South African Travel Products and Operations. Learning Unit 1: The Booking File Session to complete module: 1-3 Current session: 2-3 Date: 26/02/2013

1) Learning Unit The Objectives of Learning Unit 1: – Identify the different sections of the booking file. – Complete a booking file.

2) Introduction All travel companies have their own individual stationery, including booking files. These contain all the reservation details for the passenger/s. Although the format of these documents can vary from company to company, the information required is very similar. Important - A record must be kept of all reservations, correspondence and payment for each passenger.

2) Introduction This correspondence can include faxes and s with the principals (main companies)- e.g. airlines, hotels, and car hire companies or tour operators it could also include confirmation of arrangements with the passengers - e.g. invoices for deposits and final payments. It is basically a record of details.

3) What is a booking File “Active files” or files that are still in use and are kept in order of their date. This is for easy reference when checking that files are up to date with documentation, before the client’s departure. Once the client has departed, the files are often referred to as “inactive files”; these are then usually stored in alphabetical order for each month, in case of any queries.

3) What is a booking File A booking file can take on various formats, but is generally a Hard copy document. Thin A4 cardboard folder with printing on the front and back or an A5 card for smaller bookings. It is important, when completing a booking card or file, to always record all details of the reservations. LEAVE NOTHING OUT!

3)What is a booking File Especially confirmation numbers, the name of the person confirming the reservation and dates of confirmation. What would the consequences be if information in the booking file is incorrect ? Correct entries - ensure a clear understanding of the history of the booking Should the consultant take time off sick or go on leave, the next person to handle the file is in no doubt as to what has been done, when it was done, and by whom.

3)What is a booking File Booking files can be electronic – Galileo bookings are called up using clients surname or reference number.

4) The Various Sections of the Booking File In this section we break the booking file down into smaller sections. At the end of each Learning Unit in this module- you will need to be able to complete booking files for each travel sector being covered - e.g. once a car rental has been reserved, show how the information gathered would be shown on the booking file.

4.1) Customer Information Refer to Module Manual – Page 14 Children – Boy (MAST) Girl (MISS) Example – Title Name and Surname Date of birth Age. Miss Shayna Ramouthar 2005/03/29 (8 yrs). Infant – 0 -1 Year 11 Months Child – 2– 11 Years

4.2) Flight Information, Passports, Visas, Health and Insurance Booking Class - class of service. The most commonly used class codes used in air travel: – First Class – F/P – Business Class – J/C – Economy Class – Y – Discount Codes – M/W/V etc.

4.2) Flight Information, Passports, Visas, Health and Insurance Fare – Child Pays – 67% of adult fare Infant Pays – 10% of adult fare (infant does not occupy a seat). Example – If adult fare is R 2000 – Child fare is 67% of adult fare – R 2000 X 67% = R 1340 (Child Fare). What would be the Infant fare?

4.2) Flight Information, Passports, Visas, Health and Insurance What is a Passport - it is an official document that is issued by the government which certifies the holder to undertake international travel What is a Visa – will be found in the passport indicating that the holder is allowed to enter, leave or stay for a specified period of time in a country.

4.3) Hotel Reservations

4.4) Transport and Tours

ACTIVITY: – Complete Revision Exercises 1-3 found in your module guide!!!!! Page 23-31