5 Common Mistakes Air Charter Brokers Make

Anisha Singh
Dec 11, 2025
4 min read

Let’s be honest, being a charter broker is not easy. You are juggling aircraft availability, client expectations, charter operators, last-minute changes, and sometimes even weather issues, all at once. It is fast-paced, high-pressure, and very detail-sensitive.

5 Common Mistakes Made By Air Charter Brokers

But here is the thing: in this business, even small mistakes can cost you a deal, a client, or your reputation. Over the years, I’ve seen air charter brokers make the same mistakes over and over again. And it is not because they don’t care, it is usually because they are rushing, overworked, or haven’t taken the time to tune their process.

So here I will break down the 5 most common mistakes air charter brokers make, and more importantly, how to avoid them. Whether you are just getting started or looking to level up your game, these tips can help you deliver a smoother, more professional experience every time.

5 Common Mistakes Made By Air Charter Brokers

Mistake 1: Misquoting Flights

This one’s a deal breaker. Misquoting not only hurts your credibility but can also lead to messy situations with operators and clients.

Why it happened:

Rushing to send a quote
Not confirming availability or pricing with the operator
Using outdated data or guessing based on past flights

How to avoid it:

Always double-check with the operator before quoting
Use reliable quoting software that factors in variables like repositioning fees, FBO costs, and fuel surcharges
Confirm the route and schedule with the client first. It is better to be a little slower and accurate than fast and wrong

Tip: An online charter marketplace can help you get updated pricing from verified operators faster, reducing guesswork and errors.

Mistake 2: Poor Communication with Clients

Your clients are trusting you with something big, such as their time, money, and safety. If your communication is unclear or inconsistent, it creates uncertainty and kills confidence and trust.

Signs this might be you:

The client says they are still waiting to hear
You forgot to send updates or confirmations
You use too much jargon or complex explanations

What clients want instead:

Fast, clear, polite communication
Honest updates, even when things go wrong
Someone who listens and understands their needs

How to fix it:

Respond quickly, even if it is just to say “ I’m checking on this.”
Use simple language and walk them through the process step by step
Always follow up with written confirmations

Mistake 3: Lack of Follow-Up

So many good deals are lost not because the client wasn’t interested, but because the broker never followed up. We’ve all done it: we get busy, assume they’ve moved on, or forget to send that second message. But remember this: “The fortune is in the follow-up.”

Sometimes clients are just comparing options, waiting for internal approval, or are too distracted to respond. A gentle nudge can make all the difference.

How to improve:

Set reminders to follow up within 24–48 hours
Ask if they have any questions or need help deciding
Don’t be afraid to follow up 2–3 times (politely!)—you’re offering a solution, not selling shoes

Use a CRM! Tools like a basic CRM or even Google Calendar can help track leads and remind you when to follow up.

Mistake 4: Not Understanding Aircraft Categories

I can’t stress this enough—if you recommend the wrong type of aircraft, the client will lose trust. Fast.

For example, I’ve seen:

Suggesting a turboprop to a client who asked for a jet
Booking a light jet for a cross-country trip results in too many fuel stops
Promising a flat floor cabin on a midsize when only super-mids offer it

Examples I’ve seen:

Suggesting a turboprop to a client who asked for a jet
Booking a light jet for a cross-country trip (result: too many fuel stops)
Promising a flat floor cabin on a midsize when only super-mids offer it

Even if the aircraft is technically available, it has to match the client’s expectations and mission.

How to fix this:

Learn the difference between light jets, midsize, super-mids, heavies, and turboprops
Ask the right questions, such as how many passengers are travelling? Luggage? Flight time? Comfort level?
Be transparent with the client about aircraft type, cabin space, etc

You can save a simple aircraft guide PDF on your phone or desktop for easy reference to reduce errors.

Mistake 5: Not Using the Right Tools

Trying to run your business with a notepad, your memory, and a few emails will only get you so far. The customized application for air charter brokers helps them to stay organized, look professional, and move faster than the competition.

What you might be missing:

Quoting software
A CRM system
Marketplace apps to source aircraft
Flight tracking tools
Document automation

How to improve:

Start small, use Google Sheets to track leads
Upgrade to an affordable CRM option to manage clients
List on an air charter platform to get direct leads and speed up the sourcing process

Nobody’s Perfect, but Growth is a Choice

We’ve all made mistakes. I’ve made them. You’ve probably made a few too. That’s okay as long as we learn from them. The brokers who thrive in this business are the ones who stay curious, stay sharp, and stay honest. They ask questions, improve their systems, and treat every client like their best client.

So here’s a quick recap: