A flight support company may coordinate permits, handling and other services for an aircraft operator while arranging fuel through a separate supplier relationship. The operator, trip-support provider and fuel seller can each have a different role. A clear brief and approval trail help the parties avoid conflicting instructions before an uplift.
Identify the contracting and operating parties
State who operates the aircraft, who is requesting the fuel arrangement, who accepts the quote and who will pay the invoice. Identify which contact can change a schedule or fuel requirement and which contact should receive the final confirmation. Do not assume that the company sending the first enquiry has authority to accept all commercial terms on behalf of its client.
This is a request and coordination workflow. It does not imply a published reseller programme, fixed credit terms or a promise of the lowest price.
Send a complete station brief
Give the airport and code, flight date and time with time zone, aircraft type and registration, flight number where available, grade and estimated uplift quantity with its unit. Include relevant operator identification and any local handling contact. Flag confidential customer details and agree what information the local provider actually needs to deliver the service.
If several stations are involved, keep a separate status line for each. ASM’s outstation fuel checklist explains the confirmation fields. A programme with charter or ACMI flights can use the ACMI responsibility record.
Check the quote and buying authority
Before confirming an offer, review the fuel grade, unit, currency, validity, included charges, exclusions, minimums and payment conditions. Record who approved the commercial basis. A quote forwarded to a customer is not necessarily accepted by the party expected to pay it.
The aviation fuel pricing guide and charges guide provide a consistent comparison framework without making a location-specific price claim.
Track release and local delivery separately
When a release or equivalent confirmation is issued, compare its flight details against the latest client instruction. Confirm that the local party has the correct timing, aircraft and quantity basis. The actual uplift is recorded after physical delivery. Avoid describing a quotation, release and completed uplift as the same status; the fuel release guide sets out the differences.
Protect the change and escalation path
If the client changes registration, time, airport or estimated quantity, send an explicit amendment with the prior reference and request acknowledgement. State which party will communicate with the aircraft operator, the local provider and the handler. Keep the latest accepted version visible to the next operations shift. The amendment checklist can be adapted to this handover.
A workable handover between companies
A concise request can identify the aircraft operator, the trip-support company’s operations contact, the commercial buyer and the current flight details in separate fields. The response should show which person accepted the quote, the release reference and the contact for an amendment. This prevents a fuel confirmation from being sent only to a party who cannot action a change at the airport.
If a client instructs a last-minute aircraft substitution, the trip-support provider should send one marked amendment to ASM and tell the operator which confirmation remains current. Neither company should presume the local provider has accepted a forwarded email until that acknowledgement is received.
Respect confidentiality and reconcile records
Share only the customer and flight information necessary for the arrangement under the parties’ agreed process. After uplift, compare the delivery record and invoice with the accepted commercial basis, and direct any discrepancy to the correct contracting party. Customer names, supplier identities and commercial terms need not be published to explain this workflow.
Discuss fuel requests with ASM
ASM provides aviation fuel through a network of oil companies, local fuel suppliers and into-wing refuelling partners. A flight support company can send a station-specific requirement for the team to review, subject to the applicable commercial and operational confirmations. Explore ASM aviation fuel services or send the enquiry.