Book an Airport Transfer for Your Parents in Japan: Checklist

When you book an airport transfer for your parents or friends in Japan, there is one big difference: you are at home, and they are on the plane. Everything looks complete when you book; the problems tend to appear on the day — the wrong terminal, a phone that won't connect, not recognising the person meeting them. Here is where the information usually breaks down, and how to fix it.

1. Flight and terminal: ask for a screenshot

Older relatives often remember only "we land in the afternoon". Ask them to send you a screenshot of the e-ticket or booking confirmation, and copy the flight number, date and arrival airport from it.

Watch the terminal too. Haneda has Terminals 1, 2 and 3, as does Narita, and different airlines use different terminals. Check the terminal with the airline and the airport (Haneda Airport, Narita Airport), put it in the booking, and include it in the pickup details you send the passengers.

2. Accommodation address: copy it from the confirmation

Ask the passengers to copy the accommodation name and address exactly from their booking confirmation, not just a translated name. Japanese hotel chains often have several branches with near-identical names; for a guesthouse or a relative's home, get the Japanese address, building name and room number.

3. Contact: plan for a phone that doesn't work

After landing, roaming or a local SIM may not work straight away. Agree in advance:

• A phone number or messaging app the passengers can answer in Japan, included in the booking.
• A fallback if the phone fails — connecting to the airport's free Wi-Fi first, or simply following the agreed meeting arrangement.
• A printed sheet with the pickup time, meeting arrangement and your number for older relatives to carry.

4. Booking notes: say who is who

In the booking notes, give the names, contact details and relationship of the booker and the actual passengers. Our team then knows whom to confirm with, and whom to contact on the day. If the flight time changes, the booker should tell our team straight away. For a field-by-field walkthrough, see how to book an airport transfer in Japan.

5. Your parents' airport pickup: recognising each other

A name-sign pickup is available. If your relatives are not comfortable with English, tell us when booking what name you would like on the sign, and our team will confirm the arrangement. Airport pickups include 90 minutes of free waiting, so a slow passage through immigration and baggage reclaim is fine (see how airport pickup works in Japan).

Luggage and vehicle

When booking for a family, count people and bags together: the Alphard seats 7 with room for 6 bags, and the Hiace seats 10 with room for 9. Child seats are available — include the number and ages of the children. For grandparents and children travelling together, see airport transfers for multigenerational families.

One fare covers anywhere in Tokyo: Alphard ¥15,000 from Haneda or ¥22,000 from Narita (per vehicle, tax included). See Haneda to Tokyo and Narita to Tokyo.

Gather the details first and you won't be sorting things out across time zones on the day. Send your booking on the booking page.