How to quote a charter trip

A charter quote is simple on paper: where, when, who, on what aircraft, for how much. The work is everything around it: the follow-up questions, the availability checks, the bids, the changes. Here's the whole process, a template you can copy, and how to run all of it from a text thread.

1. Get the full request up front

Most quotes stall because something is missing. Before you price anything, make sure you have:

• Route: departure and arrival airports (ICAO codes avoid confusion: KTEB, not "New York").
• Dates and times for every leg, and whether times are flexible.
• One way or round trip. If round trip, whether the aircraft waits or repositions.
• Passengers: count, plus pets, infants, or anyone needing assistance.
• Luggage: bag count and anything oversized (golf bags, skis, equipment).
• Aircraft preference: category (light, midsize, super-mid, heavy) or a specific tail.
• Extras: catering, ground transport, Wi-Fi, international paperwork.
• Contact and decision-maker: who approves the quote, and how they want to hear back.

2. Check availability

If you operate the aircraft: confirm the tail is free, the crew has duty and rest time for the trip, and the airports work for that aircraft (runway length, hours, slots, customs).

If you're a broker: send the request to operators who fly the right category in that region, and collect their availability and pricing. The operator keeps operational control of the flight and owns the charter contract.

3. Price it

A charter price is usually built from:

• Flight time at the aircraft's hourly rate, including any repositioning (positioning legs to pick up passengers or get back to base).
• Crew costs: overnights, per diems, and extra crew for long days.
• Airport and handling fees: landing, parking, FBO and handling fees.
• Taxes: for US domestic trips, the federal excise tax on air transportation and the per-passenger segment fees.
• Extras: catering, de-icing, ground transport, international fees.

State what's included and what may change (de-icing and fuel surcharges are the usual surprises).

4. Send a clean quote

Put the trip, the aircraft and the price on one page, under your name. Include the terms: how long the quote is good for, deposit and payment terms, and the cancellation policy. Brokers should be clear that they are arranging the flight and name the operator.

5. Follow up, then keep the trip moving

Most quotes are won or lost on speed and follow-up. Once it's booked, the work shifts to passenger details and documents, and to the changes every trip has: a new passenger, a later departure, a catering swap.

Copy this quote template

CHARTER QUOTE — [Your company]
Quote #: [  ]        Valid until: [date, time, time zone]

TRIP
Leg 1: [ICAO] → [ICAO]   [date]  depart [time local]
Leg 2: [ICAO] → [ICAO]   [date]  depart [time local]
Passengers: [#]   Pets: [ ]   Luggage: [# bags, oversized items]

AIRCRAFT
[Type / category]   Tail: [N-number or TBD]   Seats: [#]
Operated by: [Part 135 operator name and certificate #]

PRICE (USD)
Flight time ([#] hrs @ [$]/hr incl. repositioning)  [$]
Crew (overnights / per diem)                         [$]
Airport, FBO and handling fees                       [$]
Federal excise tax and segment fees                  [$]
Extras (catering, ground, Wi-Fi)                     [$]
TOTAL                                                [$]

Not included / may change: [de-icing, fuel surcharge, ...]

TERMS
Deposit: [%] to confirm   Balance due: [when]
Cancellation: [policy]
Contract and payment are with the operator named above.

Questions or changes: reply to this message.

Or do all of it from a text thread

Everything above can happen in the channels you already use. You don't need to open an app to request a trip, build the RFQ, or bid on one. Flyn, GoFlight's AI teammate, works by text, WhatsApp, Telegram and email.

Brokers and customers

Text or email Flyn the trip in plain words. Flyn asks the follow-up questions, builds the trip, and sends the RFQ to operators. Bids come back to the same thread. Ask Flyn to compare them, then send your client the one you choose, under your name.

Operators

RFQs reach you by text, WhatsApp or email. Reply with your aircraft and price and Flyn submits the bid for you. Change it or withdraw it the same way. Flyn also takes trip updates and chases passenger documents in the thread.

You stay in charge

Routine updates go out on their own. Anything that matters, like a quote to a client, waits for your OK. GoFlight never touches the charter payment: the customer contracts with and pays the operator directly.

The GoFlight app is there when you want the full picture of trips, bids and documents. It's never required.

More: GoFlight for Part 135 operators · GoFlight for charter brokers