Turn the opportunity into a defined file
The decisions behind the proposal.
Define the hotel location and category, transport basis, guide scope and meal assumptions that should remain consistent across dates. Then list expected departures, realistic volumes and acceptable substitutions. Any pre-purchased room, cruise cabin or attraction block is a separate contractual matter. Compare a request-based series with a genuinely confirmed allocation using its release and payment terms. Do not promise clients an annual availability guarantee merely because the itinerary is reusable. The operating file must still reflect the participant count and actual supplier confirmation for each date.
Illustrative brief to adapt
A repeat route without assumed inventory
An agency may reuse a core itinerary across several dates while requesting confirmation separately for each operation. A preferred hotel can be part of the product specification without being held automatically. Track release conditions and acceptable substitutions so the repeatable design does not become an unsupported availability promise.
Different choices. Different implications.
Compare the service specification
| Choice | What changes | Quote / planning context |
|---|---|---|
| Core specification | Reusable route and service standard | Controlled product version |
| Date file | Actual passengers and availability | Reconfirm variable services |
| Allocation discussion | Any requested block or hold | Written release and payment conditions |
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 series proposal confirm bulk inventory?
No. A route and expected volume are planning inputs. Any allocation must be expressly agreed with its dates, release conditions and payment obligations.
How should substitute hotels be handled?
Set the acceptable standard and approval process before sale. Do not assume every property in the same category delivers the same location or room basis.
Can one cabin rate apply throughout the year?
Only if a specific agreement establishes that validity. Request date-specific confirmation rather than extrapolating a previous departure’s price.
What should happen when a series date has low uptake?
Review the minimum numbers, revised service basis and cancellation conditions before confirming the operation or collecting final participant payments.
For the broader background, read our vietnam wholesale tour planning for agencies 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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