Handout 5

Question 1

is the total price of the requested or proposed services that will provide the travel needs of a client. It is also a proposal that is subjected for revisions when placing reservations.

Answer 1

Quotation

Question 2

is the final price or final quotation following a deposit of payment to get confirmed reservations.

Answer 2

firm quotation

Question 3

summarize to the clients the total cost of the services involved in a package.

Answer 3

tour package quotation

Question 4

is usually sent to clients along with the tour package quotation.

Answer 4

Tour package proposal letter

Question 5

consists of the name or company name of the sender, followed by the date and the reference number of the letter.

Answer 5

First section

Question 6

consists of the highlights of the tour package quotation. This is where the validity of the rates, currency, and number of complimentary concessions (if any) are indicated.

Answer 6

Second section

Question 7

is where the specific tour package inclusions are indicated, such as the transportation requirements (if any), the name of the accommodation establishment/s, meal plan and number and type of meals, transfers, sightseeing tours inclusions (with or without meals) and other inclusions, and tour package restrictions.

Answer 7

Third section

Question 8

is where the recipient’s calculation of deposit required (based on a proposed or suggested rooming configuration), specific terms pertaining to payments, deposit terms, balance due payments, and conditions for cancellations and/or rebooking are indicated.

Answer 8

Fourth section

Question 9

contains what the sender expects to happen or suggests the recipient’s next move (i.e.,
“putting the word into your buyer’s mouth” in sales), followed by a standard business closing remarks, the sender’s name, and company name and address.

Answer 9

Fifth section

Question 10

is a written advice by a supplier that a reservation has been accepted.

Answer 10

confirmation

Question 11

Once honored by a supplier, a confirmation would be known as a

Answer 11

confirmed reservation.

Question 12

are made by directly contacting the service suppliers (hotels, restaurants, airlines, and other services that may be part of the travel needs of the client) over the phone.

Answer 12

Manual reservations

Question 13

are made when the communication between the supplier and tour operator or travel agent is through an e-mail or the supplier’s website.

Answer 13

Electronic reservations

Question 14

are done directly through a global distribution system (GDS) or a ticketing system.

Answer 14

Automated reservations

Question 15

This is needed if the meals are inclusive and if there are changes needed to be done on the menu because of food allergies that some of the guests may have.

Answer 15

Meals required

Question 16

An example of this is welcoming the guests/passengers with a welcome drink upon checking in.

Answer 16

Special requests

Question 17

the tour operator or travel agency already have a credit arrangement with the hotel (as part of its wholesale purchase) or will be paid real-time (upon check-in or check-out), including the preferred form of payment.

Answer 17

Payment arrangements

Question 18

There are instances when a tour operator is the one supplying the sightseeing tour. There is no need to arrange if the tour operator providing the package holiday also manages the inclusive sightseeing tours since it will automatically be taken good care of after the package holiday or package has been availed.

Answer 18

Sightseeing Tours Reservations

Question 19

types of service that can be arranged for manual reservations:
(provided by the tour operator that offers tour escort services)

Answer 19

internal

Question 20

types of service that can be arranged for manual reservations:
(a tour guide service coming from locals or from another tour escort services supplier).

Answer 20

external