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GullySystem

Vouchers and Travel Papers for Tour Operators

Vouchers and guest papers are produced from the confirmed booking, not typed again. The guest, the hotel and the tour manager each get the sheet their part needs.

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What comes out of a confirmed file

Papers print once the bookings behind them are confirmed.

Hotel voucher

The property, the nights, the rooms, the meal plan, the guest names and the reference the hotel gave, on your own letterhead.

Activity and entry vouchers

Separate slips for a boat ride, a ropeway, a camp or a rafting run, carrying the date, the number of guests and the supplier contact.

Guest day sheet

The day-wise plan as the guest reads it, with hotel addresses, driver numbers, inclusions and the exclusions your office states.

Pickup and joining note

Reporting time, pickup point, vehicle number where known and the tour manager’s phone. This goes out a day or two before departure.

Sending and reissuing

Papers go by WhatsApp or mail from the file, and the system records what was sent and when. A hotel changed at the last minute means one voucher is reissued, not the whole set. The guest gets the corrected sheet, and the earlier one stays on record for the office to refer to if a question comes up later.

Papers the guest brings

Identity proof, passport copies for an inbound guest, photographs for permits and medical notes for a trek are collected against the passenger record. Operations can see whose papers are still awaited. The checklist is yours to set.

What the client decides

  • The design of your voucher and day sheet, and what each one shows.
  • Which papers are collected from a guest, and how long copies are kept.
  • Whether driver numbers are printed for the guest or given on the phone.
  • How soon before departure the joining note goes out.
FAQ

Frequently asked questions

Can vouchers carry our logo?

Yes. Your letterhead, logo and terms are set once, and every voucher and sheet prints with them.

Is a voucher possible before the hotel confirms?

No. A voucher draws on a confirmed booking, so an unconfirmed night cannot produce one.

Can the whole set go to one guest as a packet?

Yes. Vouchers, the day sheet and the joining note can be sent together, which suits a family travelling on a custom trip.

Does the tour manager get a different sheet?

Yes. The escort sheet adds the passenger list with phone numbers, room allotment and vendor contacts that the guest copy leaves out.

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