1.

) State the information provided by travel agencies

● local , regional and international tours

● Airlines and ship schedules
● Flight routes, flight times, distance and flight services
● Price of ticket
● Local time and seasons suitable for shopping or holiday in a particular country
● Items that cannot be taken into country-negative list
● Language spoken and climate/weather, conditions in the country to be visited
● Requirements for entry into a country
● Requirements for obtaining passport/travel permit, tax exit certificate, vise and
foreign currency
● Baggage weight allowance and size restrictions, freight and identification of baggage
● Arrangements for freight and charges
● Hotel accommodation, car rentals and ground transport to and from ports

2.) State the services provided by travel agencies

● Arranging local, regional and international tours

● Assisting in finding best routes and most convenient flight
● Booking airline/ship seats and issuing tickets; offering free pouches for documents
● Reconfirming hotels and making reservations
● Assisting in completing immigration cards and declaration forms
● Arranging transport to and from ports
● Recommending car rental companies and arranging for car rentals
● Answering queries on and explaining the facilities available with the different classes
of services
● Scheduling appointments
● Preparing travel folders

3.) State the services provided by carrier organisations

● Accepting responsibility for disabled/handicapped passengers

● Transporting baggage and cargos
● Searching for misplaced baggage and giving compensation if not found
● Providing meal service in-flight
● Providing entertainment in-flight
● Rendering first aid, if necessary
● Providing connections for passengers who need them

4.) List the information required to make travel arrangements by a travel agent

● name , address and tell phone number of the person

● Purpose of travel
● Whether person has necessary documents
● Place to which the person will travel
● Health precautions
● Dates on which the person will travel
 ● Time to be spent in any one place (length of stay)
● Means of travel-choice of vehicle
● Class of travel, e.g. first class, economy class
● Departure port and arrival port, where there is more than one
● Any special requirements and/or restrictions
● Choice of hotel, if accommodation is to be booked and any special arrangements
● insurance - coverage for medical treatment and baggage
● Method of payment to hotel
● Whether any special vehicle will be required in places to be visited

5. To make a local travel arrangements for an executive a secretary will:

● Discuss with the executive the dates and enter them in the diary in the diary of the
executive.
● Making and confirming appointments and arranging meetings if necessary.
● Secured maps and route map if required.
● Make hotel reservations required.
● Find out about the weather conditions in places to be visited by the executive.
● Book transportation, arranged with the company chauffeur.
● Prepare, and itinerary.
● Location assemble documents for the occasion from the files.
● Discuss any matter, spend it with the executive.
● Please put all the documents and stationary required, in a travel folder, or travel
wallet.
● Give the travel Fula/wallet to the executive the day before he/she is scheduled to
travel.

6. To make overseas travel arrangements for an executive, is secretary will:

● Fix appointment/meeting dates with the executive, and send them in her own diary,
and a diary of the executive.
● Ensure that the executive's passport is valid.
● Arrange for the executive to apply for a necessary visa.
● And show me the colour requirements are met for example vaccinations.
● Book airline tickets, and make hotel reservations.
● Inquire whether international drivers permit is valid
● Confirm hotel reservation with the hotel in Writing, if booking is done by, you are not
by travel agent.
● Apply for travel insurance.
● Confirm meetings/appointments overseas.
● Secure business cards.
● Obtain information about the country to be visited.
● Apply for a tax exit certificate if required.
● Prepare an itinerary and make copies for the office and the executive spouse.
● Collect travel vouchers.
 ● Collect documents, files and stationary for appointment/meeting.
● Arrange transport to and from the airport.
● Discuss any matter pending with the executive.
● Place all the requirements in each travel folder or travel wallets.
● Give the travel folders/wallet to the executive the day before he is scheduled to
travel.
● Remind the executive about checked baggage and carry on baggage allowances.
●

7. Availability of convenient flights

When a nonstop flight (flight going straight to a destination without stopping and route) or a
through flight( flight, stopping and route without a change of aircraft) is not available at the
time you would like to travel, a chance for connecting flight has to be selected.

Transfer connection involves

● Main flight - the primary flights
● Transfer airport- arrival airport en route
● C. Connecting flight involving: change of aircraft Dash another plane, new flight
number, arrival airports – intended destination.

8. Secretary duty in scheduling appointments when an executive has to travel on business.

● To consult with the executive about the persons he or she has to meet.
● To agree on suitable dates and time of the meetings.
● To record dates and times and have a diary of the executive.
● To inform the persons of the appointments with the executive.
● To reschedule all of his appointments already made during the period of the
executive will be away from the office.
● To arrange, where possible, for another officer to handle any appointments on behalf
of the executive.

9. Steps in making hotel and airline reservations.

● Decide on hotel facilities available – accommodation meetings, and meals.

● Identify a suitable hotel at a convenient location.
● Make reservations at the hotel early by telephone or online.
● Decide on the method of payment to the hotel.
● Confirm reservation at hotel by email, fax, telex, cable, or post.
● Make reservations for flights with travel agencies in person or by telephone or online
● Collection of a ticket on immigration forms, early from a travel agent, carrier
organisation, or go very early to the airport and collect your tickets and forms if
bookings are made online.

10. Different plans offered by hotels

● EP (european plan)- room but no meal
 ● BP(british plan)-room and breakfast
● CP(continental plan)- room and breakfast
● MAP (Modified American Plan) - room, breakfast and dinner
● AP (American Plan) - room and three meals

11. Documents to be included in a travel folder

● Passport with necessary visas

● Tax Exit Certificate, if required
● Health Certificates
● Passenger tickets and baggage check with reminder to reconfirm booking
● Immigration Form, Declaration Form
● Itinerary and diary
● Insurance certificates for life, accident, sickness, baggage and driving abroad
● Road maps/ Route Map
● Letters of confirmation and introduction (if necessary)

Other items -

● Directory of persons to be met

● Monetary instruments, pocket calculator
● Briefing Notes
● Speeches and relevant records from the office, e.g. reports, contracts, brochures
● Sightseeing information
● Stationery supplies - pencils, envelopes writing paper, record of expenses form,
vouchers and extra folders
● Business cards/Visiting Cards

12. Information shown on an airline timetable

● The name of the airline, e.g. National Airways.

● The validity period of the document, i.e. the date from when it is effective to the date
when it expires.
● Departure city (FROM), e.g. Port of Spain
● Arrival city (TO), e.g. Kingston
● Airport code - abbreviation used for departure city and arrival city, e.g. POS KIN
● Number of stops along the route, e.g. 2, 1
● Flight number, e.g. 415
● Departure time (local time at the departure city), e.g. 7.00 am. or 0700 hours
● Arrival time (local time at the arrival city), e.g. 11.20 am.
● Type of aircraft (equipment), e.g. 738
● Days of operation (frequency), e.g. DAILY
● Other information such as details of transfer flight, in-flight entertainment, airport
terminal number, passenger amenities, hotels, car rental agencies, distance to the
nearest city...
●
13. Fares offered by airlines
 ● One-way fare
● Return fare
● Round trip fare (specified return date)

14) State and explain the abbreviations used on airline timetables.

(ABC World Airways Guide provides a timetable for regular world air services.)
ARR - Arrival
DEP - Departure
EFF - Effective
DIS - Discontinued
EQP/EQUIP - Equipment
FLT - Flight
FREQ - Frequency
OPS - Operates
STP - Number of stops
a/p - a.m./p.m.
+1 - The next day

15) State and explain the abbreviations used for days of flying and frequency.

MO Monday 1
TU Tuesday 2
WE Wednesday 3
TH Thursday 4
FR Friday 5
SA Saturday 6
SU Sunday 7
DLY/D Daily
X Except

16) State and explain the abbreviations used for classes of services offered by airlines.

Air fares are identified by letters which indicate the class of service. Sub-class (reduced and
or discounted fare) are indicated by other letters, which vary according to airline and cost
depending on the flexibility.

● Cor J- Business or Executive Class

● E- Free (reward ticket)
● F or P -First Class
● M or Y- Economy Class
● (Executives usually travel F, C or J.)

17) State and explain other abbreviations.

ETA - Estimated time of arrival

ETT - Elapsed travel time

18) Reasons for Travel Documents/Items

Passport or Travel Permit.

● To identify the person in whose name it is issued.

● To show natural status and certain other relevant information about the person.
● To grant permission to travel to foreign countries.
● To record exit from one country and entry into another.

Visa/Entry Permit.

● To apply for permission to enter certain foreign countries, e.g. U.S.A., Great Britain
and Venezuela as an immigrant or non-immigrant. (The Visa must be obtained before
entering any one of these countries.)
● To grant permission to the person in whose passport it is endorsed to enter the
country for which the Visa was given. (This Visa is granted to the person on the day
of entry into the country for the period and under the conditions stated.)
● To enable the immigration department to determine the number of persons entering
the country as immigrants/non-immigrants, the purpose and duration of the visit.

Health Certificate (International certificates of vaccination).

● To certify that the person in whose name it is issued has been vaccinated or
revaccinated against certain diseases such as cholera and yellow fever.
● To ensure that the person entering the country is not a health risk to the population.

Passenger ticket.

● To enable the person in whose name it is issued to travel to specified destination(s)

at the time(s) and by the vehicle/aircraft stated.
● To guarantee the person a seat on the vehicle/aircraft on the date and time stated.

(Electronic tickets are collected from the Airline Clerk- ticketing booth at the airport.)

Boarding Pass.

● To inform a person of the seat number to which he/she is assigned.

● To enable a person to locate his/her seat on the aircraft very quickly.
● To assist the authority to trace who occupied a particular seat in case of any incident.

Immigrant Form.

● To provide the immigration department with certainty on a person entering or leaving

a country.
 ● To enable the immigration department to determine the number of visitors to a
country over a given period.

19) Monetary Instruments for use overseas.

(i) Traveller's Cheques:

● American Express- issued by American Express Travel Related Services Company,

Inc., New York.
● Visa- (BCCI)-Bank of Credit and Commerce International.
● Master Card- issued by Thomas Cook Inc.
● Bank of America.
● Citicorp.

(ii) Cash of foreign countries:

● US Dollars
● Sterling Pound
● Euro (money transfer)
● Canadian Dollars
● Japanese Yen
● Swiss Marks
● Deutsche Marks

(iii) Letters of Credit

(iv) Bank Drafts

(v) Credit Cards:

Access
● American Express
● Barclaycard
● Master Card
● Visa