Chartering a private jet is simpler than a first-time customer expects. Once the sequence of steps is clear, what data to provide and what to expect from a broker, the process becomes predictable — from first enquiry to departure day. Here it is stage by stage: from defining the mission and choosing between a broker and an operator to comparing quotes, signing the agreement, paying and the departure day itself. Understanding this sequence removes most of the anxiety of a first charter and helps avoid the typical mistakes.
Step 1. Define the mission
It all starts with the inputs: departure city, destination, dates and passenger count. These four parameters drive aircraft selection. Add preferences — aircraft class, Wi-Fi, catering, pets, accessibility for reduced-mobility passengers.
Passenger count and leg distance set the minimum class: short routes are covered by turboprops and light jets, long ones by heavy and ultra-long-range aircraft. A well-defined mission at this step saves time at every later one.
Step 2. Choose a broker or operator
There are two paths. You can charter directly from an operator — the company that owns the aircraft and holds a Part 135 certificate. Or through a broker intermediary with relationships across hundreds of operators.
A broker acts as a travel agent for private aviation: sourcing across a broad market of vetted operators, negotiating price and logistics, and holding a backup for a technical failure. For an irregular customer this is usually more convenient than going direct to an operator.
Step 3. Request and compare quotes
For a request with your inputs you receive quotes on different aircraft with price and specifications. Here you compare not only cost but aircraft age, its location (a nearby aircraft is cheaper on repositioning), operator reputation and safety ratings.
At this step the broker vets the operator: the FAA maintains a public list of legal Part 135 certificate holders confirming the aircraft's right to fly charter. Beyond that, independent audits ARGUS, Wyvern and the IS-BAO standard are checked.
Step 4. Confirm booking and payment
After choosing the aircraft, a charter agreement is signed. Note the cancellation terms, permitted wait time and the aircraft-substitution clause — they vary by operator. Most flights require prepayment by wire or card and are not confirmed until payment is received.
Once confirmed, a charter advisor personalises the trip: ground transfer, catering, special requests. Typically 24 hours before departure you receive the final itinerary with all details.
Step 5. Departure day
On the day you arrive at the private FBO terminal shortly before the scheduled time — usually 15–20 minutes before take-off, not the hours of scheduled travel. Separate procedures and no shared queues make the path from the curb to the aircraft a matter of minutes.
A safety check before chartering is not a formality. It is worth confirming the operator is Part 135 certified, the pilots have recent time-in-type, and the aircraft has passed ARGUS or Wyvern audits. A reputable broker closes these questions for you.
What to prepare for departure
The flight needs documents for all passengers: passports for international trips and, where required, visas and permits. The operator requests a passenger list with full details in advance, as it is needed for filing and customs procedures.
It helps to flag any specifics early: pets, oversized baggage, sports equipment, reduced-mobility needs, dietary preferences for catering. The earlier these details are shared, the more accurate the aircraft and service selection.
Timing: how far ahead to book
One advantage of charter is a short planning horizon. Many flights can be arranged within hours if aircraft and crew are available. But in peak periods — major events, holidays, high season on popular routes — aircraft and slots should be reserved ahead.
International flights need more time: overflight and landing permits, customs and immigration filing. Here a buffer of several days removes risk, and the broker takes on securing permits.
International specifics
International routes add formalities: permits to overfly countries' airspace, customs and immigration procedures, sometimes baggage inspection and cabotage rules. Requirements depend on passenger nationality, the route and the type of operation.
This is another reason to work through a broker or vetted operator: they know specific countries' procedures and arrange permits in advance so the flight is not delayed by paperwork. This matters especially for complex destinations.
How the aircraft class is chosen
The aircraft class is the first thing set after the inputs. It depends on two parameters: route distance and passenger count. Short regional legs up to 1,000–1,500 km are covered by turboprops and light jets; transcontinental ones by midsize and super-midsize; intercontinental ones by heavy and ultra-long-range aircraft able to fly 10,000–12,000 km non-stop.
Range matters not only for non-stop flying but for comfort: on an 8–10 hour leg cabin height and width directly affect wellbeing. Getting the class wrong means either an extra technical stop or overpaying for volume you do not need. So right-sizing the class is the key step that saves both money and time.
How payment works
Charter payment usually starts with a signed agreement, followed by prepayment — by wire or card. Most operators do not confirm the flight until funds arrive, so for urgent trips readiness to pay promptly matters. Flight time is counted 'wheels up to wheels down' and includes repositioning.
The quote covers more than flight hours: airport and handling fees, crew duty and accommodation on multi-day trips, parking, catering, special requests. A transparent operator or broker gives the breakdown in advance, with no surprises on the invoice. It is worth confirming the cancellation policy too — terms vary widely.
What to ask a broker or operator
Before booking, a few questions help screen out unreliable providers. Who is the direct Part 135 certificate holder for this flight — a specific company name should be given, not a vague 'our network' or 'partner operators'. Has the aircraft passed ARGUS or Wyvern audits. What is the pilots' time-in-type.
It is also worth confirming the cancellation terms, the aircraft-substitution clause and the permitted wait time. These details vary by operator, and knowing them in advance avoids unpleasant surprises. A reputable broker answers all of these itself, as part of sourcing.
Broker or operator direct
The difference between the two paths is significant. An operator owns the aircraft, holds a Part 135 certificate, employs the crew and carries direct operational responsibility — but usually sells access only to its own aircraft. A broker owns no aircraft but sources across a broad market of vetted operators, negotiates price and takes on logistics.
A broker has practical advantages: relationships with hundreds of operators give wider choice and negotiating leverage, and a backup is usually ready for a technical failure. For routes to remote points or non-standard requirements this is especially valuable. Going direct to an operator is better only when its aircraft fits your specific route perfectly.
Why charter saves time
The main advantage of charter over scheduled airlines is time. Arriving at a private terminal 15–20 minutes before departure instead of hours for check-in and security, no connections, a direct flight to an airport near the endpoint. Separate FBO procedures and no shared queues turn the path from the curb to the aircraft into a matter of minutes.
On compressed business trips this converts into real economics: where a scheduled connecting flight eats a day, a charter fits into a few hours with a meeting between segments. For a company, a team's time often costs more than the flight itself.
Flexibility and special requests
A charter lets you adjust details flexibly before departure and tailor the flight to the task. You can shift the time within limits, add or remove passengers, change catering. Many requests — pets in the cabin, accessibility for reduced-mobility passengers, a specific menu, ground transfer — are arranged in advance and included in the final itinerary.
It is this personalisation that distinguishes a charter from buying a scheduled seat. Typically 24 hours before departure the customer receives the final itinerary with all details, and on multi-day trips preferences are remembered for later flights.
How JetHunter runs a charter
JetHunter provides access to more than 5,000 aircraft and takes on the whole chain: from setting the class for the route and vetting the operator to coordinating slots, ground handling and special requests. The customer receives not a list of aircraft but a finished solution for the trip.
This removes the technical side of chartering from the customer and leaves what matters — a predictable flight on your own route with a vetted operator at the controls.
«A good charter starts with a well-defined mission, not a search for an aircraft. Four inputs — where, when, how many and why — save days later.»
— Alexey Mordvintsev, CEO of JetHunter
Author: Alexey Mordvintsev, CEO of JetHunter, President of the Association of Professionals of Executive Aviation Industry (APIDA). Over 14 years in the industry.
