Flight Reservation
Two ways of 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:
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.
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.
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 OAG Guide
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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:
1 --- Monday 2 --- Tuesday
3 --- Wednesday 4 --- Thursday
5 --- Friday 6 --- Saturday
7 --- Sunday
* - following day
++ - third day
Š – fourth day
¶ - previous day
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
Good Morning, this is Peter of Fatima Travel
Who I am talking with?
(Get the name of the party on the other line)
I would like to:
make a reservation.
cancel a reservation
make an amendment
make a reconfirmation
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For two (2) passengers
01 June, Manila/Hong Kong, CX 901, Y Class
MENDOZA, Allan Mr. and Ellen Mrs.
Home Phone: 3432616
Mrs. MENDOZA is a vegetarian
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
Always adhere to the standard reservation procedures.
Never make duplicate reservations for the same passenger.
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.
Before contacting an airline, always established the itinerary, flight numbers, minimum connecting times, etc…
Always establish a define contact address for the client and advise the airlines.
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
If passengers cancel reservations always inform the airlines so that the space can be released.
If passengers change itineraries ensure that all services, no longer necessary are
cancelled.
Ticketing
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
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.
Passport Requirements for First Time Applicant;
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:
2. If born on or before 1950:
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 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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