A private aircraft owner or flight department needs a clear division of responsibilities for each journey. The operator plans the flight and sets its fuel requirements; ASM coordinates station-specific quotations and fuel releases through its fuel supply partners. Permits, handling and crew arrangements may need separate confirmation. This guide focuses on the questions to ask before the aircraft departs.
Archive context: This article was originally published in January 2017 and reflects ASM’s private-aviation perspective at that time. Aircraft offerings have since changed. For current charter options, visit ASM Charter; availability and the operating carrier are confirmed for each itinerary.
Questions to ask a fuel and flight support provider
Start with the proposed trip rather than a general promise of worldwide coverage. Ask the provider to confirm which stations it can support for the specific aircraft, operating dates and requested services. Identify what is handled by the coordination desk, what is delivered by local suppliers and which items still require authority or airport acceptance.
Request a clear scope and quotation. Check whether permits, handling, fuel coordination and crew arrangements are included, and distinguish the provider’s fees from third-party charges. Ask how schedule changes are acknowledged, who responds outside normal working hours and who may approve additional costs.
Before selecting a provider, agree what evidence of confirmation you will receive and how outstanding items will be escalated. Our international flight support guide explains the coordination process, while the fuel quotation checklist covers commercial terms and uplift records.
After a trip, review the agreed service records, exceptions and invoices with the provider. Specific feedback about a station, supplier or handover is more useful than judging the relationship solely on the headline quote. The operator retains responsibility for its operational decisions and approved procedures.
Confirm the fuel order and supporting services
ASM arranges fuel supply through its fuel supply partners for private and commercial aviation operators, with flight planning, permit applications and ground handling support available as related services. Local suppliers, authorities and aircraft operators confirm the operational details for each trip. Explore ASM aviation fuel services.
For a private aircraft, confirm the requested fuel grade and quantity, local supplier acceptance, release details and delivery window before departure. For a changing itinerary, keep a station-by-station status record with the latest aircraft registration, operating time, quotation validity and local contact. A confirmed order at one airport does not establish the same arrangement at the next. If a supplier cannot meet the request, the operator should assess alternative stations or a revised plan. Fuel quality checks and operational decisions remain with the responsible supplier, crew and operator. Insurance coverage should be assessed against the applicable policy rather than assumed from a general claim.
Give the supplier the airport, date and local time, aircraft registration, operator details, required fuel grade, estimated uplift and any handling contact. Ask for the quoted unit, taxes and fees, payment terms, release reference and a contact for schedule changes. A quotation alone is not proof that the airport provider has accepted an uplift request; check the release and any open items before dispatch. For a more detailed sequence, see ASM’s fuel quote-to-uplift guide. When comparing service components and local charges, use the into-plane charges guide.
Who should request which service?
Private and commercial aircraft operators can request a station-specific fuel quotation from ASM and coordinate related flight support where needed. Travellers seeking an aircraft and passenger itinerary can explore ASM Charter, a separate customer-facing service.
Vito Gomes, The founder and CEO of Aviation Services Management. About the importance of choosing a reliable Fuel and Flight Support provider. 01 January 2017
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