Things to Know
Policies, Payments & Procedures
Payment & Ticketing
Understanding how air tickets are paid for and issued is essential to managing client expectations and avoiding costly errors.
Full Payment at Booking
Air tickets are issued immediately upon booking and are non-refundable in most cases. Unlike hotels, you cannot hold an air reservation without payment.
Ticketing Deadline
All bookings must be ticketed within 24 hours (domestic) or 72 hours (international) of reservation. Failure to ticket means the reservation auto-cancels.
Credit Card Authorization
Clients must authorize the charge before ticketing. Regal Wings uses secure tokenization — do not store card numbers.
Invoicing
An e-ticket itinerary is emailed to the client automatically. Advisors receive a commission confirmation within 5–7 business days.
PRO TIP
Always collect card details before calling to book. Having to call the client back to get payment info is the #1 cause of ticketing deadline misses.
Change & Cancellation Policies
Airline policies vary widely. Regal Wings consolidates the most common scenarios below — always verify with the specific fare rules before communicating to clients.
| SCENARIO | TYPICAL FEE | NOTES |
|---|---|---|
| Same-day change | $0–$75 | Most carriers offer 1 free same-day change on domestic |
| Date/routing change | $100–$300 | Fare difference may also apply; fully flexible fares waive fees |
| Name correction | $25–$200 | Minor corrections (typos) often free; legal name changes costly |
| Full cancellation | $0–$350 | Basic economy typically non-refundable; main cabin varies by carrier |
| Award ticket change | $0–$150 | Varies by program; partner awards more restrictive |
| No-show | 100% forfeiture | Proactive rebooking before departure prevents this — critical value prop |
Baggage & Seat Selection
- Basic economy fares on most US carriers include 0 checked bags. Confirm this before ticketing to avoid client surprise at the airport.
- Premium economy, business, and first class almost universally include 1–2 checked bags at no charge.
- Codeshare flights (booked on one carrier, operated by another) often have conflicting baggage policies — the operating carrier's policy governs.
- Seat selection fees range from $0–$200+ for preferred seats; Regal Wings advisors can often request complimentary seat assignments via GDS.
- Clients with status (elite loyalty) typically get free seat selection and upgrades — always ask before charging.
Frequent Flyer Programs & Upgrades
Always ask for loyalty numbers
Collect FF numbers at time of booking. Post-ticketing additions are possible but require airline contact — a friction point you can eliminate.
Upgrades at booking vs. at airport
Instrument (miles) upgrades must be requested pre-departure. Complimentary upgrades for elites clear closer to departure — advise clients accordingly.
Partner vs. operating carrier credits
Miles credit to the carrier on whose ticket you book, not always who operates the flight. This matters for codeshare itineraries.
Status match opportunities
If a client has status on one carrier, coach them on status match/challenge programs when switching airlines for a trip.
Commission Structure
Regal Wings pays commissions on net air revenue (base fare + carrier-imposed fees, excluding taxes). Commission rates vary by booking type and advisor tier.
| BOOKING TYPE | COMMISSION RATE | PAID VIA |
|---|---|---|
| Standard published fares | Variable | Monthly host agency check or direct deposit |
| Net/consolidator fares | Markup-based (advisor sets) | Retained at point of sale — no commission report |
| Group bookings (10+ pax) | Variable | Paid after final ticketing and deposit clearance |
| Award ticket service fee | $75–$150 flat fee | 100% retained by advisor — no split with Regal Wings |
HOST AGENCY NOTE
If you are hosted, your agency split applies on top of these rates. Confirm your split with your host before quoting clients on your earnings.
Group Booking Procedures
Groups of 10 or more passengers qualify for group air pricing, which often includes amenities like name change privileges and deposit hold structures not available on individual tickets.
- 1Submit a Group RequestContact the Regal Wings Group Desk at least 30 days before departure (90+ days for international). Provide: group size, origin, destination, preferred dates (+/- 2 days), cabin preference.
- 2Review Group QuoteRegal Wings will return a group quote within 48 hours with pricing, deposit requirements, and name deadline dates. Quotes are held for 5 business days.
- 3Collect DepositsGroup bookings require a per-person deposit (typically $150–$300). Full name list and final payment is due 60 days before departure.
- 4Name ChangesMost group contracts allow 1–2 free name changes per 10 passengers. Advise clients to finalize names as early as possible.