A fuel quotation, a fuel release and a completed uplift mark different stages. Knowing which stage has been reached helps an operator see what is confirmed and what still needs attention. Terminology and documents vary by provider and location; the exact scope of any release should be checked with the issuing party.
1. Define the request
Start with the airport, date and time, aircraft identification, grade and estimated quantity. Include the flight and operator details needed for the proposed arrangement and identify who will accept commercial terms. State the time zone and quantity unit clearly. Mark provisional information as provisional.
2. Review the quotation
Check the price basis, validity, included and excluded charges, payment conditions and anything still being confirmed locally. Commercial acceptance and operational confirmation are separate items. The aviation fuel pricing guide explains how to compare offers with different scopes.
3. Check the release or confirmation
When a release is issued, compare the airport, operating date, aircraft or flight identifiers, grade, quantity basis and reference with the latest flight requirement. Clarify whether the document is an instruction, an authorisation or another form of confirmation in that provider’s process. Resolve discrepancies before relying on it. A release is not evidence that fuel has already been physically delivered.
4. Align the local contacts
Make sure the parties who need the current information have it. Depending on the station, these may include the operator, fuel provider, physical delivery team and handler. Clarify who should be contacted if the aircraft’s time, parking position or quantity changes, and who is responsible for following up on a delay.
5. Recheck amendments
For a detailed change notice and version checklist, see what to recheck when a flight schedule changes.
Do not assume that a release remains suitable after a change of airport, date, registration, flight number or estimated quantity. Send revised details promptly and ask if an amended or replacement confirmation is needed. Identify the latest version so crew and operations personnel are not relying on conflicting documents.
When a request is delayed
First identify which stage is actually incomplete. If the quote is still being reviewed, the commercial contact may need to resolve a term. If a release contains old flight details, an amendment may be needed. If the release is current but the delivery is late, the local provider or handler may need to report the operational constraint. Give the contact the airport, aircraft, flight, reference and latest planned departure time, and agree who will provide the next update.
Where a different provider or arrangement is proposed, check availability, terms and local feasibility as a new arrangement. A network relationship does not automatically create a backup at every airport.
6. Record the uplift
After delivery, retain the uplift record under the operator’s procedures. Compare its quantity and unit with the agreed commercial basis and investigate any invoice difference using the supporting documents. Physical refuelling and operational decisions remain subject to the applicable procedures and responsibilities of the parties involved.
A quick release checklist
- Are airport, aircraft, flight and timing details current?
- Are quotation and payment conditions understood?
- Has the required release been received and checked?
- Are local contacts and escalation responsibilities clear?
- Have changes been acknowledged?
- Is the delivery record available for reconciliation?
Arrange fuel support
ASM provides aviation fuel through a network of oil companies, local fuel suppliers and into-wing refuelling partners. Review ASM aviation fuel services or send the flight requirement. For a busy airport, see the fuel uplift delay guide.