A travel-agency RFP should describe the company's booking and change needs, not simply request a discount on airfares. Suppliers may use different ticketing partners, support models and fee structures. A common brief makes those differences visible and helps the buyer compare a complete corporate service.
A travel-agency RFP should describe the company's booking and change needs, not simply request a discount on airfares. Suppliers may use different ticketing partners, support models and fee structures. A common brief makes those differences visible and helps the buyer compare a complete corporate service.
Provide an appropriate summary of common routes, volumes, lead times and change patterns. Identify policy rules and the approval process. Use aggregated information during sourcing rather than distribute traveller documents or unnecessary personal details to every bidder.
Separate routine flights, complex itineraries and multi-traveller requests. Ask the agency to explain how it handles each and where specialist or partner support is involved.
Request the process for options, approval, ticket issue and final confirmation. Ask how the agency distinguishes provisional availability from a committed ticket and how it handles price changes while approval is pending. State who may authorise exceptions or urgent issue.
For example, a traveller may request an itinerary that is outside policy. The agency should route that decision to the approved person rather than treat the traveller's preference as sufficient authority.
Ask who can service tickets after issue, including outside normal hours. Require a clear explanation of issuing partners, reissue fees, cancellation handling and the tracking of unused value or refunds where applicable. Airline conditions and agency charges should remain distinguishable.
Request sample invoices, trip records and reconciliation reports. The finance team should be able to link charges and credits to the original booking and accepted revisions.
Ask bidders to demonstrate how their monthly statement connects each service fee to a booking, traveller and approved action. A single unexplained account-management charge makes later reconciliation harder, especially when several departments share the agency account.
Have privacy and legal owners assess traveller-profile storage, information sharing and contractual responsibilities. Ask bidders to disclose other parties involved in service delivery. A local office does not establish where every booking record is processed.
Compare transaction fees, account charges, after-hours costs and other relevant commitments against the same scenarios. Carry the accepted workflow into onboarding and test it with a representative trip. A useful RFP selects a service that makes travel decisions accurate and traceable, rather than an agency whose low headline fee leaves the business to organise changes and reconcile unexplained charges itself.
Browse all Travel & Ticketing Agencies guides.
Find businesses listed under Travel & Ticketing Agencies on Vendoreye. Check each candidate’s actual offering, availability and relevant evidence. A directory listing is a starting point for evaluation, not an endorsement.