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A Guide to RFPs for Corporate Travel Management

Writing and analyzing an RFP for corporate travel management can be daunting. It’s important to ask both questions specific enough to get the answers you need and general enough to allow the company an opportunity to sell themselves.

What Do You Need to Know?

Writing an RFP for a corporate travel agency can feel like an endless task. There are always more questions to ask. But there are a few you should always be sure of including.

How Big Is the Corporate Travel Agency?

Many small companies choose a travel agency early on, before they have any specialty service needs. These agencies might be mostly leisure, or might not even be full agencies—they might be just a friend of the owner. These arrangements can work for awhile, but at a certain point the company may begin to grow at a faster rate than the agency.

How Many Dedicated Agents Will We Have?

Smaller agencies sometimes contract their work out to call centers, so you won’t be talking to the same person each time you call. Look for an agency where you have a dedicated agent who knows your wants and needs and can act quickly to solve problems.

How Does Our Company Compare with Most of Your Clients?

You want to be sure that this travel agency is accustomed to working with clients of your size; if you’re larger or smaller than most of this agency’s clients, it might not be the best fit. An agency used to working with smaller, growing companies can help you grow. And if you’re big, one used to working with larger ones can accommodate your needs.

What Do They Want to Tell You?

It’s important to give the agencies responding to your RFPs the opportunity to sell themselves. They might have advantages and amenities that you’re not even aware of. To this end, you can structure your RFP such that they have the ability to provide this additional information.

Present a Scenario, Not a Demand

Rather than ask if they can do something the way you’d like to have it done, ask how the agency would approach or solve a particular problem.

For example, instead of saying, “The agency shall provide three-star accommodations and private transportation to those accommodations for stranded travelers within three hours of flight cancellations,” you could say, “The agency shall provide comparable accommodations to stranded travelers in a reasonable time frame.” Any agency worth their salt will provide specifics when presented with a scenario like this.

Ask Directly

It’s a good idea to put in a specific request like, “The agency shall note any special programs, amenities, or advantages it can provide.” The answer might be book-length, but you’re giving the company an opportunity to sell themselves that they wouldn’t otherwise have.

Working with WorldTravelService™

At WorldTravelService®, we have the experience and since to work with clients large and small. We have a lot of experience guiding businesses in building an effective travel policy, but we also work with many large companies and government agencies. If you’d like to learn more, or submit an RFI, contact us now.

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