For DMCs
What a DMC proposal should include
A DMC proposal should include a day-by-day itinerary, named properties and room categories, explicit inclusions and exclusions, the pricing basis (net or commissionable, per person or total), what is provisional versus confirmed, payment and cancellation terms, and a validity date. Ambiguity in any of these is read unfavourably when proposals are compared.
Write for the comparison, not the read
Your proposal will almost never be read on its own. It sits beside two others while an advisor works out what differs - and anything vague gets interpreted in the least favourable way, because the advisor has to protect their client from a surprise.
Every ambiguity is therefore a discount you did not intend to give.
The elements
In rough order of how often their absence causes a revision cycle.
- Day-by-day itinerary with timings, and travel time between locations stated honestly
- Named properties and specific room categories - not "5-star hotel or similar"
- Explicit inclusions AND exclusions, especially flights, tips, entrance fees and meals
- Pricing basis: net or commissionable, per person or total, and the currency
- What is confirmed versus provisional, and how long provisional holds last
- Payment schedule, cancellation terms and who holds funds until travel
- A validity date, so the advisor knows when the pricing expires
- Named in-destination contact and the out-of-hours escalation path
Be explicit about exclusions
Exclusions feel like a negative to write and are the single most valuable part of the document. An advisor who discovers a missing internal flight after presenting to a client does not blame themselves.
Listing exclusions plainly also protects your pricing during comparison: it is what stops a competitor’s smaller proposal looking cheaper than yours for the same trip.
Say what is not achievable
If the budget will not carry the brief, say so in the proposal rather than quietly substituting a lower tier and hoping it passes. It will not pass - it will surface during the client conversation, where it costs the advisor credibility.
Advisors reuse the supplier who told them the truth early. This is the cheapest trust you will ever buy.
Frequently asked questions
What should a DMC include in a proposal to a travel agent?
A day-by-day itinerary, named properties and room categories, explicit inclusions and exclusions, the pricing basis, what is confirmed versus provisional, payment and cancellation terms, a validity date, and the in-destination contact with an out-of-hours escalation path.
How can a DMC make its proposals more likely to convert?
Make them easy to compare and easy to re-present to a client. State scope and pricing basis explicitly, answer the brief that was actually sent, be honest about what is not achievable at the budget, and return revisions as tracked versions rather than new documents.
Should a DMC proposal name specific hotels?
Yes. "5-star hotel or similar" is unquotable to a client and invites an unfavourable comparison against a proposal that names properties. If availability is uncertain, name the property and mark it provisional with a stated hold expiry.
How long should a DMC proposal be valid for?
State an explicit validity date rather than leaving it open. The right window depends on season and how long supplier holds last, but an unstated one means either you honour stale pricing or you withdraw it in front of a client - both bad outcomes.