To be able to share the GTO confirmation file with the customer, we need to follow the below steps: 

1. Search for the quotation using the quotation reference number: This can be found on top of the Quotation file, and it has numbers and letters. 
   EX: U52604C12132T176875643347859 

2. Open the Quotation file. In the bottom, you press on “To be booked” 

3. This will open the attachments section “To be booked proof”, where you can attach the following: 
   – Client SS 
   – Your Price match SS 
   – Hotel roles: for hotel bookings (Check in & out timings) 
   – XE SS – in case SS price is not in GBP 
   – Proof of payment / copy of credit sheet 
    

4. Update the Hotel Rules section with the updated Check-in & out timings. 
    

5. Add guests / passengers’ names and nationalities in the quotation file (Under Guests’ list). 

6. Ensure distributing names according to the rooms order in case of booking multiple rooms. 

7. Press next to save the file and send it to the “To be booked” folder in the GTO system. 

8. The quotation file then will disappear from the quotations page, and you need to contact the reservation’s team in the “Reservations Enquiry Group” to approve the quotation: 
   Reservations Enquiry Group: Reservations Enquiry Group | Group Chat | Microsoft Teams 

9. Once the reservations team confirms the quotation, it will appear again from your side, and the status will be updated to “Confirmed”. 

10. Reservation team will click on “Show confirmation” button, once the reservation is made, you can then Download confirmation.  

Following the above-mentioned steps means the booking is now done and confirmed, and you have downloaded the confirmation file.  

NOW WE NEED TO SEND THE CONFIRMATION FILE TO THE CUSTOMER 

***Sending confirmation Message to the customer: 

Booking confirmation message is consisted of two parts: 
 
– Confirmation file: the one we have just downloaded  
– Confirmation message text 

To send the confirmation, we attach the confirmation file with the confirmation message and send it to the client. 

Like any other messages we share with our clients, we have a standard template for the confirmation messages: 
                                                   below is an example: 

** FOR ALL CONFIRMATION TEMPLATES FOLLOW THIS LINK ** 

EXAMPLE: 
 
Thank you for your patience, Mr/Mrs. [Customer Name]. 

Please find your hotel booking confirmation above.  
 
Hotel name:XXX 
 
Kindly note that the room (Room type) has been booked under the name(s) stated above, as provided. 
 
This booking can be cancelled free of charge before xx. 

Please note that the final price is calculated based on the total amount shown in the Booking.com or Expedia screenshot, after applying the applicable discount, regardless of the price breakdown. 

Any taxes or mandatory fees payable directly at the hotel (such as city tax or tourism fees, if applicable) are not included and must be settled locally upon check-in. These charges are the guest’s responsibility. 

In case of cancellation, the amount will be credited to your GTO Wallet within 48 hours. If You Chose a refund to the original payment method, a 5% administration fee will be applied, and the refund will be processed within 30 working days. 

If you have any questions, please feel free to contact us. 

Thank you for choosing GTO.