The Private Jet Booking Process, Explained Step by Step

Thinking about booking a private jet and wondering how to go about it? The process can seem overwhelming, especially for first-time flyers or those without a trusted aviation partner.

Unlike commercial travel, private aviation demands attention to detail, rigorous safety standards, and logistical finesse. With so many providers making similar promises, it’s easy to feel unsure about who to trust — and how the booking process should work.

That’s where Paramount Business Jets comes in.

In this chapter, we break down the entire private jet booking process — from pre-call preparation to wheels down at your destination — so you know exactly what to expect at each step. We cover:

• What to do before you even request a quote
• How to submit your trip request and compare aircraft options
• What to look for in a charter agreement
• When and how to request custom services
• What day-of-flight coordination looks like behind the scenes

This chapter is a comprehensive, tactical follow-up to our earlier beginner’s guide (“Private Jets for Beginners: First Time Chartering a Jet”), offering a deeper dive for travelers who want to better understand the logistics, safety oversight, and service dynamics involved in private jet chartering.

You’ll also learn why Paramount’s service model is different, from our transparent quoting and safety-first approach to the way we manage logistics, mitigate issues, and act as your dedicated aviation advisor. As proud members of NBAA, EBAA, and MEBAA, we maintain and exceed global safety and service standards every day.

Thinking about booking a private jet and wondering how to do so? The process can seem daunting, especially if you’re a first-timer or you don’t have the right booking partner. Unlike commercial travel, private aviation involves varying safety standards, custom-tailored logistics, and a lot of marketing hype. It can be difficult to know which private jet companies to trust, let alone how to go about booking a plane for your next trip.

With the right support, however, private jet flight booking can be simple, streamlined, and even, dare we say, exciting!

In this guide, we’ll walk you through exactly how to charter a private jet, step by step, from requesting a quote to disembarking at your destination. We’ll explain how each booking phase works in depth.

We’ll also cover how we strive to make our booking process easy and convenient; we make a concerted effort to simplify every step of booking for our customers, providing industry-leading transparency, safety oversight, and white-glove service. We’re also a proud member of NBAA, EBAA, and MEBAA, and we hold ourselves to the strictest global aviation standards.

How to Book a Private Jet: A Detailed 7-Step Breakdown

The purpose of this step-by-step guide is to familiarize you with the “how” of booking a private jet.

Note: This is a more detailed version of the 4-step booking process found in our previous Chapter, intended for beginners, “Private Jets for Beginners: First Time Chartering a Jet”.

1. Get Clear on Your Needs & Trip Details

Before reaching out to a private jet provider, it’s usually wise to take a few minutes to clarify your trip objectives. Ask yourself questions such as:

• What’s the mission?
• Is a same-day turnaround necessary? Do I need overnight positioning?
• What should the provider prioritize most: speed, cost, aircraft size, or amenities?
• Do I have firm travel dates and/or time windows for flying?
• Who is travelling, and for what purpose (i.e., a solo business executive vs. a family going on vacation with pets)?
• What would make this flight feel successful?

 How We Help: We listen before we quote. Once we understand your priorities, we prioritize them, acting as strategic aviation advisors who advocate for your needs.

Note for Third-Party Booking Agents: If you’re an administrative assistant or travel agent booking on behalf of an employer or client, these questions can be especially helpful in ensuring that you conform to expectations. Coming prepared will also empower the private jet company you work with to better meet your needs more appropriately and efficiently.

2. Submit Your Trip Request

Every private jet company has a slightly different booking submission process, but generally speaking, you can usually submit your request in a variety of ways, including by phone, online, or through a dedicated aviation advisor (which is the case when booking with us).

When you do submit your trip request, you’ll want to include:

• Departure and arrival cities or airports
• Preferred departure and return dates and times
• Passenger count
• Luggage expectations
• Any known preferences or special needs

How We Help: As a broker and advisor, we scan availability from a global network of top-tier operators that we vet. We filter aircraft by safety records, mechanical status, and operator reputation before matching you with any aircraft or operators, saving you time and hassle.

3. Receive & Review A Customized List of Aircraft Options

You will receive a shortlist of aircraft that meet your trip requirements. Most reputable private jet companies provide you with aircraft details, specifications, pictures, amenities, and pricing quotes for each option. You should also receive information about each operator, including their name and safety credentials.

When you receive this information, review and analyze it to find the best fit for your needs.

How We Help: We include time-in-type pilot data with all our quotes, which is important because it provides you with a clear understanding of not just how many flight hours a pilot has logged, but also how many hours in a specific type of aircraft a pilot has logged. Type ratings are specific to the aircraft manufacturer, model, and series. What’s more, pilots must undergo specific training to maintain type ratings.

4. Customize Your Flight Experience

One of the best parts about booking a private flight is that you can fully customize it to your needs. How do you want your experience to feel? Let the private jet company know. Include information about:

• Catering preferences and allergies
• Special seating requests or business needs (ie, conference rooms)
• Ground transportation logistics
• Crew language preferences, if any
• Pet travel requirements or family needs
• Any medical needs

5. Receive & Review the Charter Agreement & Secure the Aircraft

At this point in time, you should receive a charter agreement, which serves as not only a booking confirmation but also a binding legal document.

In the charter agreement, you should see aircraft details, operator name, cancellation terms, passenger list, flight times, and a full breakdown of costs.

After reviewing and signing the agreement, pay the fee, which is normally done by credit card, wire, or via jet card funds.

How We Help: We find reputable and experienced operators and reserve them for you. We also finalize the crew and deliver a detailed safety and compliance report to you. We also handle all final logistics and contingency planning. What’s more, we are known for our client advocacy. For instance, if your trip needs to be cancelled or changed, we will work hard to make it happen.

6. Final Checks & Travel Day Coordination

You’ll receive travel day information with everything you need to know, which should include:

• FBO location and arrival window
• Crew contact info and plane tail number
• Catering summary (if applicable)
• Chauffeur or ground transportation confirmation and details

How We Help: Our operations and safety team monitors weather conditions, aircraft readiness/fueling status, crew duty cycle compliance, customs and border control, and more. We also dispatch a replacement plane if yours is delayed or grounded for any reason.

7. Enjoy the Flight!

Time to board your aircraft! You can rest assured that everything will be exactly as arranged.

How We Help: We track your flight from takeoff to landing. We also follow up with you after arrival to ensure everything met your expectations.

Common Alternatives to Chartering a Flight

At Paramount Business Jets, we provide our customers with various ways to pay for their private jet travel, with the understanding that everyone has different needs.

Many customers choose to charter flights on a per-trip basis, paying for them individually. But for more frequent private travelers, other payment models do exist, including debit jet cards, fixed-rate jet cards, fractional ownership, and whole jet ownership.

Special Considerations for a Smooth Booking Experience

Here are some additional things to keep in mind before booking your next charter flight.

Book in Advance if Possible

We can and do arrange same-day flights in 4 hours or less. But advance-booking is always better if possible, because it gives you:

• Access to more (and potentially more appropriate) aircraft
• More travel flexibility
• More competitive pricing

Plan Ahead for Major Events

Many travelers choose charter flights for special occasions and major events such as the Super Bowl, the Olympics, the Ryder Cup, Cannes Film Festival, Milan Fashion Week, and the World Economic Forum – among others.

When flying for any special event, you’ll need to plan ahead, as these events can overwhelm FBO capacity.

We can help you choose alternate airports, pre-position aircraft early, or coordinate flexible return trips, if needed.

Pro Tip: Check out our blog “7 Things You Should Check Before Booking a Private Jet for an Event”.

Be Clear About Special Requests

From food allergies to kosher meals, high-security handling to medical lifts, be clear about any special requests you may have in advance.

We are used to accommodating:

• People with physical disabilities and medical needs
• High-profile celebrities who require confidentiality and discretion
• Families with pets, infants, and onboard nannies
• Business executives with tight schedules
• …And more!

Expert Tips to Streamline Your Private Jet Flight Booking

Now you know what to expect when booking a private jet and what to do, especially when you choose Paramount Business Jets. But not every private jet broker or owner-operator works the same way or has the same commitment to your safety and satisfaction.

There are, in fact, many unreliable and shoddy companies out there. So be sure to do your due diligence.

Here are a few tips to follow before booking your next charter flight so that you don’t experience any surprises. 

Ask the Right Safety Questions

Don’t assume that all operators meet the same standards (they don’t). If not working with us, ask if the operator is Part 135 certified and if the pilots have recent time-in-type. Also, be sure to ask if the aircraft has passed ARGUS or Wyvern audits.

Here’s a guide to prepare you.

Understand the Cancellation Terms

Operator cancellation policies vary widely. Be sure to understand the terms under which the operator you’re thinking of working with operates. And do not sign the charter agreement before fully understanding all terms, including cancellation terms.  

Book with a Service-Led Charter Provider

As an experienced private aviation broker and advisor, we’ve worked with some of the industry’s best operators and know who to work with – and who to avoid.

We don’t, however, let a company’s reputation alone dictate which operators we match customers with; we continually vet them on an ongoing basis.

Any broker you work with should act similarly. And if attempting to book with an owner-operator yourself rather than with a broker/advisor, be sure to ask questions to gauge their level of customer support and trustworthiness.

Additional Ways We Are Here for You Before, During, & After Booking

If You’re Flying Internationally

We can help you with everything from navigating customs paperwork to validating passports or visas to dealing with international handling fees and departure/arrival taxes.

If a Mechanical Issue Arises

When mechanical issues happen, which is rare, we deploy recovery aircraft, cover repositioning costs (when possible), and manage all changes discreetly.

If Your Schedule Changes

Schedule changes happen. If you need to revise your trip schedule, tell us, and we will do our best to refile your flight plan, coordinate crew rest windows, update ground support and drivers, and more. Our jet card members, in particular, enjoy maximum schedule flexibility and minimal or no change fees.

If Your Experience is Unsatisfactory

We’ll do everything we can to advocate on your behalf and make it right.

Book Now & Fly Like a VIP with Paramount Business Jets

Flying privately offers many benefits, including speed, luxury, discretion, and more, both during and long after the booking process. But the charter service you choose has a major impact on the quality of your experience.

At Paramount Business Jets, we act as more than just a broker – we aim to be a trusted partner who safeguards your time, budget, and peace of mind throughout every step of booking and beyond.

Ready to experience the Paramount difference?  Request a customized quote now.