Identify the existing booking
Start with the traveller’s name, travel date and relevant booking reference. Add the destination when the same person has several journeys. A brief message such as “change the return” leaves the affected booking unclear. Do not attach documents that have not been requested for the amendment.
Describe the required outcome
State the new date range and latest acceptable arrival time. If you are not requesting a specific flight, explain that alternatives are needed. Identify flexible times separately. The service team can then assess options against the meeting requirement without mistaking a proposed option for a confirmed reservation.
Review connected services
A flight amendment may affect hotel nights, the arrival transfer and meeting times. Mark each service as unchanged, to be amended or to be checked. Do not assume every service can be moved on identical terms before the applicable conditions and any charges have been reviewed.
Keep the final approval together
Name the approver and the time by which a response is needed. After completion, check the revised flight, hotel and transfer confirmations together. Use the latest version of the request sent to KUNET and remove superseded options from the traveller’s working itinerary.
