When it comes to business trips, incentive tours, or even traveling for leisure, a number of clients would seek out travel agencies for their help. Although DIY (Do-It-Yourself) is an increasing trend for travelers nowadays, the bigger the number of travelers or participants the more difficult it is to plan for a travel or trip. This is why it is important to seek help from professional travel agencies who are accustomed to providing the right services regarding any sort of travel and tour. So if you need a travel agent to help you with your travel needs, regardless if this is a business trip or for leisure then you will need to provide the requirements you need. You need to get down to the specifics so the travel agent will be able to create a travel plan appropriate for you. To do so, you will have to prepare a travel request for proposal. This document is to seek proposals from travel agencies that will be able to accommodate your request. To learn more about this, let us discuss this further below. And if you need any help preparing this document, check out our travel request for proposal samples that are available for download on this page.
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What Is a Travel Request for Proposal?
A request for proposal for travel is a document that enables a company or a client to identify their travel needs and invite potential solutions from travel agencies. This is particularly necessary most especially for corporate or business travelers who are seeking out travel management companies or TMC. But of course, a travel request for proposal or RFP could also be used for educational trips, leisure or incentive trips especially when you have a large number of travelers who are participating in the tour. A travel request for proposal is one way of seeking out proposals from various travel agencies and choosing one that is most attractive from the rest. The RFP process is unique to every company or client, for this can be simple or complex depending on the requirements.
How To Create a Travel Request for Proposal?
A travel proposal from a travel agent will be able to address whatever concerns and requirements you may need. From the cost of the airline tickets, tour guides, car rental services, or helping you dine at a specific restaurant in Paris. If some of the travel requirements are not feasible or they are unable to meet, a travel agent could offer alternatives that are relatively similar so that the client or company can choose from them. That being said, your RFP must contain the specifics if you want the travel agent to properly attend to your request. You may add all other requirements into your RFP, but it must contain basic information such as the following below:
If you are a company, then you may want to include a brief overview of your business so the travel agency will be able to get an idea of whom their potential client will be and how they will be able to properly address you.
II. RFP Objectives
This is where you state the reason for the Travel RFP, the objectives, and what you aim to seek. This will help the travel agent understand what they need to prepare.
If this is a leisure or incentive trip, then you must have an estimated date or month you wish to travel. But the days leading up to that deadline should have a timeline in which the agent will be able to assess and ensure they are able to meet the deadline. You will need to provide time for them to prepare the travel proposal and allow ample time for modifications most especially for complex travel itineraries.
IV. Travel Requirements
This is where you need to provide a detailed list of requirements for the travel. For example, what is the estimated number of travelers who will be joining? Are these all adults, or employees with families? Then you need to specify where you want to travel, for how many days, the mode of transportation required, the meal requirements, and many more. The more specific the requirements, the better chance you have for a more meaningful and concise travel proposal.
Present an estimated budget in the RFP, this will help the agent figure out how to meet your budget expectation. For business travelers, travel management companies often present a pricelist, mark-up scheme, or commission basis for their services.
There must be a certain criterion in which you are to choose the best proposal, so it is advisable to include this in your RFP so the agents may have an idea of how to go about their proposal and ensure they are able to meet your standards.
VII. Other Concerns
As mentioned earlier, each travel request for proposal is different from another and each has its own unique requirements. So you may want to add other provisions in the RFP that are relevant to your travel needs and goals.
What Is a Travel Management Service?
This is a travel agent who specializes in corporate or business travel. The services would range from providing and booking flights, hotel accommodations, car rentals, documentation, travel support, and many more.
What Is a Travel Proposal?
A travel proposal is a document that travel agents prepare for their clients to address their travel needs or requirements. This will contain a detailed itinerary, fees, and other things.
What Other Type of Services Can Travel Agents Offer?
Travel agents can offer a wide array of services aside from just booking flights or hotels, they can make arrangements for various local or international tour packages, issue rail tickets, help with travel-related documentation, and simply address your concerns if you need to advise with your travel plans.
A travel request for proposal will help travel agents prepare the right travel proposal to address your travel needs. To make it easier for you to prepare this document, check out our free templates above!
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