People travel for different purposes, as this may be for leisure, humanitarian reasons, or for business. Some companies who need to constantly move their employees would require a travel agency or corporate travel companies that are well adept and knowledgeable in business travel. When we speak about corporate travel or business travel, as the name suggests, is when employees within a company whose main purpose of travel is purely for business. Although the overall concept of travel is the same, which is managing one’s travel needs, whereas corporate travel demands a different kind of strategic approach in organizing travel management. If you run a travel service company, which specializes in corporate travel, one of the best options in finding a client is through a corporate travel proposal. Read more about this in our article and to start working on your proposal, check out our free corporate travel proposal below.
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What Is A Corporate Travel Proposal?
Companies, most especially those who are constantly deploying their employees on business travel would find it difficult to manage their employee’s travel needs aside from focusing on making revenue. Take for example a company that needs to deploy engineers or specialists for their own clients in different regions or cities, and depending on the contract the company has with its clients, lending out their own manpower may take months to years. And managing an employee’s travel isn’t as simple as booking a ticket and letting them fly off. Leisure and corporate travel have fairly different needs. And the requirements of a business traveler must correlate to the reason why he or she is traveling in the first place.
A corporate travel agent must be able to assist the business traveler at any time considering that their schedules can be as fickle as ever. Not only that different companies follow strict travel policies too. This is why a dedicated corporate travel management company is required for companies to address various concerns with their travels. Acquiring a client who needs a corporate travel management company can be a challenging task. Yet being able to win a proposal bid would result in a long-term steady profit. A corporate travel proposal is a document that addresses the concerns of a client’s business travel. It should contain various processes and strategic travel methods to improve and make traveling hassle-free for the client.
How To Write a Corporate Travel Proposal?
Generally, business proposals are documents meant to persuade the reader to either avail of your products or to provide a prospect with the purpose of securing a business agreement. Your corporate travel proposal also has the same purpose, which is to simply help your client decide and choose your travel company to manage their corporate travels. Remember, most proposals are unique because a client’s needs and requirements would always differ from another. So before you begin writing your proposal start with researching more about your client, their line of business, and who their employees are. If you have managed to secure a request for a proposal document make sure to give it a thorough read. In this way, you will come to understand your prospective client better and their need to travel. Now to start with your proposal, below are the general guidelines that can help you write your corporate travel proposal.
I. Cover Letter
A cover letter should contain a brief statement of gratitude to the client for the opportunity to forward a proposal. And a small overview of what your travel company does.
II. Project Overview
Begin with enumerating the travel needs and requirements of the client, and how your company can address and create a solution to their concerns.
III. Services Offered
In lieu of the requirements of the client, in this section of the proposal lay out a list of the services you are offering. Make sure these are relevant to the client’s travel needs. You may also want to expand the details of your services, for example when it comes to booking a ticket or a hotel establish a timeline for the deliverables. Or perhaps you can offer them competitive rates that will suit the travel budget of your clients. Don’t forget to upsell, it may not be in their requirements but whatever you upsell must be relevant to their business travel needs.
When it comes to pricing hotel, airline, visas, documentation, and other relevant travel documents, always make sure to advise your client that rates are subject to change without notice. This would mean the prices will only be available once a booking has been made. So for this section in your proposal what you can present to your client is your mark up per transaction, a commission, or perhaps a monthly management fee. Whatever you deem is workable for you and your client.
V. About Your Company
Of course, your client would want to know the team behind the proposal, so include an overview of your company, background or history, and how important a corporate travel management company is to business travel.
VI. Your Team
Perhaps you want to also include the members of your team and their different roles and responsibilities.
VII. Signature and Agreement
Define the terms and condition that is needed to finalize the contract. This will enable the client to go through what is expected from them and what is expected from your company. If everything is agreed upon, include a space for them to affix their signatures.
What Is a Corporate Travel Management?
This is a function of managing corporate or business travel affairs of a company from organizing, executing, and the aftermath of the travel. Also ensuring that corporate travel policy is implemented.
What Is a Travel Booking?
This is a confirmed reservation made on a hotel, airline/train/car which is done in advance. And has several conditions attached to it such as a booking deadline in which it has to be finalized before the deadline, also it could be non-refundable, non-transferable and etc.
What Is a Travel Expense?
These are the cost incurred while on business-related travel and are often reimbursable.
Companies are able to save and engage in hassle-free travel as long as they partner up with an efficient corporate travel management company. So start working our your corporate travel proposal in order to expand your business opportunities and gain more clients.
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