A corrected name, a traveler who drops out and a replacement guest are different changes. Tell your charter contact which one has happened as soon as you know. Do not assume that an empty seat, an unchanged headcount or a previously confirmed flight means a new traveler is cleared to board.
For a flight into or out of the United States, the aircraft operator is responsible for the required Advance Passenger Information System (APIS) transmission. Passengers do not need to create an eAPIS account to file it themselves. Your role is to supply accurate information through the process agreed for the trip, report changes and wait for confirmation of what is accepted.
Say exactly what changed
Start with the flight reference and the affected leg or legs. Identify whether the request corrects information for the same person, removes a traveler or substitutes someone else. A replacement traveler needs their own review; a correct total passenger count is not a substitute for an accurate passenger list.
Tell your charter contact if the new traveler also changes baggage, assistance, equipment, animal or cabin requirements. A passenger substitution can affect more than one line of a list. The proposed direct carrier must assess the revised requirements for the actual aircraft and itinerary.
Send identity or travel-document details through the agreed process, not a group planning spreadsheet or a general email copied to every traveler. Ask which fields and documents are needed for this itinerary. Do not assume that the information collected for a previous trip, or a different passenger's requirements, is sufficient.
An updated list is not the same as updated permission
CBP distinguishes private aircraft from aircraft carrying passengers or cargo for payment or other consideration. A charter sold as a "private jet" can be a commercial general aviation operation for CBP processing. Guidance written for a private-aircraft pilot should not automatically become the procedure for your charter.
For arrivals into the United States, CBP says the operator must secure permission to land from the arrival port after transmitting a compliant APIS manifest. Tail-number changes and traveler additions or substitutions require updated or amended APIS transmissions and direct confirmation or reconfirmation of that permission.
That is why "we received the new name" does not answer every operational question. Ask your charter contact to confirm whether the carrier has accepted the change and whether the applicable border arrangements have been updated or remain pending. The carrier handles its filing and clearance responsibilities. This guide does not establish a universal passenger-change cutoff or permission to depart.
Check every affected flight
On a multi-leg trip, make clear where each person joins and leaves. A replacement on the outbound flight does not establish the passenger list for the return, an intermediate stop or a separately operated leg.
Ask which written trip details need to be revised, whether timing or price changes, and whether any requested services need fresh acceptance. Border requirements are separate from the commercial terms of your booking. Do not assume a passenger change is free, refundable or automatically accepted because an aircraft has capacity.
A useful confirmation records the affected leg, the change the carrier accepts, any revised itinerary or charges, and anything still unresolved. Keep the coordinator's current planning list aligned with that confirmation. Follow any additional document or reporting instructions supplied for the flight.
Tell the group what they need, not everyone else's details
Once the change is accepted, give the affected travelers the current airport, handling location, reporting time, trip contact and travel-document instructions. Keep the reporting time separate from the planned aircraft departure time.
If another change occurs after that note is sent, raise it again. A forwarded departure note does not authorize a different traveler to take someone's place. On the day, follow the direct carrier's and border authorities' instructions rather than relying on an earlier message or a generic online deadline.
Jet Partners arranges charter services and is not a direct air carrier or in operational control of aircraft. Flights are operated by the properly licensed direct air carrier identified for the trip. For aircraft and seating planning, use our group charter guide. For the complete itinerary and event brief, use team and event travel.
Request a trip-specific charter proposal, including the passenger plan for every leg.
