A private jet quote request template for executive assistants

Lead with the purpose and time constraint

Tell the broker what determines success: reaching a meeting, joining another flight, accommodating a family group or completing several stops. A required arrival at a destination is different from a preferred departure from the airport. Make the actual constraint explicit.

Include the date for every movement and identify whether times are local to departure or arrival. If the airport is not decided, give the destination and ask the broker to recommend appropriate options. Do not put a guessed airport code into the brief as though it were a requirement.

Separate needs from preferences

Provide a passenger count and the practical information that affects the proposed aircraft or services. Describe the luggage or equipment rather than relying on a vague label such as ‘normal bags.’ Share sensitive passenger information through the channel your broker designates when it is needed, not in an initial widely copied request.

Mark flexible items clearly. A wider departure window, an alternate airport or a different return date may change the available options. A preference is still useful information; it simply should not be mistaken for a non-negotiable constraint.

• Required: the outcome or condition the trip must meet.
• Preferred: a choice you would like the broker to prioritize.
• Flexible: alternatives you are willing to consider.
• Unknown: a detail that still needs a decision or confirmation.

Copy and adapt the brief

Subject: Charter quote request — [destination] — [dates]

Trip purpose and main priority:
Number of passengers by leg:

Leg 1
Travel date:
Departure city / airport, if known:
Arrival city / airport, if known:
Requested departure or required arrival time:
Time basis and flexibility:

Additional legs / return:

Luggage or equipment:
Cabin, accessibility or service requirements to discuss:
Preferred arrangements:
Ground transport or catering assistance needed:
Budget guidance, if available:
Decision-maker and target decision date:
Best contact for clarification:

Please identify assumptions, inclusions, exclusions and availability conditions in the options you send.

Keep one owner for revisions

Once the request is out, name the person who consolidates changes. If one assistant changes the schedule while another adds passengers, send a single revised brief with both updates. Give it a clear date or version label so the broker can tell which request supersedes the earlier one.

When your broker uses WingStack, ask how the brief becomes a trip request and where clarification belongs. Confirm which details you enter and which the broker verifies. The payoff is not merely a shorter email: it is a consistent starting point for sourcing, comparison, approval and the eventual itinerary.