Turn the opportunity into a defined file
The decisions behind the proposal.
List the actual flight sectors, pickup locations, passenger count and luggage requirements. State guide language and service days separately from vehicle requests. An airport transfer is not a full-day vehicle hire, and a group host is not automatically a destination guide. Identify who may approve extra waiting, a changed route or another transfer. Ask about the actual operating contacts for the file instead of inferring an owned fleet or universal duty-desk SLA from marketing language. Keep special requirements visible before the final schedule is issued.
Illustrative brief to adapt
One changed flight, several operating consequences
If a passenger arrives later, review the driver, guide, hotel and any timed activity together. Identify who can approve added waiting or another transfer. A controlled update prevents the agency and destination providers from acting on different versions of the same flight change.
Different choices. Different implications.
Compare the service specification
| Choice | What changes | Quote / planning context |
|---|---|---|
| Airport order | Flight, meeting point and passenger count | Reconcile every arrival and departure wave |
| Touring order | Guide, vehicle and activity scope | State included service limits |
| Change order | Authorisation and cost approval | Use named contacts and a controlled update |
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 a private transfer include unlimited waiting?
Only the agreed service conditions define waiting and delay treatment. Ask how flight changes and extra time will be handled.
Is the vehicle fleet owned by Mao Tours?
This page makes no ownership claim. Confirm the actual vehicle specification and responsible provider for the proposed file.
What happens when passenger numbers change?
Review vehicle capacity, rooming, admissions and the price basis. Send one approved updated file rather than separate informal instructions.
How should an urgent travel-day change be approved?
Use the contacts and authorisation process agreed for the booking. Clarify who can accept any additional cost before operation.
For the broader background, read our vietnam ground handling for indian 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.