Booking Confirmation & Managing Your Booking
Once payment is complete, your Newcastle Airport transfer is confirmed. Here is what you will receive, how to check your booking and what happens before your driver collects you.
Step 1 – Review Your Details and Complete Payment
Before paying, check your pickup and destination addresses, travel dates and times, passenger numbers, luggage, flight details and selected extras.
Continue to our secure Stripe payment page to complete payment. Your booking is confirmed once payment has been completed successfully.
Step 2 – Check Your Confirmation Emails
After payment, you will receive your booking confirmation and payment receipt by email. Your welcome email provides details for accessing your online booking account.
Check your confirmation carefully, including:
• Pickup and destination addresses
• Dates and times for each journey
• Flight details, where applicable
• Passenger numbers, luggage and vehicle choice
• Child seats and any other selected extras
• Your email address and a working mobile number
Contact us promptly if anything is incorrect.
Common Booking Mistakes to Check
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Airport arrival date: your flight may arrive on a different date from the day it departs, especially on an overnight journey. For collection from Newcastle Airport, check that your booking uses the date you land.
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Full address: include the complete postcode and house or building number. If the address field will not accept these details, add the missing information in the booking notes.
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Additional stops or pickups: use the plus (+) box to add each additional collection or stop. Do not leave extra stops only in the notes.
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Booking for someone else: the passenger fields must contain the travelling passenger’s name and contact details, including a phone number the driver can reach during the journey.
Check both journeys if you have booked a return.
Step 3 – View or Manage Your Booking Online
Use the account details in your welcome email to log in and open your booking.
More than 24 hours before pickup, most booking details can be managed online. If you find a mistake or your plans change, update your booking as soon as possible where editing is available.
Your account lets you view your journey details and access invoices and payment information. Check each affected journey and review your updated confirmation after making a change.
We do not charge an amendment administration fee for reasonable changes to your booking.
If your change genuinely alters the cost of the journey — for example, you change the pickup or destination, require a larger vehicle or move to a differently priced journey time — you will only pay any genuine difference in fare.
Around 24 hours before pickup, a designated driver is allocated to your journey. Once this happens, online editing may no longer be available. Contact your designated driver directly if something changes. Where their schedule allows, they may still be able to accommodate your new arrangements.
Non-refundable does not mean non-changeable.
👉 Cancellation, Changes & Waiting Policy
Cancelling Your Booking
If you need to cancel more than 24 hours before your scheduled pickup, contact our main office by WhatsApp or email. You will receive a full refund with no cancellation administration fee.
Around 24 hours before pickup, your designated driver is allocated and their time is reserved for your journey. From this point, the booking becomes non-refundable.
If you need to cancel within 24 hours of pickup, contact your designated driver directly using the mobile number in your pre-pickup email. This prevents them travelling to your pickup or attempting the collection unnecessarily.
Do not rely on an out-of-hours email to our office for a cancellation within 24 hours. Contact your driver directly.
👉 Cancellation, Changes & Waiting Policy
Step 4 – Your Pre-Pickup Email and Contact Check
Around 24 hours before collection, a designated driver is allocated to your journey. 24 hours before collection, we'll send you a pre-pickup email containing:
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Your driver’s name, photograph and direct mobile number.
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Vehicle colour, make, model and registration number.
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Your pickup date, time and location.
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Your passenger contact details.
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Airport meeting points and collection instructions.
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Flight tracking and driver communication guidance.
Your mobile number must work on the day of travel. If you're using an overseas number, make sure it will work in the UK or provide an alternative contact number.
Call, text or WhatsApp your driver before travelling. Include your name and booking number, and ask them to confirm receipt.
Your driver is also asked to contact you. Please reply when they do. Exchanging a message beforehand opens a working conversation and helps identify incorrect contact details before your journey.
If the driver’s number does not work or you cannot get a response, contact our team before travelling. Do not wait until you arrive at the airport to report the problem.
Your email also includes Find My Driver. Your driver’s live GPS location becomes available once you receive the Driver On Route notification; receiving the pre-pickup email does not mean tracking has started.
Once your designated driver has been allocated, contact them directly about any change to your collection time or travel arrangements.
Step 5 – Your Driver Is on the Way
When your driver is on the way, you will receive a notification with their details and a live tracking link.
Use Find My Driver to see your driver’s current GPS location and help locate your vehicle.
Keep your phone available so your driver can contact you if needed.
Step 6 – Your Driver Has Arrived
For a Newcastle Airport pickup, always contact your driver when you land, even if your flight appears to have arrived on time. Flight-tracking information can be delayed or inaccurate.
Keep your driver informed if you're delayed at passport control or baggage reclaim. Contact them again when you have collected your bags and are genuinely ready to make your way to the meeting point.
For standard pickups, please don't ask your driver to enter the airport pickup area until you have your luggage and are ready to make your way to the agreed meeting point. Once your driver enters, airport charges can begin.
Flight tracking does not replace your responsibility to contact your driver.
👉 Meeting Your Driver — Directions, Maps and Videos
Communication for Airport Pickups
You are responsible for providing a working way for your driver to contact you on the day of travel, whether you have booked a standard pickup or Meet & Greet.
Newcastle Airport provides free Wi-Fi throughout the terminal. Select _NCLFreeWiFi, complete the registration form, then open the validation email and click its link to connect.
Once connected, you can use WhatsApp. Before travelling, make sure you can access your email on your phone and exchange a message with your driver so your conversation is ready.
👉 Newcastle Airport Wi-Fi Instructions
When to Consider Meet & Greet
We strongly recommend Meet & Greet if you are unfamiliar with Newcastle Airport, concerned about communicating in English, or unsure whether your phone will work on arrival.
The service costs £29.99. Your driver meets you with a name sign directly outside the agreed Domestic or International Arrivals doors, rather than asking you to find the standard car park pickup point.
Without Meet & Greet, your driver will not be waiting at Arrivals with a name sign.
Arrange an upgrade before travelling, subject to availability. Even with Meet & Greet, check your contact details and contact your driver beforehand.
Haven’t Received Your Emails?
Check your junk or spam folder and make sure the email address on your booking is correct.
Add info@newcastleairporttransfers.com to your contacts to help you receive our booking messages.
If your emails are still missing, contact us with your name and booking reference, if available.
Need Help with Your Booking?
For confirmation emails, account access or general booking help more than 24 hours before pickup, contact our team.
👉 Contact Newcastle Airport Transfers
For collection arrangements once your driver has been assigned, use the direct mobile number in your pre-pickup email.