Turn the opportunity into a defined file
The decisions behind the proposal.
Record bed configuration, traveller ages where relevant, preferred hotel location and the amount of independent time. A private airport transfer does not make every sightseeing component private, so specify each service basis. For honeymoon or family files, separate the required arrangement from an availability-dependent request. Keep optional activities outside the confirmed total unless selected. Ask for a revised commercial version when dates, party size or room categories change. No instant response time, particular vehicle class or round-the-clock messaging service is guaranteed by the FIT label.
Illustrative brief to adapt
A FIT revision that changes more than the hotel
When a client changes dates, room category or private touring, review all affected services and validity. A small file can still have important per-room and per-vehicle costs. Keep the latest approved itinerary separate from optional ideas so the agency sells the version that the destination team can confirm.
Different choices. Different implications.
Compare the service specification
| Choice | What changes | Quote / planning context |
|---|---|---|
| Couple FIT | Room atmosphere and flexible time | Confirm exact bed and category |
| Family FIT | Ages, occupancy and activity suitability | Translate preferences into actual services |
| Small private party | One route with individual needs | Separate shared and personal requests |
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 an FIT file include shared excursions?
Yes, if the proposal identifies them clearly. FIT arrangement does not automatically mean every transfer, guide or activity is private.
How should an upgrade request be priced?
Specify the exact room or service category and obtain a revised dated proposal. An availability request is not the same as a confirmed upgrade.
Can a family’s ages affect the rate basis?
Yes. Provide ages for the travel dates and requested rooming so supplier occupancy and child conditions can be checked.
Are vehicle models guaranteed?
Only the confirmed service specification establishes what is provided. Discuss capacity, luggage and any required category rather than relying on a generic chauffeur label.
For the broader background, read our vietnam fit b2b packages & tailored land briefs 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.