Turn the opportunity into a defined file
The decisions behind the proposal.
For an individual file, the itinerary should reflect the client’s actual preferences and rooming. For a group, it should identify shared timings and participant conditions. A series enquiry needs date-by-date availability rather than one generic annual price. Agree whether approved unbranded or agency-branded material can be supplied, and keep rate pages separate from client documents. This site does not offer an automatic tariff download. Any document permission, service inclusion and resale condition must be agreed for the actual collaboration.
Illustrative brief to adapt
Separating the sales document from the operating file
A traveller-facing itinerary can explain the experience while the agency retains confidential units, supplier notes and approval conditions. Agree which version is shared and who controls revisions. A client’s hotel change should trigger a commercial and operational update, not merely a cosmetic edit to a brochure.
Different choices. Different implications.
Compare the service specification
| Choice | What changes | Quote / planning context |
|---|---|---|
| FIT proposal | A tailored client itinerary | Individual service and rooming basis |
| Group proposal | A common programme for participants | Minimum numbers and deadlines |
| Series proposal | Repeated dates under discussion | Separate operating and commercial validity |
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.
Can I download an instant ready-to-sell tariff?
No live tariff download is provided here. Request a specific proposal and confirm what material may be used for client presentation.
How should confidential rates be separated?
Keep net amounts, supplier notes and commercial conditions in agency correspondence. Use an approved traveller-facing itinerary for the client.
Can one group proposal cover every departure date?
Not automatically. Availability, rooming and conditions may differ, so obtain date-specific confirmation before resale.
May the agency edit the itinerary text?
Discuss content permissions and version control. Any edited document must still describe the actual confirmed services accurately.
For the broader background, read our vietnam b2b tour packages for travel agents 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.