4 min
An unexpected flight delay is an unpleasant situation, especially if you have a scheduled time to pick up a rental car. However, knowing the proper procedure, you can correctly reschedule the car pick-up time so that it will be ready upon your arrival and your trip won’t be disrupted.
Notify us about the delay immediately
As soon as you learn about a significant flight delay, contact our company representatives right away. Do not postpone notification until your arrival — the sooner you inform us about the rescheduling, the higher the chances that the car pick-up can be adjusted without issues. We always accommodate clients in case of delays if we are informed on time. Prompt notification allows us to adjust the car delivery time or make changes to your booking according to the new arrival schedule.
How to properly notify about rescheduling the pick-up
Use a convenient communication channel for urgent contact. The easiest way is to call us directly or send a message via messenger (e.g., WhatsApp). You can also duplicate the information by email for certainty. In your message, be sure to include the key client and booking details:
- Full Name (as in the booking)
- Booking number (if provided upon confirmation)
- Flight number and new estimated time of arrival (ETA)
For example: “Hello, this is Ivan Ivanov, booking №12345. My flight SU 186 is delayed, new estimated arrival in Tbilisi ~18:30 instead of 16:00. Please reschedule the car pick-up to the time of arrival.” Providing such information helps our staff quickly locate your booking and make changes. Please note that our company does not have a personal account system for independently modifying reservations — all communication is handled directly with managers, so it is important to notify us of any changes in advance.
What happens if you don’t notify
If you simply arrive late at the scheduled time without notification, serious problems may arise for both you and the company:
- The car will not be ready on time. Our employee will arrive at the agreed time and may not find you. They may have to leave for other assignments, and the car pick-up will need to be rescheduled. As a result, you lose time, and the rental start will be delayed.
- Risk of booking cancellation. Many rental companies cancel a reservation if the client does not show up at the scheduled time and does not make contact. In other words, the car may be given to another client. You would then have to urgently find another car, and the prepayment for the missed rental usually is not refunded.
- Additional costs. Some companies charge a penalty for being late without notification. You may be billed extra for the car downtime or for staff working outside scheduled hours.
- Limited choice of cars. If you arrive significantly late without notice, your chosen car may no longer be available (it could have been given to another client or removed from delivery). In this case, you will be offered a different model or will have to wait until a similar car becomes available.
- Shortened rental period. The rental period will start from the originally scheduled pick-up time, even if you are late. Effectively, you lose part of the paid time if the rental schedule is not adjusted to your new arrival.
Obviously, no client wants to face these complications. It is much better to spend a few minutes making a call or sending a message than to deal with the consequences listed above.
Helpful tips in case of a flight delay
- Track your flight status. Monitor departure and arrival information through the airline’s app or the airport’s online display. This way, you will immediately know about delays and can adjust plans in advance.
- Keep contact details handy. Save the rental company’s phone, WhatsApp, and email in your phone before the trip. Upon arrival, if mobile service is unavailable, connect to airport Wi-Fi and send a message via messenger. It is important to have a way to contact us quickly, wherever you are.
- Notify without delay. Inform us of the delay as soon as you receive confirmation of the flight change. Even if the delay seems minor (15–30 minutes), it is better to notify — this allows the rental staff to adjust the waiting time and prevents worry about your absence.
- Check the company policy in advance. When booking, clarify or read the terms regarding how long the company will wait for you in case of a delay. Many keep the booking only for a limited period (e.g., one to two hours), after which the reservation may be canceled. Knowing this time frame helps you understand how critical it is to notify immediately.
- Consider office hours. Pay attention to the rental company’s working hours. If the new estimated arrival time falls outside office hours, discuss in advance whether pick-up during off-hours is possible. Note that night delivery may incur extra charges or be postponed to the morning.
- Get confirmation. Before departure and after sending the notification, make sure the company has received your message. If you sent an email or messenger message and received no response, try calling. The key is to get confirmation that the new pick-up plan is agreed upon.
Timely and proper communication with the rental company will help avoid unnecessary stress. Even in the event of a flight delay, your rental car will be delivered at the updated time and continue to wait for you — you just need to arrange it in advance. Our staff is always ready to assist if you keep them informed. Follow this procedure, and your car rental will start as smoothly as possible, despite the unforeseen flight issue.
