How to Book a Private Jet for Your Executive: The PA's Complete Guide

Your executive needs to be in Miami on Tuesday morning and back in New York by Wednesday night. Commercial is sold out or the timing does not work. You need to book a private jet, and you may never have done it before. This guide is written specifically for personal assistants, executive assistants, and corporate travel managers who book charter flights on behalf of someone else. It covers exactly what information you need, how to choose the right aircraft, what to ask the provider, what it costs, and how to handle the situations that come up when plans change.

Key Takeaways

• You need four details to get a quote: departure city, destination, travel date and time, and number of passengers. Everything else (aircraft type, catering, ground transfer) can be arranged after the initial quote.
• The right aircraft depends on flight time and group size, not prestige. A light jet at $14,000 covers New York to Miami just as effectively as a heavy jet at $25,000+. Choosing the right category saves your executive money and avoids unnecessary fuel stops.
• Quotes should arrive in minutes, not hours. If your provider takes 24 to 48 hours for a quote, you are using the wrong provider. AI-powered platforms like Lineaum return instant pricing across 30,000+ aircraft.
• Book 4 to 8 weeks ahead for best pricing. Inside 72 hours, last-minute premiums of 20% to 40% apply. For executives who travel frequently, building a relationship with a consistent provider reduces both cost and friction.
• You do not go through a commercial terminal. Your executive arrives at a private FBO terminal 15 minutes before departure, walks to the aircraft, and departs. No check-in, no TSA screening, no boarding queue.
• Cancellation and change policies vary. Always confirm the policy before booking. Most providers require 48 to 72 hours notice for a full refund. Weather delays are handled differently from commercial: the aircraft waits.

What Information Do You Need Before Booking?

You need four pieces of information to request a quote. Get these from your executive before contacting any provider, and the rest of the process becomes straightforward.

The four essentials

• Departure city and preferred airport. If your executive has a preference (Teterboro over JFK for New York, Van Nuys over LAX for Los Angeles), note it. If not, the provider will recommend the most convenient option.
• Destination city. The provider will identify the best airport. For some cities this matters more than others: Mexico City uses Toluca for private aviation, not MEX. London uses Farnborough, Luton, or Biggin Hill for private aviation, not Heathrow.
• Travel dates and times. Departure date, preferred departure time, and return date if round-trip. Private aviation operates on your schedule, so the departure time is flexible down to the hour.
• Number of passengers. This determines the aircraft category. Include the executive plus anyone travelling with them (colleagues, clients, family members).

The useful-but-not-essential details

These can be arranged after the initial quote, but having them ready speeds up the process:

• Luggage requirements. Standard luggage fits in any aircraft. Golf clubs, ski equipment, oversized items, or unusually heavy loads should be disclosed upfront so the right aircraft is selected.
• Catering preferences. Standard charters include light refreshments. For longer flights, full meals, specific dietary requirements, or particular beverages can be pre-ordered 48 to 72 hours before departure.
• Ground transportation. Many FBOs coordinate car service. If your executive needs a specific car type or a pre-positioned vehicle on the ramp, request it when confirming the booking.
• Wi-Fi requirements. Most modern charter aircraft offer Wi-Fi, but confirm if connectivity is critical for the flight (board calls, video conferencing).
• Pet travel. Most private charter operators allow pets in the cabin. Confirm when booking, and note that international flights may require health certificates.

Need a quote right now? Enter your route, dates, and passenger count at lineaum.app for instant aircraft options and pricing.

How Do You Choose the Right Aircraft?

This is the area where PAs and travel managers most often overspend or underspec. The right aircraft is determined by flight time and passenger count, not by brand name or cabin aesthetics.

Light jets (6 to 8 passengers, flights under 3 hours)

The workhorse for domestic US travel. A light jet covers New York to Miami (2.5 to 3 hours), New York to Boston (1 to 1.5 hours), and most domestic US routes under 3 hours. Cost: $2,500 to $5,000 per flight hour, or $7,000 to $22,000 per trip depending on distance. If your executive is travelling with 4 to 6 people on a flight under 3 hours, this is the right call. Booking a midsize or heavy jet for this route wastes money.

Midsize jets (7 to 9 passengers, flights 3 to 5 hours)

Cross-country US routes. New York to Dallas (3 to 4 hours), Miami to Dallas (2.5 to 3 hours). Cost: $3,500 to $6,000 per flight hour. More legroom, stand-up headroom, and a larger luggage compartment than light jets. Choose this when the flight exceeds 3 hours or the group needs more cabin space for working.

Super-midsize jets (8 to 10 passengers, flights 4 to 7 hours)

Coast-to-coast and US to Caribbean. New York to Los Angeles (5 to 5.5 hours), New York to the Caribbean (3 to 5 hours). Cost: $5,500 to $9,000 per flight hour, or $35,000 to $50,000 for a coast-to-coast trip. The cabin is large enough for a productive meeting during the flight.

Heavy jets (10 to 14 passengers, flights 6 to 10 hours)

Transatlantic and large groups. London to New York (7.5 to 8.5 hours). Cost: $8,500 to $14,000 per flight hour, or $80,000 to $140,000 for a transatlantic crossing. Stand-up cabins, full galleys, sleeping quarters on some configurations. If your executive is arriving internationally on a heavy jet at Teterboro, note that Teterboro has a 100,000-pound weight limit. The Gulfstream G650ER (103,600 lbs) and Bombardier Global 7500 (114,850 lbs) must use Morristown (MMU) instead.

The mistake to avoid

The most common error: booking a heavy jet for a 2-hour domestic flight because “the executive always flies heavy.” A light jet at $14,000 delivers the same outcome as a heavy at $25,000+ on a New York to Miami route. The difference is not noticeable on a short flight, but it is very noticeable on the invoice. Right-sizing the aircraft is one of the highest-value decisions a PA can make.

What Should You Ask the Charter Provider?

Seven questions to ask before confirming any booking:

• Is the quote all-inclusive? Confirm whether the total includes fuel surcharges, landing fees, FBO handling, and crew expenses. Some providers quote base rate only, with additional costs appearing later.
• What is the cancellation policy? Most providers require 48 to 72 hours notice for a full refund. Understand the penalty structure for late cancellation, especially for last-minute executive travel where plans can shift.
• Is this a Part 135 operator? In the US, charter operators must be FAA Part 135 certified. Ask for ARGUS or Wyvern safety ratings, which indicate independent third-party auditing beyond the FAA minimums.
• What is the aircraft tail number? This identifies the specific aircraft. You can verify its registration and operator through the FAA N-Number registry.
• Is repositioning included in the price? If the aircraft is not based at the departure airport, it must fly empty to reach your executive. This repositioning (deadhead) cost can add $3,000 to $15,000. Some providers include it; others add it separately.
• What are the FBO fees? Every airport charges for landing, parking, and ground handling. Standard domestic fees run $500 to $3,000. During major events (Super Bowl, World Cup, major conferences), FBO event fees can reach $5,000 to $11,000+.
• What happens if the weather delays the flight? Unlike commercial, where a cancellation means rebooking on a later flight with 200 other passengers, a charter aircraft waits. Confirm how weather delays are handled and whether there are any additional costs for extended ground time.

How Much Does It Cost?

For a full pricing breakdown by aircraft category, see How Much Does It Cost to Charter a Private Jet? Here is the quick reference for the most common executive travel routes:

• New York to Miami: $14,000 to $22,000 on a light jet. At 6 passengers: $2,300 to $3,700 per person.
• New York to Boston: $7,000 to $10,000 on a light jet. At 6 passengers: $1,200 to $1,700 per person.
• New York to Dallas: $18,000 to $28,000 on a midsize jet.
• New York to Los Angeles: $35,000 to $50,000 on a super-midsize.
• London to New York: $80,000 to $140,000 on a heavy jet.

Bringing the cost down: Book 4 to 8 weeks ahead for standard-rate pricing. Use empty leg flights for 30% to 50% off when repositioning aircraft are available on your route. Right-size the aircraft. And fill the seats: the per-person cost drops significantly at 6 to 8 passengers.

How Do You Handle Last-Minute Changes?

Executive travel plans change. Meetings run late, new stops get added, return flights get moved. Here is how charter handles each scenario:

Departure time changes

Your executive’s meeting runs an hour late. On commercial, you miss the flight. On charter, you call the provider, the departure moves by an hour, and the aircraft waits. Most providers accommodate same-day time changes at no additional cost for shifts of 1 to 2 hours. Larger shifts may incur crew scheduling adjustments.

Adding a stop

Your executive now needs to stop in Philadelphia between New York and Miami. On commercial, this means rebooking two separate flights. On charter, the provider adds the stop and adjusts the itinerary. Additional cost is the flight time for the detour plus any landing fees at the additional airport.

Cancellation

If plans cancel entirely, the refund depends on timing. Most providers offer full refunds with 48 to 72 hours notice. Inside 24 hours, expect partial or no refund. This is the one area where understanding the policy upfront saves money and friction.

Return flight changes

Your executive’s trip extends by a day. The aircraft may have already repositioned for another booking. Your provider will either hold the original aircraft (if available) or source an alternative for the new return date. This is where a relationship with a consistent provider pays off: they prioritise repeat clients when availability is tight.

What Happens on the Day?

A quick reference for what your executive will experience, so you can brief them or manage their expectations:

• Arrival: Drive to the FBO (private terminal), not the main commercial terminal. Arrive 15 minutes before departure. Park steps from the entrance.
• Check-in: No check-in counter, no boarding pass, no TSA screening for domestic flights. Your executive walks through the FBO lounge and boards directly on the ramp.
• Boarding: Walk to the aircraft. No jetway, no boarding group. Luggage is loaded by the ground crew.
• In flight: The cabin is exclusively theirs. Wi-Fi, catering, full control over temperature and lighting. No announcements, no drink cart, no strangers.
• Landing: Taxi to the FBO, step off the aircraft, luggage is in the car. Total time from wheels down to driving away: 5 to 10 minutes.
• International: Customs and immigration officers meet your executive at the FBO. Processing is private and typically takes 5 to 15 minutes.

For a deeper comparison of charter vs commercial premium experiences, see Private Jet Charter vs First Class: Why Charter Is Worth It.

Book Your Executive’s Next Flight

Whether it is a same-day round trip to Boston, a coast-to-coast meeting in Los Angeles, or a transatlantic arrival from London, the booking process starts with four details: route, dates, passengers, and preferred departure time.

• Instant quotes across 30,000+ aircraft worldwide
• Compare aircraft categories side by side with pricing, range, and passenger capacity
• Book in minutes, not days
• 24/7 concierge support from booking through landing

Search and compare private jets on Lineaum

Related Reading

• How Much Does It Cost to Charter a Private Jet?: full pricing breakdown across every aircraft category
• Private Jet Charter vs First Class: Why Charter Is Worth It: when charter delivers more value than commercial premium
• Aircraft Leasing vs Private Jet Charter: the alternative for executives who fly more than 200 hours per year