Fare Rules
Definition: Fare rules are the conditions attached to a fare: changes, cancellation and refund terms, minimum and maximum stay, advance purchase, baggage and validity.
How fare rules work
Every airline fare comes with rules set by the airline. Two fares on the same flight can cost different amounts because their rules differ: a cheaper fare often allows no refund and charges more to change.
The rules you will check most often:
- Changes: whether the date or route can be changed, and the penalty.
- Cancellation and refund: whether money comes back, and how much is kept.
- Baggage: checked bags included or not.
- Advance purchase: how many days before departure the fare must be bought.
- Minimum and maximum stay: limits on how long the traveller can stay.
- Validity: how long the ticket can be used.
Why it matters for travel agencies
Most disputes with travellers come from rules they did not know about. If you quote only the price and the customer later asks for a refund on a non-refundable fare, you are the one who has to explain it.
Good practice: put the change, refund and baggage rules in plain words on every quote. When a customer is unsure about their dates, offer a fare with more flexible rules, even if it costs more.
Example
Hypothetical: a customer chooses the cheapest fare. The agent's quote says "No refund. Date change allowed with a fee. 1 checked bag." When the customer later asks to cancel, there is no argument: they agreed to the rules in writing.
How QuickOTA shows fare rules
In the QuickOTA B2B Panel you see baggage, change and refund conditions before you book, together with the itemised service fee. Read the full guide: Airline Fare Rules Explained.