CHAPTER – III

PROFILE OF TRAPY TOURS AND TRAVEL

INTRODUCTION:
A Travel agent is defined as “A person, firm or cooperative qualifies to provides tours,
cruries, transportation hotel accommodation, meals, transfer, sight-seeing and all other elements
of travel to the public as a service”. He / She must be killed in travel industry then only they
provide a good service to tourist. He must be familiar in English and some foreign languages.

NATURE OF WORK

The main function of a travel agency is to ensure a smooth, comfortable and definite travel
by taking all the responsibilities of making reservations and assist the passengers in completing
all the formalities involved in the travel. As a salesman, the travel agent must be able to motivate
his client, to take advantage of his services. The salesman studies the interest of his travel,
interest of his travel customers, learns where they traveled, appraised their financial resources,
and time available and presents alternative place in the most effective fashion.

FUNCTIONS OF TRAPY TOURS AND TRAVELS

Tours Flight Hotel Cargo Railways

Inbound Hotel Cargo

Domestic
Tour Book Booking
Tour
ing

Outbound International
Tour Tour

Forex Documentation Money Transfer

Traveller Passports and WU MC

Cheques, Visa FFMC
Insurance RMC
Currency

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 PACKAGE TOUR

The Trapy Tours and Travels offers package tour for both inbound and outbound tours
packages can be provided to the customer.

INBOUND TOUR

The inbound tour refers handling of foreign tourist visiting India. They have to make
itineraries according to the needs of group, make their travel arrangements, hotel booking fixing
guided tours and excursions and make arrangements for facilitation of passengers at the airport,
hotels etc. since this brings in foreign exchange it is the most preferred type of tours.

OUTBOUND TOUR

Outbound tour refers local tourists travelling abroad for business or holiday. These
package tours are promoted through extensive advertising. This tour involves foreign currency,
it its strictly regulated to be the department of tourism and RBI.

TICKETING

In the Trapy Tours and Travels they offer both domestic and international tickets. They
use the computer reservation system for both domestic and International ticketing by
AMADEUS vista software.

INTERNATIONAL AIR TICKETING

International air ticketing in Trapy Tours and Travels comprises of International air
ticketing and documentation. Here largest contributor to the reservation system through
AMADEUS through which all flight schedules can be accessed and tickets booked.

The counter staffs attend phone calls or client walk in a provide consultancy services and
take down the booking as per requirements. Requests for passport and visas are also noted
down.

 Name of the passenger

 Day and date of travel
 Carrier and flight number
 Sector of travel
 Required class of travel
 Whether the booking is for holding ticket or a fresh tickets

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 Ticket number, if booking for holding tickets
 Contact number and address
 Clients account head if by credit.

ETKT IS THE ELECTRONIC TICKETS

This concept was born-when the airline realized that a lot could be saved by the
elimination of the paper ticket. A number of US airlines have switched over to e-ticket. An e-
ticket can be issued over the telephone or the web. An e-ticket comes in an electronic file where
the ticket data is stored in the validating carrier’s database. This contains the same description as
a normal passenger ticket.

When the passenger is travelling with an e-ticket he has to carry proof of identification such as:

 Passport of national identity card

 Driving license with photo
 Employment ID with photo
 Credit card used to purchase the ticket to other credit card.

MAINTENANCE DEPARTMENT ACCOUNTS

Accounting services can help the owner-manager of a travel agency keep the business on
a sound basis. In addition to a number of books, records and sales reports, there are three types
of accounting documents which are routinely produced by travel agencies.

The physical files maintained in a travel agency include:

 Invoice file
 Ticket itinerary file
 Audit coupon file
 Agent coupon file

INVOICES

It is a bill for goods or services sold to a customer. When a sale is made, an invoice is
presented to the customer for payment. In a cash sale, the invoice is paid upon presentation,
whereas in a credit sale, the invoice is paid within a stipulated time period.

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VOUCHER

A voucher is a document requesting that a vendor, such as an airline or a hotel or car

rental company, perform a service when a customer pay for a trip in full, the agency issues a
voucher for each vendor. This voucher is used as a proof of payment. When the customer
checks into a hotel, the voucher is accepted in line of payment for the room charges. A voucher
is a sales receipt representing a specific component of an itinerary.

AUDIT COUPON

This is for accounts department of the issuing airline. It is removed after the complete
ticket is issued and validated and attached to the sales report.

AGENT COUPON

This coupon is for agency records. It is removed after the ticket is issued and validated
and is kept by the issuing agent for his record.

BAGGAGE

The term “baggage” is defined by IATA as follows:

“Articles, effects and other personal property of passengers destined to be worn or used
by them or necessary for their comfort a convenience during ones journey”.

WEIGHT CONCEPT

The weight system is used in all areas except where the piece concept is applicable.

The normal free baggage allowance is,

First class/premium class : 40 Kg

Business Class : 30 Kg

Economy class : 20 Kg

HOTEL BOOKING

Booking are made over phone with the hotel reservation system or booking are passed on
to the hotel directly through telex message and information regarding the client, arrival and
departure details, mode of payment are passed on to the booking office. The staffs of the
reservation office either confirm the booking or wait list them, depending upon the availability of

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hotel-home away from home we provide accommodation in reputed hotel throughout the world
at a very special rate, which is extremely beneficial and cost effective in our customers.

CARGO SERVICE

They arrange quick movement of airfreight cargo to destination all over the world. We
know that our prime responsible is towards our customer demand include the need to speed up
the flour of goods and eliminate barriers of trade.

ORGANISATIONAL HIERARCHY

Managing Director

Executive Director

Director Director

International Domestic Passport Forex &

& Visa Western Union
Ticketing Ticketing

Accounts

The main function of a travel agency are to ensure a smooth, comfortable and definite
travel by taking all the responsibilities of making reservations and assist the passengers in
completing all the formalities involved in the travel. As a salesman, the travel agent must be
able to motivate his client, to take advantage of his services. The salesman studies the interest of
his travel, interest of his travel customers, learns where they traveled, appraised their financial
resources, and time available and presents alternative place in the most effective fashion.

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 As a travel consultant, the agent gives to his client suggestions regarding travels plans
and itineraries, information on transportation alternates, and advice on class and rates of hotels
and motels, he also helps with passports and visas regulations, foreign currency exchange,
climate and wardrobe, health requirements, custom regulations, baggage and accident, travelers
cheques or letters of credit, car rentals, sightseeing, welcome or escort services.

SERVICES

Now-a-days travel agencies offer a wide variety of services, such as:

 Arranging basic transportation that is air, steamship, cruises, rail, bus, car rentals and other
related services.
 Preparing individual itineraries, personally escorted and group tourism.
 Arranging for hotel, motel resorts or supplementary accommodations.
 Using professional knowledge and experience to interpreting train schedules, airlines tariff and
hotel rates. Handling and advising on the many details of modern travel including baggage rules,
insurance, language, study materials, travellers’ cheques, auto garaging, foreign currency
exchange, documentary requirements (Passport and visa) and health regulations (immunization).

The travel agency business is one of the important branches of tourism. The function of
travel agent consists of advising travelers and booking on their behalf transports and
accommodation, services etc. Now-a-days, due to the expansion of tourism, the travel agents
play an important part than merely acting as a go between consultant or an advisor. The main
agent acts as distributor (retailer). He relieves the hoteliers, transport companies and other
manufacturers of travel services from the need of opening sales branches over wide areas, it has
been estimated that 90% of tourists use travel agents for the purchase of transport tickets and
take assistance in making their travel arrangements. Tourists in the international field are
confronted with the various problems like difficulties are overcome by the travel agents.

ACTIVITIES OF THE TRAVEL AGENCY

The travel agency carriers out the activities, first of all they play as a middleman, it
charges a commission on individual services supplied by a hotel, a transport company, as airline
ticket, as sold to the client by the travel agency. In this case, the agency acts as a third party
between the consumer and the producer that is between the tourists and the tourist enterprise
(hotel, transport, company etc).

As an organizer, the travel agency organizes on its own initiation and at its own risk tours

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 for its customers, the hotel, the ewxcursions and the entertainment, and plans the entire program
according to the fixed schedule for a specific duration. A travel agency organizes on its own
initiation and at its own risk tours for its customers, he chooses the means of transport, the hotel,
the excursions and the entertainment, and plans the entire program according to the fixed
schedule for a specific duration. A travel agency is a service organization that caters to the
complete requirements of tourists such as advice on travel, places to be visited, information on
facilities available, and the reservations for the travel, as well as hotel accommodation, sight-
seeing arrangements, transportation and guides.

PROFILE OF TRAPY TOURS AND TRAVELS (P) LTD

“Peaceful Puducherry” is the slogan which attracts a lot of tourist particularly foreign
tourist and also the domestic tourist to the destination. To fulfill their travel requirements
number of travel agencies are providing the services, one of the leading travel agency in the
Puducherry is Trapy Tours and Travels. The Travel Agency was started in the year 2008.

Today this travel agency is medium level of travel agency in Puducherry. Trapy Tours
and Travels is having the most sophisticated infrastructure and with total employee strength is 8.
Mr. M. Sadishkumar is the Managing director of Trapy Tours and Travels. Today Trapy Tours
and Travels are having three branches in Puducherry.

The one stop travel shop covering all travel related services under one roof to meet the
needs of modern customers of the new millennium the agency has come forward to provide all
travel needs under one roof for the travellers.

Travel agency is nothing but “one stop travel shop” that sales and services related to
travel, such as providing information about,

 Airlines
 Railways
 Hotels accommodations
 Cruise lines
 Package tours
 Passport
 Visa
 Foreign exchange
 Cargo services
 Money transfers

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 Guide Services
 Travellers cheques
 Car rental
 Gold loan

PROFILE OF TRAPY TOURS AND TRAVELS

Name : Trapy Tours and Travels

Address : Madina Masjith Complex, Vaikkal St, Sulthanpet,

Puducherry, 605110

Phone : 91-413-4200375

Number of Staffs :8

Working Hours : 9:30a.m to 9:00p.m

Working Days : Monday - Sunday

Fax : 91-413-2220135

E-mail ID : trapytoursandtravels@[Link]

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