PRACTICAL
THE SIX DETAILS THAT SPEED UP YOUR HANDLING QUOTE
An accurate quote depends on the clarity of the request. With these six details, the answer comes back in minutes and with firm costs.
Including this information from the first message removes the back-and-forth of emails and lets us return a technical proposal with firm numbers. Without it, any quote is only an estimate.
Including this information from the first message removes the back-and-forth of emails and lets us return a technical proposal with firm numbers. Without it, any quote is only an estimate.
1. Registration, make and model of the aircraft.
These set the airframe's weight category, the maximum take-off weight (MTOW), landing fees and the ramp infrastructure needed, such as the type of ground power unit (GPU) or overnight parking space.
2. Route airports (ICAO codes).
Use the four-letter ICAO codes (for example, MMUN for Cancún or SKBO for Bogotá) instead of commercial names. This removes any ambiguity in cities with several air terminals.
3. Estimated dates and times in UTC (Zulu).
Give the departure (ETD) and arrival (ETA), preferably in UTC. Slot coordination, landing permits and ramp staffing are all managed under universal time.
4. Breakdown of PAX, CREW and POB.
Specify the number of passengers (PAX), crew (CREW) and total persons on board (POB). It's essential for the immigration filing (APIS), customs (CIQ) and ground-transport logistics.
5. Specific service requirements.
Detail what the aircraft and its occupants need: fuel (with or without Fuel Release), catering, a courtesy car on the ramp, crew hotel, or lavatory and potable-water service.
6. Type of operation (Part 91 or Part 135).
Clarify whether it's private general aviation (Part 91) or commercial charter (Part 135 / NSOP). The regulatory category changes the fees, the type of permit and the documentation required on arrival.
The more precise the request, the faster and more exact the quote. A good brief is, in the end, half the work done.
Frequently Asked Questions
Why do you ask for the registration if the flight isn't confirmed yet?
Because the registration identifies the aircraft's country of registry and the operator's category. With it we can validate applicable permits in advance, whether the aircraft needs special ramp handling, or whether there are restrictions at the destination airport.
Why is it better to give times in UTC (Zulu)?
UTC is aviation's global standard: it removes errors from time-zone differences or seasonal time changes at the origin, transit and destination airports.
What's the difference between PAX, CREW and POB?
PAX is the number of passengers; CREW is the flight and cabin crew; and POB (Persons on Board) is the total of everyone aboard. Immigration and customs authorities require the breakdown.
Why does the cost differ between private (Part 91) and charter (Part 135)?
Commercial operations are usually subject to additional local taxes, passenger-transport fees and stricter permits or licenses before the receiving country's authority.
Can handling be quoted without requesting fuel?
Yes. Ground handling and fuel coordination are independent services. Still, quoting them together lets you consolidate the operation with a single provider and arrange the Fuel Release in an integrated way.
What happens if the schedule changes after the quote is approved?
A minor adjustment doesn't void the proposal. But if the change affects the slot window, the validity of the PPR or means operating outside normal hours, the permits must be reconfirmed and the ramp logistics adjusted.
How far in advance should the request be sent?
For domestic flights, a few hours is enough. For international operations or congested destinations, send it 24 to 48 hours ahead to secure slots, overnight permits and ramp services without surcharges.
Because the registration identifies the aircraft's country of registry and the operator's category. With it we can validate applicable permits in advance, whether the aircraft needs special ramp handling, or whether there are restrictions at the destination airport.
Why is it better to give times in UTC (Zulu)?
UTC is aviation's global standard: it removes errors from time-zone differences or seasonal time changes at the origin, transit and destination airports.
What's the difference between PAX, CREW and POB?
PAX is the number of passengers; CREW is the flight and cabin crew; and POB (Persons on Board) is the total of everyone aboard. Immigration and customs authorities require the breakdown.
Why does the cost differ between private (Part 91) and charter (Part 135)?
Commercial operations are usually subject to additional local taxes, passenger-transport fees and stricter permits or licenses before the receiving country's authority.
Can handling be quoted without requesting fuel?
Yes. Ground handling and fuel coordination are independent services. Still, quoting them together lets you consolidate the operation with a single provider and arrange the Fuel Release in an integrated way.
What happens if the schedule changes after the quote is approved?
A minor adjustment doesn't void the proposal. But if the change affects the slot window, the validity of the PPR or means operating outside normal hours, the permits must be reconfirmed and the ramp logistics adjusted.
How far in advance should the request be sent?
For domestic flights, a few hours is enough. For international operations or congested destinations, send it 24 to 48 hours ahead to secure slots, overnight permits and ramp services without surcharges.
