Liftbrief / Do-it-yourself game plans
Who should own each part of the purchase?
Give one person responsibility for the buying file, but keep commercial approval and operational decisions separate.
Use this proposed contact map:
| Contact | Ask them to own or confirm | Document to retain |
|---|---|---|
| Executive assistant, chief of staff or travel manager | Itinerary, passenger requirements and supplier coordination | Mission brief and change log |
| CFO, procurement lead or family office COO | Budget, exception approval and contingent expenditure | Decision memo and approval |
| Broker’s account lead | Sourcing, seller role, commercial terms and communications | Proposal, agreement and disclosures |
| Operating carrier’s authorised commercial/operations contact | Aircraft allocation, mission feasibility and operational arrangements | Written confirmations and flight itinerary |
| Company insurance adviser | Adequacy of cover and any requested endorsements | Written review and insurer-issued evidence |
| Aviation lawyer | Unusual terms, liability, leasing, programme commitments and disputes | Redline and advice |
| Aviation tax adviser | Transaction-specific taxes and ownership/personal-use questions | Tax assumptions or advice |
| Accounts payable or treasury | Vendor onboarding and independently verified payment instructions | Vendor record and payment confirmation |
An operator’s work extends well beyond issuing a quote: Hop-A-Jet’s published coordinator role includes flight vetting, maintenance coordination, flight following and crew logistics. That is useful evidence of the operational work a buyer should expect the supplier—not the assistant—to handle. (hopajetworldwide.com)
What should the buyer’s document folder contain?
Create eight folders or workbook tabs:
- 01 Mission: approved brief, itinerary versions and passenger requirements.
- 02 Alternatives: commercial options, ground travel and meeting changes considered.
- 03 Proposals: original quotes, timestamps, validity and supplier clarifications.
- 04 Counterparties: seller, contracting entity, payment recipient and operating carrier.
- 05 Diligence: authority checks, insurance evidence and flight-specific reports.
- 06 Agreement: signed contract, incorporated schedules and accepted amendments.
- 07 Operations: confirmations, disruption decisions and approved changes.
- 08 Close-out: invoices, supporting receipts, refunds and performance record.
For every material assertion, record document, page or clause, date, owner and verification status. Use the labels documented, supplier assertion, modelled assumption and unresolved rather than treating every cell as an established fact.