Charter bus: a guide for pros

What customers ask, how to win the job, and what to put on your profile.

Offering charter bus

You provide motorcoach service for groups, so customers judge you on reliability, a safe driver and a clear itinerary. Strong route planning and proof of registration and insurance win group bookings.

What customers ask

  • How many seats are on the bus?
  • Is the driver licensed for this trip?
  • What happens if we are delayed?
  • Are the tolls and parking included?
  • Do you have a restroom and luggage space?

How to win the job

  • On the first call, ask the group size, the dates, the stops and any special needs
  • Build a route plan with the rest breaks and the time at each stop, and send it to the customer
  • Write the tolls, parking, lodging and any permit fees on the quote
  • Show the bus inspection record and insurance before the deposit
  • Confirm the driver, the pickup time and the route the day before
  • Explain the cancellation and delay terms in writing

What to put on your profile

  • Photos of the motorcoach interior and exterior
  • Bus types with seating capacity and features listed
  • Your routes and the regions you cover
  • Your commercial registration and insurance details

Follow-up that helps the customer

  • Offer a return booking for the next group trip
  • Send a thank you note with a summary of the trip
  • Offer to hold the same coach and driver for the group's next annual trip or tournament

Licenses and permits

Commercial passenger transport commonly needs state or federal registration and insurance, and drivers commonly need a commercial license. Check with the state or federal authority that oversees passenger carriers, and keep the records ready for customers.

Questions

How do I handle a group that wants to change the route on the day?

Check the driver's hours and the contract, quote the change, and get the approval in writing before you go.

What do I do if a driver is running out of hours?

Stop the trip and bring in a relief driver, or move the schedule. Do not let the driver exceed the legal hours.

About this guide

This national guide is written and checked by infinibell. Rules and conditions differ by place, so local pros are credited on guides for the cities they serve, not on national ones.

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