Your Business Guest Is Landing at Arlanda: A Host's Checklist
Updated 3 min read
Booking a transfer for someone else is a small logistics job with an outsized effect on how a visit starts — a guest met properly at Arlanda reads as an organised host, and one left to work out a taxi themselves reads as an afterthought. Because you're not the one travelling, the useful details live in different places than they would if you were booking your own trip.
This is a practical checklist for arranging someone else's arrival: what to enter at booking, what to tell your guest, and how it lands on the company's books.
On this page
What to enter at booking
Book with the guest's actual flight number, not an approximate arrival time — that's what lets us track the real landing rather than a schedule that might already be stale by the time they fly. Use the guest's name in the booking so the driver is expecting the right person, and add anything that helps identify them at the kerb, particularly if it's a first meeting and nobody has a photo to go by.
If your guest has any luggage or mobility needs you already know about — a wheelchair, oversized cases, more bags than a single case — note it at booking rather than leaving your guest to explain it cold at the airport.
What to tell your guest before they fly
Let them know a car will be waiting, that they don't need to look for a taxi rank or rideshare app, and that the driver's name, phone number and licence plate will reach them directly before pickup — usually to their own phone, which is worth confirming works for them internationally, or to yours if you'd rather relay it.
If it's a first visit to Sweden, a one-line heads-up that Arlanda arrivals is straightforward and their car will be waiting can genuinely settle a guest who's never flown into an unfamiliar country before.
- Book with the guest's real flight number and full name
- Add mobility or luggage notes you already know about
- Tell your guest a car is arranged and driver details arrive before pickup
If plans shift
Guests reschedule flights more often than they cancel outright — if a flight number changes, update the booking with the new one and tracking picks up from there. If the visit is cancelled entirely, cancellation more than 12 hours before pickup is free and refunded in full, so there's no cost to holding a booking loosely until plans firm up.
The receipt side
Booking with the company receipt option means the receipt, with the VAT line, is made out to the company rather than to your guest personally — the natural way to handle a cost that's genuinely the company's, not something to reconcile through an individual's expenses.
What every Förare booking includes
The fixed price you see before booking is the price on your receipt — 6% VAT included, whole car, not per person.
- Flight tracked — pickup follows your live arrival
- 45 minutes free waiting, from your driver's confirmed arrival
- No terminal fee
- No surge pricing, ever
- Free cancellation up to 12 hours
Questions people ask before booking
Can I book a transfer for someone who isn't me?
Yes — enter their flight number and name at booking, and the driver's details are sent ahead of pickup, typically to the traveller's own phone or yours, whichever you set up.
Will my guest need to do anything at the airport?
No — they just come through arrivals as normal and look out for the driver details sent before pickup. No app, no queue, no cash.
Can I get the receipt made out to the company?
Yes — choose the company receipt option at booking and the receipt, with the VAT shown separately, is made out to the company, not the traveller.
What if my guest's flight is delayed or changes?
Update the flight number on the booking and tracking follows the new flight automatically — no need to rebook.
How does my guest recognise the driver?
The driver's name, phone number and licence plate are sent before pickup, so your guest is looking for a specific person and car, not guessing at a rank.
Book your Arlanda pickup
Enter the address and you will see the price for the whole car before anything is paid. No account needed. The company receipt is preselected for you.
- One fixed price for the whole car, 6% VAT included, shown before you pay.
- A receipt with the VAT line, made out to you or to your company.
- Cancel free of charge more than 12 hours before pickup, refunded in full.
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