Executive Assistant: Book a Private Jet in 9 Lines

Nine lines of email, a quote within the hour

Send the nine lines below and you receive a firm proposal within the hour, for a 1h00 hop from Paris to Geneva as for a transatlantic crossing. The line that most often goes wrong is the passenger list: the operator transmits it to the border authorities before departure, and on a flight to London it is locked 2 hours before the planned take-off. Our Paris office reads every name against the passport before sending it. Send the first request for your executive's flight, answered within the hour.

The email to copy: nine lines that set the aircraft and the price

Paste the block into a message to contact@ibc-aviation.com and write "to be confirmed" where needed.

Subject: Quote request, private flight [departure city] to [arrival city], [date]

• Route: [city or airport] to [city or airport], one way or return, any stop on the way.
• Dates and flexibility: [date and time wanted], [fixed, or can move by X hours].
• Passengers: [number of adults and children], [name of the lead passenger].
• Luggage: [number of cases], [golf bag, skis, instrument, sample case].
• Animals: [none, or species and weight].
• Time constraints: [meeting time at destination, latest return, night arrival].
• Budget or category: [ceiling, preferred category, or an aircraft already flown].
• On board and on arrival: [meals and diets, car, smoking or non-smoking].
• Contact: [your name and mobile, and the person who signs the quote].

Each line moves the aircraft or the price. One extra colleague can change the category: on our priced routes, a Citation Mustang seats 4, a Phenom 300 seats 7 and a Citation XLS 8.

A golf bag can matter more than a seat, since the crew may refuse an oversized item at the steps (luggage capacity by aircraft). Some owners refuse animals, so we only propose aircraft that accept them (flying with a pet). A late return raises slots and curfews, covered in the steps of organising a private flight.

Passenger data: what the border authorities receive

On an international flight, the operator sends the list of everyone on board before departure. For each traveller, collect:

• surname and given names exactly as printed in the passport;
• date of birth, gender, nationality and country of residence;
• document type and number, issuing country and expiry date;
• any visa or electronic travel authorisation the destination requires, such as the US ESTA or the UK ETA.

The United States asks for more. Federal manifest rules add the address during the stay for anyone who is neither a US citizen nor a permanent resident. A French, Swiss or British executive entering on an ESTA must also arrive on a carrier that has signed the Visa Waiver Program agreement; otherwise a visa is needed. US customs publish the list of signatory carriers: we check the operator against it before proposing it.

A non-EU passport entering the Schengen area must have been issued within the last 10 years and remain valid 3 months after the planned exit. EES and ETIAS for private flights explains the biometric registration, and private jet customs the rest.

Send the data once, to one address, as a scan of the photo page. Keep passport numbers out of calendar invitations and group chats. Our privacy policy names who receives them, the operators and logistics partners of the flight and the authorities where the law requires, and sets a 10-year retention for booking data.

Organise your executive's flight with IBC Aviation

One adviser follows the trip from the first quote to the return leg, by phone, email or WhatsApp from our website. Our Geneva headquarters and our Paris office arrange flights to or from Europe; an assistant in Singapore, Hong Kong or the Gulf works with our Bangkok or Dubai teams, in the same time zone. Before a quote goes out, we compare operators, check the operator's certificate and insurance and confirm airport hours. Send us the dates and the passenger count: we return the aircraft with the timetable of permits and slots.

From seven days out to take-off: who does what

This order fits a European trip; leaving Europe adds overflight and landing permits, which we check at the quote stage.

Last-minute changes: one call, then four cases

Article 3 of our general terms of sale makes any change to the quote subject to availability, authorisations and possible extra costs, and commits us to do our utmost to accommodate it. Call as soon as the change is known, not from the terminal.

• One more passenger: a free seat and a weight within limits, then an updated list; for London, no later than 2 hours before departure.
• One passenger fewer: tell us too. The UK report needs no amendment when someone no longer travels, but catering and the car follow the real cabin.
• A new departure time: we ask for a new slot, check airport hours and crew duty limits, and give you any cost before you agree.
• The executive is running late: under article 6, the quote remains payable and the client bears the costs caused, such as parking fees or what the operator bills for the aircraft's late return. A delay that ends in cancellation brings in the fees written in the quote (article 4).

We then warn the crew, rebook the slot and move the car.

Meals, flowers, a car: requests to place early

Standard catering is in the quote. A named menu, a diet, a cake or flowers are ordered ahead and billed separately; private jet catering gives the lead times. The car on arrival or a helicopter transfer is booked with the flight through our concierge service.

Prices: the order of magnitude for your executive

The price is per aircraft, not per seat. One way, for example:

• Paris to Geneva or London: from EUR 6,500 in a Citation Mustang, 4 seats, 1h00.
• Paris to Milan: from EUR 8,500, same aircraft, 1h25; Paris to Nice from EUR 9,000, 1h30.
• London to Geneva: from EUR 12,000 in a Citation XLS, 8 seats, 1h30.
• Paris to New York: from EUR 115,000 in a Falcon 7X, 14 seats, 7h25.

Other routes are priced by the flight hour, from EUR 3,500 for a very light jet to 6,500 for a heavy jet and 9,000 to 12,000 for ultra long range: our private jet charter rates give each category.

After the flight: invoice, records, preferences

The invoice follows the signed quote. An extra line, de-icing on a winter morning for instance, comes from what the quote left out, and we detail any line you query. For an executive who flies often, the IBC Card adds a flight report with the hours left after each trip. Tell us what worked: next time, the request fits in two lines.

Our Paris office answers these requests day and night: hand us your executive's next trip.

Private jet charter with IBC Aviation:

Our teams advise you on the private jet best suited to your itinerary and requirements, and organise your trip to or from your destination. Available 24/7:

• France: +33 1 41 69 88 88
• Switzerland: +41 22 880 28 88
• Dubai: +971 55 303 5161
• Bangkok: +66 92 372 4680
• Email: contact@ibc-aviation.com

Frequently asked questions

How much does a private jet for a business trip in Europe cost?

One way from Paris to Geneva starts from EUR 6,500 in a Citation Mustang, 4 seats, for about 1h00 of flying. For 5 to 7 passengers, a light jet starts from EUR 4,000 per flight hour.

How far in advance should an assistant book the executive's flight?

A few hours can be enough within Europe, and 48 hours usually gives the best match of aircraft and price. Allow two to three weeks for peak events such as Fashion Week or the Monaco Grand Prix, and several working days outside Europe.

How long is the flight from Paris to London, Milan or Nice?

About 1h00 to London, 1h25 to Milan and 1h30 to Nice in a Citation Mustang. Times depend on winds and traffic. Add 15 to 20 minutes at the business aviation terminal before take-off.

What passenger details does a flight to the United States require?

Name as in the passport, date of birth, gender, nationality, residence and passport details, plus the address during the stay for non-US passengers. An ESTA holder must also arrive on a carrier that has signed the Visa Waiver Program agreement.