Turn the opportunity into a defined file
The decisions behind the proposal.
Use one file reference, one authorised contact and one approved itinerary version. Record whether each service is requested, quoted, held or confirmed, then track the next action and deadline. Agree how payments and vouchers will be communicated before clients travel. If your agency requires API connectivity, automated markups or live inventory, discuss those requirements explicitly rather than assuming they exist. A structured direct workflow can still be clear and efficient when the boundaries are documented; it is different from instant online booking.
Illustrative brief to adapt
A request log instead of an implied instant booking
Use a file reference to track requested services, quoted alternatives, approvals and actual confirmations. A room can remain pending while other parts of the itinerary are agreed. Recording those states explicitly is more reliable than treating a quotation screen or email response as proof that every service is booked.
Different choices. Different implications.
Compare the service specification
| Choice | What changes | Quote / planning context |
|---|---|---|
| Request | The agency submits a defined file | No inventory commitment yet |
| Quote and revision | Scope and terms are reviewed | Track version, validity and approvals |
| Confirmation | Agreed services are documented | Issue documents under the actual process |
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.
Is there a self-service agent login on this page?
No. The page supports a direct enquiry workflow and does not offer live booking, automated markups or instant room confirmation.
What should a file reference connect?
Use it across the itinerary, commercial proposal, approvals and operating updates so the team can identify the current version.
Does a quotation automatically generate vouchers?
No. Agree the confirmation and document-issuing process for the booking. A quote is not a voucher or service commitment.
Can an agency request a technology integration?
It can discuss requirements with the team, but no integration, API or inventory-feed capability is represented as currently available here.
For the broader background, read our vietnam b2b booking enquiries & portal checklist 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.