Turn the opportunity into a defined file
The decisions behind the proposal.
Choose the country sequence from feasible transport and the experiences clients value. Then list each accommodation block, guide handover, airport or border movement and document check. Ask whether one commercial agreement or separate supplier terms will apply; do not infer a single contract from a regional label. A return to Vietnam may raise different entry questions from a route that leaves once. Thailand can be discussed as an additional scope with its own services and requirements. No regional air pass or blanket entry arrangement is included by default.
Illustrative brief to adapt
A regional file with an owner at every handover
For a multi-country movement, identify the service provider before and after each flight or border transition. Record who responds if a delay affects the next country. A single itinerary can coordinate several agreements, but contract and payment responsibilities still need explicit confirmation for the actual programme.
Different choices. Different implications.
Compare the service specification
| Choice | What changes | Quote / planning context |
|---|---|---|
| Two-country file | A focused regional combination | Fewer cross-country transitions |
| Three-country file | A longer connected programme | More handover and entry checks |
| Additional Thailand scope | A separately reviewed extension | Confirm supplier and commercial responsibilities |
A file-control structure
Trade operating file · 7-day sample brief
Adapt these stages to the actual agency file and supplier agreement. They do not confirm inventory, commercial terms or an operating commitment.
- Stage 1
Agency brief
Identify the file type, dates, passenger assumptions and requested service standard.
- Stage 2
Route and suppliers
Define nights, movements and preferred versus acceptable alternatives.
- Stage 3
Commercial review
Check validity, inclusions, currency and payment conditions in the written proposal.
- Stage 4
Pre-operation
Reconcile passenger details, rooming, dietary requests and actual flight sectors.
- Stage 5
Delivery and changes
Use named contacts and the agreed approval process for amendments.
Keep the whole journey visible
Commercial and movement context
Arrival and return planning
Assign ticketing and flight-change responsibilities separately from ground handling. Arrival schedules must be reconciled with the final passenger file.
- Requested arrival
- Gateway agreed in the agency file
- Requested departure
- Gateway agreed in the final operating version
Quote-specific trade terms
Trade terms are quote-specific and confidential. Record passenger count, rooming, currency, validity and supplier release conditions before resale.
No public net-rate table or allocation is implied. Discuss the actual currency, units and validity directly.
Specific to this package decision
Four questions worth resolving.
Does one invoice necessarily cover every country?
No. Confirm the contracting and payment structure for the actual programme. Regional coordination does not automatically establish one commercial agreement.
Is multiple entry to Vietnam always required?
It depends on the route. Check whether travellers leave and return, then verify the applicable official permission for their passports and dates.
How should guide handovers be documented?
Identify the provider and movement responsibility at each transition, including delayed arrivals and any service gap between countries.
Can Thailand be added after Vietnam and Cambodia are confirmed?
Request a revised scope and transport review. Additional entry requirements, suppliers and cancellation conditions may apply.
For the broader background, read our indochina b2b dmc planning for indian agencies planning reference.
Confidential commercial discussion
Prepare a trade proposal request.
Include the company contact, operating file, rooming and approval requirements. Net terms are discussed directly; no confidential tariff is displayed on the public page.
b2b@maotours.comIndia office: Ghitorni, New Delhi, Delhi 110030. Your enquiry is sent only when you send the draft from your email app. No booking or payment is made here.