How to Read a Private Charter Quotation, Line by Line

When you receive a charter quotation, the total at the bottom is what you notice first. But the lines above it tell you how the price was built, what is included, and what might change. Knowing how to read them makes it far easier to compare options and avoid surprises.

The aircraft and its flying time

Most charter pricing starts with block hours: the time from when the aircraft starts moving under its own power to when it stops at the destination. The operator multiplies these by an hourly rate for that aircraft type. Faster aircraft cost more per hour but fly fewer hours, which is why a light jet and a turboprop can end up closer in total price than their hourly rates suggest.

Positioning, or "ferry", legs

If the aircraft is not based at your departure airport, it has to fly there first, and after a one-way trip it usually has to fly home. These empty flights are called positioning or ferry legs, and they are normally charged. They explain why the same trip can be priced very differently depending on where available aircraft are based on the day, and why empty-leg deals can be so good when a positioning flight happens to match your route.

Airport charges

• Landing and parking: charged by the airport operator, higher at busy metro airports.
• Navigation and route charges: charged for use of air traffic services.
• Handling: the ground handler's fee for passenger and aircraft services.

Some quotations include these in a single figure; others list them. Either is fine, as long as you know they are covered.

Crew and overnight costs

If your trip keeps the crew away from base overnight, expect a line for crew accommodation and allowances. Crew duty limits set by the DGCA also mean very long days may need two crews, which the operator will price in.

Waiting time

For a same-day return, the aircraft waits for you. Operators usually include a set amount of waiting and charge for extra hours, and airports may charge parking. If your plans are flexible, ask how waiting is priced before you confirm.

Catering and extras

Basic refreshments are commonly included. Special catering, ground transport, flowers, or extra baggage handling may be listed separately.

Taxes

GST applies to charter services, and the quotation should show it as a separate line on top of the service amount. Rates depend on the nature of the service and current notifications, so rely on the figure in your written quotation rather than a rule of thumb. We explain the background in GST and taxation on private charter.

Price validity

A charter price is held for a limited time, because aircraft availability, fuel prices and other bookings change. A BookAir quotation shows exactly how long the price is held. After that, the operator must re-confirm availability and price before you can book.

What can change after you confirm

• Changes you request: different times, extra stops, more passengers or baggage.
• Extra waiting time beyond what is included.
• Airport-imposed charges that change with timings, such as night parking.

What should not change is the agreed price for the agreed trip. If something is unclear, ask before you pay.

Comparing two quotations fairly

When you have more than one option, compare like with like:

• Same aircraft class? A midsize jet and a turboprop are different products even on the same route.
• Same inclusions? One quote may include airport charges and catering while another lists them as extra.
• Same schedule? A same-day return with waiting included is not comparable with two one-way flights.
• Same validity? A lower price held for a few hours is not better than a slightly higher one held long enough for you to decide.

Substitutions

Sometimes the aircraft you asked for is not available and a comparable one is offered. A clear quotation says so: which aircraft you asked about, which one is being quoted, and why. BookAir quotations show this explicitly, so there are no surprises on the day.

Payment and confirmation

A quotation is an offer, not a booking. The trip is confirmed once you accept, the operator confirms the aircraft and crew, and payment is made on the agreed terms. Until then, the aircraft may be booked by someone else, which is why the validity window matters.

Red flags

• A single number with no breakdown and no named aircraft.
• No mention of taxes.
• No way to identify the operator who will fly the trip.
• Pressure to pay before you have the written quote.

Our guide to safety questions to ask pairs well with this one.

Five questions worth asking

1. Is positioning included, and from where is the aircraft coming?
2. How much waiting time is included on a return trip?
3. Are airport charges and handling included?
4. What happens if weather delays or cancels the flight?
5. Which operator will fly the trip, and under which permit?

Every BookAir quotation shows the aircraft, the full line-item breakdown including GST, and how long the price is held. Request one and we will walk you through it.