A private charter handover should let a covering assistant continue the trip without guessing what has been decided. Forwarding every email rarely achieves that. Prepare a short current-state summary, point to the authoritative trip information and verify that the covering person can access the right material before you step away.
Describe the current state, not the full history
Start with the traveler’s upcoming movement and the next action that needs attention. Separate confirmed arrangements from requests that are waiting on a response. Include the reason for a pending decision when it affects how the covering assistant should respond.
Keep the history available in the appropriate system, but do not reproduce it in the handover. The summary should help someone navigate the record. It should not become another competing version of the itinerary that must be manually maintained.
Name the people and decision boundaries
Give the covering assistant the broker contact, urgent contact route and internal approver. Tell the broker that coverage is changing and identify the person consolidating requests during that period. A handover is incomplete if the broker does not know whose instructions to follow.
State the limits of the covering role. The assistant may be able to gather information and coordinate a pickup without being authorized to approve a revised commercial offer. Refer to your organization’s actual policy rather than inventing a rule for one trip.
Trip coverage handover Coverage dates / hours: Current itinerary location: Next movement and timing basis: Broker and urgent contact route: Internal approver: Confirmed arrangements: Pending request, owner and due time: Next decision and authority needed: Ground / service handoffs: Access checked: When I will resume ownership:
Verify access before it is needed
Ask the covering assistant to open the itinerary and locate the pending request. Do this while you are still available to resolve an access issue. Do not share your password or assume that forwarding a link gives the recipient appropriate access to every part of the workflow.
Use the account and invitation process available to your team. Check that the assistant can see the required trip without receiving unrelated client information. Sensitive documents should remain in the approved location rather than being copied into an informal handover note.
Close the handover when ownership returns
When you resume coordination, ask what changed, what was confirmed and what remains open. Update the current-state summary and tell the broker who now owns the next decision. Review temporary access according to your organization’s process.
A WingStack walkthrough can test the handover with a sample trip. Ask your broker to show the planner experience, trip communication and the method for including a second coordinator. The goal is continuity that depends on a clear record and appropriate access, rather than on one assistant remembering every detail.
Explore the product
Explore the referenced resources and related WingStack guides. Confirm your trip details and available services with your provider.