passenger count and luggage to quote the right vehicle. Later changes are fine, as long as they arrive before the driver's details go out the evening before.
What if I do not know the gate code yet?
Send what you have and ask your host for the code. Forward it to the driver's direct number once you receive it. Many guesthouses send access details a day or two before arrival.
Do I need to send my return flight now?
No, but it helps. If the return leg is on the same quote, it shares the booking reference and the pickup time is planned with your departure in mind.
Can I send the details by WhatsApp?
Yes. Booking is by the availability form on the website or by WhatsApp, and a named concierge replies within the hour during business hours, every day from 07:00 to 21:00.
To get a quote, send the flight number, the date, the names and number of passengers, the bags, and the address you are going to. The concierge replies with a written quote and a booking reference. The zones and add-ons are on the airport transfers page.