A fuel quotation and release are built around specific flight details. When the operation changes, the old document may need a fresh check before anyone relies on it. The operator should tell the fuel coordinator exactly what changed and ask whether the quotation, release and local delivery arrangement still apply.
Identify the current arrangement
Start with the airport, fuel provider or coordinator, quotation and release references, aircraft and flight identification, operating date and time, grade and estimated quantity. Keep the latest version together. A conversation about a changed arrival time is less useful if the provider cannot identify which request it amends.
What changes should be reported?
- Date or time: state the new time and its time zone, and whether the service window must change.
- Aircraft or registration: confirm whether the release and local delivery record must be reissued for the new aircraft.
- Flight number or operator: make the correct operating party and flight reference clear.
- Airport or parking position: a different airport requires a new availability and commercial check; a changed local position may affect delivery coordination.
- Fuel grade or quantity: check whether the offered product, price basis, minimums and local acceptance still apply.
- Billing contact: make changes to the contracting or paying party explicit before the uplift.
These are review triggers, not a universal list of fields that every fuel provider requires. Local procedures and contract terms decide what must be amended.
Separate the commercial and operational checks
A revised schedule may fall outside a quotation’s validity. A different quantity may affect a minimum charge or price basis. Ask whether commercial acceptance must be renewed. Then check the operational side: has the release or equivalent confirmation been amended, and has the local party received the new flight details?
A quotation, release and physical uplift are separate stages. See the fuel release guide and pricing guide if a change affects more than the flight time.
Make the amendment easy to act on
Use a short change notice with the existing reference, old detail, new detail, time the change takes effect and a contact for questions. For example, “registration changed; all other request details remain as previously advised” is clearer than sending a revised schedule without identifying the change. Ask the provider to acknowledge the update and identify any item still awaiting confirmation.
Keep a simple log with the requested change, recipient, response and current document version. If a crew or operations team has an older release, tell them which one is current. A forwarded document alone may not prove the local delivery team has accepted the amendment.
An amendment message operators can use
A concise notice can read: “Fuel request reference [reference]; airport
If no acknowledgement arrives, treat the update as outstanding and follow the agreed escalation path. Keep the response with the current version so the next shift can see what was accepted and by whom.
Recheck connected services
A new airport or schedule can affect permits, slots, handling and crew plans. Tell each responsible team the current flight information. Confirmation of one service does not automatically amend the others. For an unfamiliar or additional station, the outstation fuel checklist covers the wider readiness questions.
After the uplift
Retain the final release and delivery record through the operator’s normal process. Compare the delivered grade and quantity, reference and invoice with the latest accepted commercial basis. Resolve any differences using the final documents rather than an outdated quotation.
Ask ASM to review the changed flight
ASM provides aviation fuel through a network of oil companies, local fuel suppliers and into-wing refuelling partners. Send the original reference and the changed aircraft, airport, time or quantity so the team can check which arrangements require reconfirmation. Explore aviation fuel services or contact the team.