Flight Reservation

 

• A reservation is an advanced request for a space or service sometimes in the future.
  

 

• The Reservation Officer is responsible for the processing of reservation.
  

 

Two ways of reservation

 

• Manual Reservation
  

 

• Automated Reservation
  

 

Manual Reservation - processing requires phone-in contact with the supplier airline for the initial request, regular follow-up for confirmation and finalization of the reservation by way of manual issuance of the corresponding air ticket.

 

In a "new booking", before an agent makes a call to the airline, he needs to complete first or makes a draft of the flight details/itinerary of the client using the OAG (Official Airline Guide) and/ or ABC World Airways guides. These two (2) main guides is a publication of airline timetable.

 

The ABC Guide

 

• the ABC Guide is published monthly.
  
• the travel agency must have the most up-to-date version to avoid giving passenger incorrect information.
  
• this publication comes in two (2 volumes, one is the flight schedules of airlines to destinations/cities from A to M and the second is for the destinations N to Z, including some added feature.
  

 

Flight schedules in the ABC should always be looked at as follows:

 

1. City to city timetables are shown in a "from – to" format. The departure city appears in BOLD type preceded by the word "FROM". The departure city names are in alphabetical order. In departure cities having more than one airport, reference should be made to the airport information under the heading APT. This section will also detail facts about the airport location (e.g. distance for city center, whether north, south, east or west and applicable check – in time). Additional information may also be included such as ground transportation availability and timetables.
   

 

1. After locating the departure city, the destination city listed below the departure city will appear in alphabetical order. The destination city name is followed by the 3 letter IATA code and the code name for each airport where the destination city is served by more than one airport.
   

 

1. Once the above information has been found, it is necessary to ascertain the flight schedules connecting the departure city to the destination city. The ABC Guide shows all passengers flight plus a number of transfer connections between cities of     departure and arrival. Through or direct flights are shown in chronological (time) order using the 24 hour clock system. Departure time appears on the left and arrival time on the right.
   

 

Flight information appears in the following order:

 

1. Validity - the dates appearing are the dates the flights operate. If no date the operation is for the duration of the current edition of the ABC guide.

 

2. Service Days - figures shown correspond to days of week

    1 = Monday 2 = Tuesday etc.

 

3.Dep (departure) - this column shows local time of departure. The time     is followed by the IATA     code for the airport if     more than one exists in the departure city.

 

4. Arr (arrival) - this column shows local time of departure. The time is followed by the IATA code for the airport if     more than one     exists in the departure city.

 

5. Flight No. - this gives the airline two digit code and flight number.

 

6. Acft (aircraft) - this gives the type of aircraft operating on     the route.

 

7. Class - this gives the classes of service offered.

 

8. Stops - this indicates the number     of stops made in the duration of the flight. The letter M indicates flights having more than 8 stops.

 

• The ABC guide contains a number of transfer connections, i.e. timetables involving one or more changes of flight between departure city and final destination.
  

 

• The flight information is presented in the same format as that used for direct flights.
  

 

The OAG Guide

 

• the OAG contains the same basic information as the ABC guide.
  

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• the main difference is the way in which the information is presented. In the OAG the information is shown in the opposite way, i.e. on TO – FROM format.
  

 

Flight schedules in the OAG should always be looked at as follows:

 

1. Schedules are published in a "To – From" format. The destination city must be looked up first. The destination city is printed in BOLD and listed in alphabetical order. The same information regarding destination cities is available in the OAG as in the ABC.

 

2. Once the destination city has been located the departure city is addressed. These are listed in alphabetical order below the destination city followed by the country name.

 

3. Flight schedules are found below     the departure city information.     Through or direct flights are     listed in chronological (time) order. The flight information is given in the same format as in the ABC.

 

Flight information appears in the following order:

 

• Departure City     - the English spelling of the city of departure, its airline code     and time variation from Greenwich Mean Time (GMT).
  

 

• Airport (APT) - airport name(s), code, distance and direction from city center "o" highlight each airport at multi-airport cities.
  

 

• Arrival City - cities served from the point of departure by     through or connecting flights. If the city of arrival has more than one airport, the name of each is given.
  

 

• Flight Information - flights are shown in order     of departure time. Through-flights are listed before connecting flights. Some cities are served by connecting flights only.
  

 

• Key To Through-Flight Information
  

 

• Validity - flight information is valid between the     dates shown.Through and connecting flights operating for shorter periods are indicated     by the first/last date of     operation.
  

 

•  Days of Service    
  

  
   

1 --- Monday    2 --- Tuesday    

    3 --- Wednesday 4 --- Thursday

    5 --- Friday 6 --- Saturday

    7 --- Sunday

 

 

• Departure and Arrival Times - bold type is used for departure time from the city of origin and arrival time at     the final destination. Arrival and departure times at transfer connection airports are not shown.
  

        * - following day

        ++ - third day

        Š – fourth day    

        ¶ - previous day

    

• Flight Number - the two-letter airline code is used, followed by the     flight number
  

 

• Aircraft Type - abbreviate type of aircraft
  

 

• Class - the classes of service offered
  

 

• Stops - the number of intermediate stops on each flight
  

 

• Transfer Connection Information
  

 

• Flight Number - the flight operating from city to departure     to first     transfer airport
  

 

• Transfer Connection Airport - transfer connection airport code.
  

 

• Flight Number     - the flight operating from the transfer airport to the city of arrival or to the next transfer     airport
  

 

The OAG publishes a number of transfer connections between departure and destination cities.

 

Once the flight details have been completed, the agent can now make a new reservation to the airline. Calling the airline agent makes the reservation formalized

 

Procedure Example

 
 

• Identify yourself
  

        Good Morning, this is Peter of             Fatima Travel

 
 

• Identify receiver
  

        Who I am talking with?

            (Get the name of the                 party on the other line)

 
 

• State purpose of call
  

        I would like to:

• make a reservation.
  
• cancel a reservation
  
• make an amendment
  
• make a reconfirmation
  

 

 

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• Specify number of seats
  

        For two (2) passengers

 
 

• Give the Dates, Sector, flights, class
  

        01 June, Manila/Hong Kong,             CX 901, Y Class

• Give passenger(s) Name, initial, title and contact number. (Use Phonetic Alphabet in giving the passenger's names)
  

        

MENDOZA, Allan Mr. and Ellen Mrs.

        Home Phone: 3432616

        

• Specify special requirements
  

        Mrs. MENDOZA is a                     vegetarian

• Action Check
  

        Ask the receiving person to:

- Make a recap or read back all information given

- Status of your reservation, whether "confirmed" or "waitlisted"

- Ticketing option (time and date the ticket must be paid and issued)

- Record Locator – the reference number of your reservation

 

 

Automated Reservation

 

• Using the Computerized Reservation Systems or CRS as it is commonly called, is the easy way of making a reservation to the travel suppliers of services. The CRS in the airline industry are the Abacus, Galileo and Amadeus and in the hotel industry, the commonly used CRS is the Fidelio System.
  

 

Basic Reservation Rule

 

To ensure smooth handling of reservations and to avoid inconvenience to the traveler the following rules should be followed:

 

Reservation Seats

 

1. Always adhere to the standard reservation procedures.
   
2. Never make duplicate reservations for the same passenger.
   
3. When confirmation of a reservation for a group cannot be obtained, do not secure the space by requesting the number of seats in separate individual transactions.
   
4. Before contacting an airline, always established the itinerary, flight numbers, minimum connecting times, etc…
   
5. Always establish a define contact address for the client and advise the airlines.
   
6. Agents should request all reservations for an itinerary and subsequent changes through one airline where possible. Each airline with which reservations are made should be informed of reservations made with other airlines.
   

 

Cancellation of Seats

 

1. If passengers cancel reservations always inform the airlines so that the space can be released.
   

 

1. If passengers change itineraries ensure that all services, no longer necessary are
   

    cancelled.

 

Ticketing

 

• Never issue tickets showing "space confirmed" unless instructed to by the airline.
  

 

• Never issue a passenger with multiple reservations when they can only use one of the reserved flights.
  

 

• Adhere to all ticketing time limits.
  

 

• Report all deposits collected.
  

 

Note:

• A reservation is not valid until passengers have bought a ticket showing the confirmed space. A date of partial or full payment to the travel agency should be set.
  
• It is the agent's responsibility to advise the passengers of the minimum connecting time between one flight and another. This will be established by referring to the published airline guides.
  
• Many carriers with computerized reservation systems give a locator code/record locator to each individual reservation. This should be quoted in all contact with the airline to avoid delays and inaccuracies.
  
• Passengers who break their journeys must be advised of the reconfirmation
  
• Requirements of the particular airline on which the passenger is travelling. At each stopover point, the airline must be informed of the passenger's intention to use the space reserved for the next segment of the journey. Time limits for reconfirmation are published in the airline timetables. Failure to reconfirm can result in the reservation for the remainder of the segments being cancelled. Reconfirmation can be done by the agent or the passenger.
  

  
   

 

 

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THE PHILIPPINE PASSPORT

 

• A passport is a document issued by the Philippine government to its citizens who intend to travel abroad.
  

 

• Through the passport, the Philippines government requests other governments to allow its Filipino citizens to enter into their countries and to extend to them all forms of assistance and protection, if the need arises.
  

 

• However, possession of a Philippine passport is not a guarantee that its holder will be granted a visa by a foreign government to enter its territory.
  

 

Passport Requirements for First Time Applicant;

 

1. Birth Certificate (BC) in Security Paper (SECPA) issued by the National Statistics Office (NSO) or Certified True Copy (CTC) and photocopy of BC issued by the Local Civil Registrar duly authenticated by NSO and document indicating full name, date and place of birth and citizenship (e.g. valid employment's ID, voter's affidavit, NBI Clearance and driver's license).
   

 

In Case of no Birth Record:

 

1. If born after 1950:

 

• In case of birth certificates with delayed registration, submit authenticated BC and supporting documents indicating date, place of birth and citizenship.
  

 

2. If born on or before 1950:

 

• Certificate of Non-availability of Birth Record form the NSO.
  

 

• Joint Birth Affidavit signed and executed by two (2) disinterested persons.
  

 

• Baptismal Certificate or Certified True Copy of Voter's Affidavit from COMELEC or any public document indicating date and place of birth and citizenship.
  

 

3. Three (3) copies of 4.5 cm or 3.5 cm new photo (colored with plain white background). Photo should show applicant in decent attire with collar.

 

 

 

 

 

4. Personal appearance except when the applicant is:

 

        • 8 years old and below;

        • 65 years old and above; or

        • Mentally or physically incapacitated

 

Additional Requirements:

 

• For married women who chose to adopt surname of husband
  

 

• Marriage Contract (MC) in Security Paper issued by the National Statistics Office (NSO) or CTC issued by the Local Civil Registrar duly authenticated by NSO.
  

 

• For married women opting to use maiden name, submit MC & affidavit indicating that she has not use her married name.
  

 

For women who obtained an annulment or were divorced by foreign husband;

 

• Authenticated copy and photocopy of the first page and the dispositive portion of the judgment granting divorce or annulment.
  
• Certified true copy and photocopy of the first page and the dispositive portion of the judgment granting divorce or annulment, authenticated by the Philippine Embassy/Consulate when the divorce was obtained.
  
• Annotated Marriage Contract (MC) in Security Paper (SECPA)
  
• Authenticated copy and photocopy of the first page and the dispositive portion of the judgment granting divorce or annulment.
  
• Certified true copy and photocopy of the first page and the dispositive portion of the judgment granting divorce or annulment, authenticated by the Philippine Embassy/Consulate when the divorce was obtained.
  
• Annotated Marriage Contract (MC) in Security Paper (SECPA)
  

 

 

 

 

Harwin Francis C. Ramos

TM2y1-2

BS Travel Management

 

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