What goes in a flight brief

The flight brief is the last thing your client reads before they travel — and the document they'll actually have open at the FBO. If it's missing the departure time or the terminal, that's a phone call to you at 6am. Here's what a complete flight brief includes, section by section.

Why the flight brief matters

By the time a trip is confirmed, the quote and contract have done their job. The flight brief is the operational hand-off: it turns "you're booked" into "here's exactly where to be and when." A good one answers every question the passenger, their assistant, or their driver could have — so nobody has to call you on the day. It's also the most visible document you produce, so it's where white-labelling and presentation earn their keep.

The essential sections

Every flight brief should cover these, in roughly this order:

1. Trip and passenger summary

Lead with the basics at a glance: passenger name(s), number of passengers, date, and a one-line routing (e.g. "London Luton → Nice, 19 Jul"). This is the "am I looking at the right document" header.

2. Departure details

• Airport and FBO — the exact terminal, not just the city. The wrong FBO at a multi-FBO airport is the most common day-of problem.
• Report time — when to arrive, not just when the aircraft departs. Private terminals are fast, but the client still needs a target.
• FBO address and contact — so a driver can navigate and call ahead.

3. Aircraft and operator

Aircraft type and registration, and the operating carrier. Passengers who fly often want to know the tail; it also lets them (or their security) verify the aircraft on arrival.

4. Schedule

Departure and arrival times with the time zone spelled out — local time at each end, clearly labelled. Ambiguous times cause missed slots. If there's a tech stop or a fuel stop, show it.

5. Arrival details

Destination airport and FBO, plus any ground arrangements you've organised — car, handler, customs. If the client is connecting or being met, this is where it goes.

6. Crew and contacts

The crew's names where appropriate, and — most importantly — a 24/7 contact number. On the day of travel the client should have one number that reaches a human, whether that's you or the operator's ops desk.

7. Documentation and requirements

Passport/ID requirements, visa notes for international trips, pet or firearm paperwork if relevant, and baggage guidance. Anything that could stop the passenger boarding belongs here, spelled out.

Presentation counts

The flight brief carries your brand to the client's inbox and, often, to their principal. Keep it clean, put your logo on it, and make it skimmable — the passenger should find the report time in two seconds. This is exactly the kind of document worth white-labelling: your client should see your brand, not the operator's.

A quick checklist

Before you send, confirm the brief has: passenger names, correct FBO at both ends, report time, aircraft registration, times with time zones, a 24/7 contact number, and any document requirements. If all seven are there, you've pre-empted almost every day-of call.