For all important relationships, communication is the key. If your travel agent doesn't know that Mr. Tate prefers to fly out of London Gatwick airport, she will probably book flights for him from the nearer London City airport. If you tell her that Mr. Tate lives in the town of Crawley, UK only 10 minutes from London Gatwick airport, and so prefers to fly to Brussels, Belgium from there, she'll make a note on her client's profile.

Your travel agent has many other business customers and has targets to meet. If you ask for an early morning flight from Manchester, UK to Amsterdam, Netherlands on 25 May, she'll probably quote the first two flights displayed on her computer: the 0610 departure on KL 2020 (the airline KLM) and the 0655 departure on BA 1624. There are several other flights on offer but these are not automatically given. You know that your traveler is a member of the KLM frequent flyer program, but also know that the 0610 service is too early. A more suitable flight would be KL 2022 departing at 0705.

If you request that KLM is always booked for Ms. Todd when there is a choice, there would be less confusion. OAG Travel Planner provides travel planners with the full picture.

Corporate Travel Policy

Make sure your travel agent has the most up-to-date copy of your company's travel policy. Your travel agent should 'police' your company's policy. Most agents, in fact, will be instrumental in designing the policy from the start.

If your company has a flexible policy and you have the authority to make some decisions, tell the travel agent what each decision is, for example: "Book Mr. Tucker into business class for all of this trip. He's recently returned to work from sick leave and we need to make sure this essential trip is as comfortable as possible. This is an exception to our usual Economy class policy".

Statistics

Your travel agent will keep records of all bookings made for your company throughout the year. Ask for the statistics for all transactions to see if there is a pattern. If the statistics show that your company spent a significant sum with an airline last year, you should ask your travel agent to negotiate better deals, on your behalf, with that airline for the coming year.

Consolidated Air Fares

A good travel agent will always quote consolidated airfares rather than full fares (See Unit 8 for more details). It is easy for you to compare the fares that your travel agent is quoting by looking at airline websites. If your travel agent is not offering consolidated fares, you should consult the relevant person in your company, to ensure they are part of your travel policy.

Preferred Hotel Rates

All travel agents arranging business travel for companies will have negotiated corporate hotel rates that are lower than the hotel's rack rates. Your company may well have their own corporate rate with a hotel chain. Ask your travel agent what prices they can quote for hotels in a particular city on a certain date. Compare that rate with your own and compare the hotel locations. Most travel agents will negotiate the best rates on your behalf.

Alternative Air Fares & Hotel Rates

The travel agent will automatically give you a quotation that falls within your company's travel policy. Some companies have arranged that the travel agent should always give two quotations for each element of travel, the second one being a cheaper alternative that meets the company policy and the individual itinerary.

Car Hire

As with preferred hotel rates, your travel agent will have negotiated rates with one or more car hire companies.

Ground Services

Business travelers need to get between the airport and their hotel or the first meeting. Your travel agent should be able to arrange limousine transfers or 'meet and greet' services in line with your company's travel policy. Guides and translators may also be available as part of a 'ground handling service'. Your travel agent should have all the necessary contacts.

Visa Application Service

Your travel agent is probably part of an organization with up-to-the-minute information, as well as experience in getting visas more quickly than you can. See Unit 3 for information on passports and visas.