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Ground Transportation Request Form Template

Streamline Your Vehicle Request Process Today

Managing transportation requests can be a hassle, especially when coordinating schedules and vehicle availability. Our Ground Transportation Request Form Template is designed for transportation companies and organizations looking to simplify their vehicle request process. This template helps you collect all essential details like rider information, trip dates, and vehicle preferences efficiently, ensuring timely processing of requests, reducing communication errors, and providing users with a smooth booking experience. Experience hassle-free trip planning by trying our live template now.

Use this Template (FREE) Live Preview
Your full name
Email address
Phone number
Organization or department
Passenger full name (if different)
Are you the passenger?
Yes
No
Trip purpose
Medical appointment
Official business
Academic or training
Event transport
Airport transfer
Hotel transfer
Community service
Other
Please Specify:
Pickup date
Pickup time (local time)
Return date (if applicable)
Return time (if applicable, local time)
Service type
One-way
Round trip
Multi-stop or charter
Pickup address or location details
Dropoff address or location details
Additional stops or instructions (optional)
Is the pickup at an airport?
Yes
No
Number of passengers
Oversize items to accommodate (choose one)
None
Foldable wheelchair
Non-foldable wheelchair
Stroller
Bicycle
Large instrument or equipment
Other
Please Specify:
Accessibility needs to accommodate (select all that apply)
None
Wheelchair-accessible vehicle
Step-free access
Assistance with boarding
Service animal traveling
Hearing assistance
Vision assistance
Other
Please Specify:
Preferred vehicle type
No preference
Sedan
SUV
Minivan
Passenger van (10-15 seats)
Wheelchair-accessible van
Shuttle bus
Child seat required?
Yes
No
Type your full name as a signature
Signature date
I confirm the information provided is accurate and I agree to the transportation policy
Strongly disagree
Disagree
Neither
Agree
Strongly agree
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Paper art illustration depicting a ground transportation request form for FormCreatorAI article.

When to use this form

Use this form when you need rides arranged for people, not packages. Common cases include airport-to-hotel transfers for visiting staff, client pickups for meetings, event shuttles, or campus trips for students. It captures times, locations, headcount, luggage, and special needs so dispatch can plan the right vehicles and route. For reserving a single car without complex routing, use the Vehicle booking form. If the ride supports a dealership demo day, pair it with the Test drive booking form. And if an event gets canceled, close the loop with the Registration cancellation form so transport and costs are updated.

Must Ask Ground Transportation Request Questions

  1. What are the trip date, pickup time, and drop-off time?

    Accurate timing lets your team assign drivers and vehicles without conflicts. It also prevents wait fees and ensures on-time pickups and drop-offs.

  2. What are the pickup and drop-off addresses, and any stops in between?

    Exact addresses and waypoints produce reliable ETAs and pricing. Clear routing reduces detours, fuel costs, and confusion for riders.

  3. How many passengers are traveling, and do you have luggage or accessibility needs?

    Passenger and luggage counts determine the right vehicle size and cargo space. Noting accessibility needs ensures a safe, compliant ride for every traveler.

  4. What vehicle type and service level do you need?

    Your preferences align comfort, capacity, and budget. They also set expectations for extras like child seats, ramps, or in-vehicle Wi-Fi.

  5. Who approves and pays for this trip, and who is the on-trip contact with a mobile number?

    Approval and billing details keep the ride within policy and simplify chargeback. A named contact enables quick coordination and timely updates if plans change.

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