LYCEUM-NORTHWESTERN UNIVERSITY

Dagupan City, Pangasinan

COLLEGE TOURISM MANAGEMENT

Study Guide 13
Booking Cards
Technical Terms
1. Booking Cards - forms to be filled out when making a reservation or
booking for a traveler
2. Exchange Orders - vouchers issued by a carrier or a TMC requesting
that a ticket be issued
3. Purchase Orders - documents accomplished by non-IATA travel agencies
requesting to issue air tickets in favor of the passenger in the request
4. Rail Pass - a ticket to board a train as a passenger
5. Tour Vouchers - coupons or documents issued by tour operators to be
exchanged for tour components

Bookings

Reservations are made in booking for hotel rooms and airline seats or
cruise tickets. It may also be for tours, travel exchange orders, and any product
or purchase order. Bookings, on the other hand, can be done face to face when
clients go to the travel establishments or it could’ve been done over the phone.
The following are the important things to remember when dealing with clients.

A. Dealing with Incoming Calls

Consider these steps when answering phone calls.

1. Remember to have a friendly tone of voice, give a pleasant greeting,
state the name of the establishment, your name and the desire to
help.
2. Listen to the caller and take note of her inquiries, requests, and
decisions. Clients inquiring over the phone must also be given the
same excellent service as those who walk-in inside your
establishment.
3. Before ending a call, it is best that you ask first if there are other
things you can do for the caller. This is indicative of good customer
service.
4. Say goodbye pleasantly and gently put down the receiver.

B. Dealing with Walk-in Clients

People who plan to travel. Although the Internet is a good source of

information about travels, and travelers can book online, there are still
people who choose to seek the assistance of a travel agent. Direct contact
with travel agents who provide sincere customer service and immediate
response to their queries is still preferred by some would-be travelers.
When clients walk in your establishments, they should feel welcome right
away and must be attended to.
Booking Cards

Booking cards come in different forms. Airlines, hotels, tour operators,

and even car rentals have their own reservation forms. There is no general
industry standard for the layout and content of a booking card. In practice,
each supplier company has its own proprietary standards.

Sample Passenger Name Record (PNR)

Booking Form for Hotel Accommodation

 Sample Tour Booking Form

According to Claravall (2013), Booking Card for Travel is a record of the

passenger’s requirements, actions taken, status or confirmation, option dates,
and other information relevant to the travel arrangements. Here are the some
of explanations for each item in the Booking Card for Travel

a. Date - the date card is prepared

b. Reference Number - assigned code or reference number for the
transaction
c. Name - includes passenger name, total number of passengers whether
adult or children and the age of child/children
d. Passenger’s Contact Details - consists of complete address, phone and
email address
e. Passenger’s Travel Documents Presented - passport number, date and
place of issue and expiration date.
f. Itinerary
 Date of travel
 From - point of origin
 Flight/Train/Ship No and Booking Class
 Estimated Time of Departure
 Estimated Time of Arrival
 Status
 Option - the cut-off time to issue the ticket
 Passenger Name Record
 Fare - rate per person, per sector fare
 Fare Per Passenger - sum total per passenger, per sector
 Taxes and Surcharges - applicable taxes and surcharges
 Total Fare Per Passenger
 Number of Passengers
 Total Fare All Passengers
 g. Hotel Accommodations
 Location of the hotel
 Check in date
 Check out date
 Hotel Name
 Type of Room
 Room Rate
 Number
 Night
 Total
 Total Hotel Accommodations

h. Sightseeing Tours
 City
 Date
 Package Name
 Hours/Days
 Rate per Person
 Number of Persons
 Tour Package Total

i. Transaction Cost and Price Calculation - applicable rate of exchange

 Transaction Cost - sum total of total fare of all passengers + total
hotel accommodations + total sightseeing tours
 Plus - add the amount charged for travel documentation such as
passport, visa and clearance
 Add - the professional fee that can be either fixed per person
 Add - total tax due
 Total Amount Due - sum total of transaction cost + travel
documentations + professional fees + total tax due
 Prepared by - the name of the person who prepared the card as
Travel Counselor
 Form of Payment - cash/card/invoice

Reservations and booking cards are important documents that travel

professionals should be familiar with. It is important to fill out all the needed
information and have travelers sign it. This is clear indication that they
understand what has been explained to them.

Exchange vouchers are vouchers issued by a carrier or a TMC requesting

that a ticket be issued. This voucher comes from a TMC and serves as proof of
their commission.

Since not all TMCs are members of IATA, they need to accomplish
purchase orders so that they can sell airline tickets. Non-IATA TMCs need to
accomplish this purchase order that requests an IATA accredited travel agency
or an airline to issue corresponding tickets.

In brief, as soon as reservations have been confirmed, documenting

reservations is the next step. TMCs need to know how to accomplish necessary
travel documents. Booking cards for travel, tour vouchers or exchange orders
and purchase orders must be completed as these provide relevant information
about the travelers and their itinerary.