Name the airport, destination, and direction
Use the airport’s full name and terminal if known, plus the destination’s exact name and address. A hotel chain can have several branches. A map link can help, but keep the address in the message so the recipient has something clear to confirm.
JNTO recommends keeping a destination written in Japanese when taking a taxi, especially for places other than major hotels or attractions. Its taxi guide also distinguishes metered journeys from certain fixed-fare airport routes. Ask which arrangement applies to your particular trip; do not assume that an airport journey automatically has a fixed price.
Source: JNTO: taxis in Japan. Checked 2026-09-07.
Give each journey its own line
Label a landing time as a landing time. It is not a promise that you will be ready at the meeting point then. For the return, ask what pickup time the provider proposes and check it against your airline’s check-in requirements. Do not invent a travel-time estimate to fill a missing detail.
- Arrival journey: date, airport and terminal, flight number, scheduled landing time, and destination.
- Return journey: date, pickup address, departure airport and terminal, and flight departure time.
- Group: number of passengers and the number and approximate size of bags.
- Vehicle needs: describe a child seat, folded stroller, wheelchair, or other requirement if relevant, and ask the provider to confirm suitability.
A message you can adapt
Could you quote an airport transfer for [number] passengers with [luggage]? Arrival: [date], [airport/terminal], flight [number], scheduled landing [time], to [hotel and address]. Return: [date], from the same hotel to [airport/terminal], for a flight departing at [time]. Please quote each journey separately and confirm the vehicle, meeting point, payment method, and what happens if the arriving flight is delayed.
This is an illustrative inquiry. If you only need one journey, remove the other. If the return flight is undecided, state that instead of presenting a tentative date as confirmed.
Read the quote as a set of conditions
Before accepting, check which journey the price covers, which currency it uses, and whether the vehicle fits your passengers and luggage. Ask whether tolls, waiting, or other charges are included or additional. Keep any waiting limit or cancellation condition alongside the quoted price.
An available vehicle and a price do not necessarily mean a reservation exists. Ask what the provider needs from you to confirm it. Once you have that confirmation, keep the pickup date, meeting point, contact method, and reference together. If only one journey is confirmed, leave the other marked as pending.
Use Broc for the conversation
Tell Broc which participating business you want to contact and what is known about the trip. You can ask it to organize the two journeys and explain a reply. Broc communicates the request; the transport provider confirms the service. It does not independently verify live flight information or complete the booking for you.