Questions to Ask Before Booking Corporate Transportation
The best corporate transportation vendors answer planning questions clearly before you deposit. Use this list on sales calls so insurance, invoicing, backups, and overtime do not become day-of surprises.
Credentials and insurance
Ask for COI samples, coverage limits, additional-insured process, W-9, and whether drivers are W-2 or subcontracted. Confirm USDOT/MC details when relevant to vehicle size.
If your legal team has a vendor packet, send it early—do not assume a small fleet can turn enterprise paperwork overnight.
Fleet and substitution policies
Which exact vehicle class is reserved? What happens if that unit fails inspection? Will you be notified before a substitution?
Request recent interior/exterior photos of the actual unit when brand presentation matters.
Operations and communication
Who is the day-of dispatcher? What is the escalation path if a driver is late? How are flight delays or session overruns handled?
For multi-vehicle jobs, ask whether one coordinator manages the whole fleet.
Commercial terms
Clarify hourly minimums, overtime increments, gratuity, cancellation schedule, and invoice timing. Confirm whether quotes are valid through your approval cycle.
Ask about corporate net terms only after you understand deposit requirements—many operators still need a card hold to reserve peak dates.
Event-specific fit
Share whether the job is a quiet shuttle, client-facing transfer, or celebratory holiday party. A good operator will recommend vehicle type honestly instead of upselling nightlife features you do not need.
Compare answers from multiple companies in this directory before you decide.
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