Turn the opportunity into a defined file
The decisions behind the proposal.
Request the current itinerary, hotel basis, participant limits, rooming rules and operator cancellation terms. Distinguish airline seats from land-only places and identify who issues each ticket. A supplier’s claim of a block should be supported by the actual commitment and release conditions. Record the treatment of substitutions, single rooms and a departure that does not reach its minimum numbers. No live feed, commission amount or guaranteed programme is published here. The trade lead prepares a specific verification enquiry rather than an instant seat request.
Illustrative brief to adapt
A fixed-departure offer audited before resale
Attach current written status, participant conditions and inventory basis to the proposed departure. Then check cancellations, substitutions and the issuing party for any airline seats. The agency should be able to explain the actual commitment to a client without relying on a supplier’s ranking or a calendar graphic.
Different choices. Different implications.
Compare the service specification
| Choice | What changes | Quote / planning context |
|---|---|---|
| Status evidence | Proposed, conditional or confirmed | Use written date-specific documentation |
| Inventory evidence | Land places versus airline seats | Check issuer, release and hold terms |
| Commercial evidence | Payments and cancellations | Understand operator and participant consequences |
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 this page rank fixed-departure suppliers?
No. It provides an audit method. Use current documented offers to build your own shortlist and procurement decision.
Can a public departure date prove seats are held?
No. Ask for the actual inventory status, service basis and release conditions from the responsible supplier.
Where should agent commissions appear?
In the agreed confidential commercial terms, not in a public traveller package or an assumed margin statement.
What should an agency do if an operator cancels?
Follow the actual contract and participant communication obligations. Review those conditions before resale rather than after a disruption.
For the broader background, read our compare vietnam b2b fixed-departure suppliers 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.
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