A guest does not need an email account to understand an airport pickup, but they do need direct access to the final instructions. If you are booking a Bujumbura transfer for someone who uses telephone calls or printed information instead, translate the reservation into a format they can comfortably use. Do not leave the only usable record in the booker’s inbox.
Ask how the guest prefers to receive information
Find out whether the traveler wants a printed page, a text message, a spoken explanation or a combination. Avoid assuming that someone without email also lacks a phone or needs another person to make every decision. Ask what will help them identify the meeting point and contact the organiser if necessary.
Keep the instructions in a language and type size the traveler can use. Read through them together if that is helpful. The purpose is to give the guest control of their arrival, not to make them dependent on an intermediary for every small question.
Prepare a short arrival card
Include the lead passenger’s name, arriving flight and date, agreed meeting instructions, destination and booking contact. Add a confirmed fallback contact if the provider supplies one. Leave out payment details, passport numbers and unrelated parts of the itinerary.
Use the exact information from the airport transfer confirmation. If a name board or another recognition method has been agreed, write the expected wording. A single clear page is usually easier to use than a printout of a long email thread containing old versions and provisional suggestions.
Explain who is allowed to coordinate changes
Tell the organiser whether the guest may change the destination directly or whether another person holds that authority. If you will remain the booking contact, make sure the guest knows how to reach you and the provider can contact them if you are unavailable.
Obtain the traveler’s agreement before giving someone else access to personal arrival information. A family member may be helping with communication, but that role should be understood rather than assumed. Keep the destination host informed only of the details needed to receive the guest.
Establish a way to deliver an update
If the flight, driver or meeting point changes, decide how the guest will receive the replacement instruction. A telephone call can be followed by a short text or a newly printed note if appropriate. Ask the guest to confirm the key details in their own words, especially the date and location.
Remove or clearly mark the old instructions so two versions are not carried as equally current. If the guest is already traveling, the authorised coordinator should tell the provider what information the traveler last received. This helps the organiser bridge a change without assuming the guest has read an email they cannot access.
Give the guest a simple first response to confusion
Explain whom to contact if the driver is not visible or if a different person approaches. The note should provide a way to verify a change through the booking organiser. Follow airport staff directions if help is needed, and avoid relying on an unconfirmed wireless service or public telephone.
Use M Travel and Tours Burundi’s contact page to arrange the communication method before departure. A usable printed or spoken brief can support the same clear handover as email: the traveler knows the plan, the organiser knows how to reach them, and any update arrives in a form they can actually use.