How to sell more airport transfers: Templates, tools, and examples

Airport transfers are a key part of your guest journey, but managing them manually can lead to mistakes, delays, and extra stress for your team. Automating this process keeps things running smoothly, improves the guest experience, and helps your hotel save time and resources.

With omnichannel communication solutions, managing airport transfers to and from the hotel becomes efficient and straightforward. From booking to the guest’s return trip, everything is centralised to avoid mistakes and confusion. Plus, this automation opens up opportunities to boost revenue and improve operational control.

Learn how to break down each step of the process with clear examples of tools that drive results. Plus, get ready-to-use airport transfer message templates for your automated campaigns.

What is the airport transfer service, and why does it appeal to guests?

The transfer service between the airport and the hotel – also known as airport-hotel transfer, airport hotel transport, or hotel transfer – is a service offered by many hotels to facilitate guests’ travel upon arrival or departure. It comes in various formats, from shared shuttles to private transfers in luxury vehicles, catering to the needs and expectations of every type of traveller.

Why do guests love airport transfer services? Because they take the hassle out of getting from the airport to their destination. No more struggling to hail a taxi, figure out public transport, or deal with language barriers in an unfamiliar place. Instead, guests can relax knowing their ride is booked, reliable, and on time. It’s a straightforward service that ensures guests arrive at their destination smoothly, whether they’re travelling for work or a holiday. Airport transfers make the start of any trip easier and more enjoyable, setting the right tone from the moment they land.

What does an airport transfer to a hotel include?

Hotels provide airport-to-hotel transfer services in various ways, tailored to their category, location, and the needs of their guests.

• Free and included in the rate – common in hotels near airports or all-inclusive resorts.
• Additional service at an extra cost with the option for advance booking or on-demand request.
• Managed by third parties, but requested from the hotel’s reception, website, or digital channels.

This service typically includes the following elements:

• Personalised pick-up at the terminal with an identification sign.
• Assistance with luggage.
• Fixed schedules for shared transfers or complete flexibility with private options.
• Diverse booking channels: web, phone, in-person, and digital (chatbots or assistants).

A reliable hotel transfer service can make all the difference after a long trip or a late-night arrival. It sets the tone for a guest’s stay, ensuring they feel welcomed and cared for from the moment they arrive.

Why do guests care about the hotel transfer service?

This service is often the guest’s first physical interaction with the hotel. The trip from the airport to the accommodation can shape how guests perceive the hotel’s quality, hospitality, and professionalism.

The main factors that guests value in the transfer from the airport to the hotel are:

• Comfort and time-saving: Avoid searching for taxis, apps, or public transport after a long flight.
  
  
• Peace of mind: Knowing someone is waiting for you, even during late hours or when arriving in a new country.
  
  
• Reliability: Perfect for business travellers who require punctuality.
  
  
• Safety: Essential for families, groups, or elderly passengers.
  
  
• Cost-saving: Compared to the inflated prices of taxis or ride-hailing platforms.
  
  
  

Airport-to-hotel transfer services can be a key factor in creating a standout guest experience.

What are the benefits of airport transfers for your hotel?

Airport to hotel transfer services aren’t just a convenience for guests – they’re a smart move for hotels too. They come with a range of practical benefits that make operations smoother and leave a positive impression on your guests. Let’s take a closer look at why these services matter.

• Competitive differentiation: It can be the deciding factor for a guest when comparing similar hotels.
  
• Additional revenue: Through upselling services such as private airport transfers or premium vehicles.
  
• Improved online reputation: This type of service is frequently mentioned in reviews on Booking, Google, or TripAdvisor.
  
• Increased loyalty: Guests value convenience and are more likely to return when the transfer experience is seamless.
  
• Operational control: Coordinating arrivals and departures improves reception management and other internal resources.
  

By automating airport transfer service upselling with HiJiffy, hotels can cut down on mistakes, save staff valuable time, and keep a clear record of all bookings.

What challenges with airport transfers have you typically encountered?

Managing airport-to-hotel transfers manually has long been a hassle for both guests and hotel staff. Frequent mistakes and the lack of digital tools directly affect the quality of service, creating unnecessary stress for everyone involved.

The main challenges include:

• Management via phone or email without a unified system.
  
• Coordination errors (incorrect flight, uncommunicated schedule changes, confusion over meeting points).
  
• Delays due to a lack of confirmation or incomplete information.
  
• Reception is overwhelmed by last-minute requests or manual follow-ups.
  
• Limited upselling opportunities due to the lack of proactive communication tools.
  

These limitations show why an AI communication platform can make a real difference.

Insights from the hospitality industry on airport transfers

The importance of airport-to-hotel transfer services is supported by various studies and recent figures from the tourism and hospitality sector:

According to the Travel Predictions 2023 report by Booking.com, over 60% of international travellers appreciate the option to arrange their airport-to-hotel transfers in advance, considering it a key factor in reducing travel stress and enhancing the overall experience.

An analysis by SiteMinder on guest experience trends reveals that hotels allowing guests to book transfers digitally report up to 20% higher satisfaction in post-stay surveys compared to those that do not offer this automated option.

Moreover, the annual report by Revinate, based on millions of guest reviews, indicates that shuttle service is mentioned as a decisive factor in over 30% of positive comments published on platforms such as Google and Booking, highlighting its direct impact on the hotel’s perceived quality.

Finally, the Changing Traveller Report 2025 by SiteMinder confirms that 35% of guests staying in chain hotels consider airport transfers to be one of the three most influential additional services when booking, even more so than breakfast or late check-out options.

The data is clear: your transfer service directly impacts guest satisfaction and loyalty. By improving it, primarily through better client communication tools, you can stand out from the competition and keep your guests coming back.

Let’s talk about how hotels can take the hassle out of managing transfers by using smart digital tools to streamline the process.

How to automate airport transfer management

Guest communication platforms like HiJiffy help hotels simplify and centralise key services, like booking airport transfers. By automating these tasks, hotels can provide faster, more accurate responses across channels like webchat, WhatsApp, and social media. This means happier guests, smoother day-to-day operations, and fewer mistakes for your team to deal with.

Here’s how each main module of these platforms helps streamline the process:

AI Booking Assistant (Chatbot)

The booking assistant, powered by AI, is on hand 24/7 across all the hotel’s digital channels. From the first guest interaction, it manages transfers, keeping things simple and hassle-free for everyone involved.

Guests can:

• Request a transfer to or from the airport in real time.
  
• Choose from shared, private, or premium options.
  
• Receive automatic confirmations with all the service details.
  
• Interact in your language and from any device.
  

When a guest starts a conversation on the website chat or WhatsApp, the system makes it simple with interactive welcome buttons. For example, choosing “Request transfer” opens a guided process to book a transfer. The guest is walked through selecting the vehicle type, time, and number of passengers step by step, making the booking process quick and straightforward.

This clear and straightforward process makes bookings easier, boosts conversion rates, and lets guests handle their transfers on their own schedule – no need to wait for staff assistance.

Virtual Concierge

During the stay, the virtual concierge enables smooth and direct communication between the guest and hotel staff. It replaces slower or disorganised channels such as phone or email, allowing guests to make requests clearly and quickly from any device or digital channel.

In the case of transfers, this solution allows:

• Make new private transfer requests (e.g., to the airport or other local destinations).
• Communicate specific details such as extra luggage or special requirements.

This feature isn’t automated like the chatbot. Instead, every request is handled directly by the hotel staff through a centralised, structured interface. This means faster responses and more accurate service for your guests.

Campaigns Manager

This Campaigns Manager feature allows you to schedule and send automated, personalised messages based on the stage of the journey. In the context of transfers, it is used to:

• Pre-arrival: invite the guest to book their transfer from the airport.
• Before the check-out: send reminders to arrange the return transfer.
• Post-stay: thank the guest for their visit and offer additional services or satisfaction surveys..
  

You can manage everything from one clear, easy-to-use dashboard. Organise communication by language, channel, or guest type, making sure every message is relevant and sent at the perfect time.

The Guest Journey

Platforms like HiJiffy allow you to support guests throughout their entire guest journey, enabling useful automations at every stage related to the transfer service:

• Pre-stay: A few days before check-in, guests get a message – via WhatsApp, email, or direct message – inviting them to book their airport transfer to the hotel. Simple and stress-free.
  
  
• Pre-arrival: The Booking Assistant confirms the transfer details, like pick-up time and meeting point. If there’s a delay, the Virtual Concierge makes it easy for guests to reach out to the hotel and adjust the schedule.
  
  
• In-stay: Guests can book their return transfer or arrange transportation to other destinations directly through the Virtual Concierge. The request goes straight to your team, so it’s quick and hassle-free to confirm.
  
  
• Post-stay: After check-out, send follow-up messages with a thank-you note, a quick survey, or even an option to book transfers for their next visit.
  
  

Airport transfer templates

Platforms like HiJiffy make sending personalised, automated messages easy at every stage of the guest journey. This helps you stay ahead of your guests’ needs, streamline tasks like arranging airport transfers, and lighten the load for your team. It’s a smart way to save time while ensuring your guests feel taken care of.

The airport transfer templates are tailored to each channel – WhatsApp, webchat, social media, or email – and use details like the guest’s name, arrival date, or transfer type to make them personal. Check out some examples here for every step of the guest journey.

Operational benefits for the hotel

Using HiJiffy to handle your airport-hotel transfer service simplifies operations and makes life easier for your staff. The benefits are clear: better efficiency, smoother workflows, and happier guests.

• Cut down on mistakes by automating repetitive tasks and abandoning manual forms.
  
• Lighten the load for your reception team, so they can focus on tasks that really matter.
  
• Get everything running smoothly with an all-in-one system for booking, tracking, and confirmations.
  
• Give your guests a better experience with faster service and personalised touches.
  
• Boost your revenue by upselling – make private airport-to-hotel transfers an easy upgrade.
  
  
  
  

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These operational benefits directly impact your hotel’s margins, online reputation, and guest loyalty.

Automating airport-to-hotel transfers helps your hotel stay ahead by anticipating guest needs, reducing workload for your staff, cutting down on errors, and increasing revenue.

HiJiffy makes this possible with an AI-powered conversational solution built specifically for the hospitality industry. From coordinating airport pick-ups to scheduling private drop-offs, every detail is managed efficiently, accurately, and tailored to your guests.

Request a free demo and see how HiJiffy can streamline your transfer service, making life easier for your team and leaving a lasting impression on your guests.