Itinerary Change Log Template: Link Each Decision to Its Quote
By the TripTended team
Use this free change log to keep the history of a client request when quotes, decisions and supplier replies arrive at different times. Instead of overwriting a single status cell, add a row for each new piece of evidence and link it to the event it answers.
The result is a saved event history plus a short current handoff note. It helps another advisor see which quote the client actually accepted, what the supplier answered, and which result is still missing. Use it alongside your normal booking and client communication tools.
Download the blank event log
If the download is unavailable, copy the CSV below.
The CSV has 14 columns and one starter row with reference IDs. No decision or completed action is prefilled. Download it without an account, or copy the text into a file with a .csv extension and open it in your spreadsheet application. This is a standalone worksheet, not a TripTended import format or a software trial.
Change reference,Event reference,Recorded at with time zone,Recorded by,Event type,Source reference,Scope or version,Related event references,Recorded fact,Open question,Next action,Action owner,Next check with time zone,Corrects event reference
C-01,E-01,,,,,,,,,,,,Save a copy for one trip and identify the trip in its filename or an accompanying note. Give separate requests different change references. Make event references unique throughout the file; when combining logs, resolve duplicate IDs before relying on their links.
Record one event at a time
Start with the client’s actual request and the approved itinerary or service it affects. Preserve those sources. Add another row when you receive a quote, decision or supplier reply, or when an advisor checks an operational update or client-facing version. Do not create rows that imply those events have already happened.
| Columns | What to enter |
|---|---|
| Change reference; Event reference | Identify the request and this individual event. Keep the change reference stable; give every new row its own event reference. |
| Recorded at with time zone; Recorded by | Enter who recorded the event and the actual recording time. This is not necessarily when the source was issued or became applicable. Keep the source’s own date and context with its reference. |
| Event type; Source reference | Describe what arrived or was checked: Request, Quote, Client decision, Supplier response, Record update or Review. Point to the original message, document or reviewed record. These are suggested worksheet labels, not product states. |
| Scope or version; Related event references | Identify the affected arrangement and exact version. Link to the earlier event this one answers, such as the quote event a client decision refers to. Use multiple references when needed. |
| Recorded fact; Open question | Write what the source actually supports, then state what it leaves unresolved. “Client accepted Q1” is narrower than “upgrade confirmed.” An ambiguous reply remains a question. |
| Next action; Action owner; Next check with time zone | Record the follow-up arising from this event. Assign a person and a review point suited to the actual deadline; do not invent a standard response time. |
| Corrects event reference | Use only when correcting an earlier log entry, such as a mistyped source reference. Identify the old event and explain the correction in Recorded fact. A new commercial quote or decision is a new event, not a correction to history. |
Keep evidence references in an authorized workspace. Do not put passport numbers, payment card details, passwords or private access tokens in the log. A reference should let an authorized colleague retrieve the relevant source; it does not need to expose the source publicly.
For the sequence of checks from request through closure, use the client itinerary change workflow. This template adds a place to retain the individual events and their relationships.
Link the decision to the version it covers
In a client-decision row, name the quote and scope the client reviewed, and link to that quote’s event. If the decision does not identify a version clearly enough, record the uncertainty and obtain clarification. Do not attach it to the newest quote simply because that quote is last in the spreadsheet.
In a supplier-response row, link to the applicable quote or request and record the comparison actually made. Client approval and supplier acceptance answer different questions. A reply about the original room does not establish acceptance of a later room change.
A revised quote gets a new event reference even if it uses the same supplier filename. Keep the earlier quote and its client decision. Determine the relationship from the actual sources; neither recording time nor a larger number in a filename proves that an arrangement supersedes another one.
If an event affects several services, list that scope explicitly and keep separate follow-ups for results that need different owners or evidence. If two requests interact, reference both changes and resolve their combined scope before treating either as closed.
Try the fictional quote mismatch
This exercise is invented to explain the log. It is not a customer trip, supplier offer, completed booking or product test. V3 is the approved baseline. In the exercise, Q1 and Q2 are distinct quotes for the same stay, and the source for Q2 explicitly replaces the earlier offer. No price or availability is implied outside the exercise.
| Event | Type and source | Related events | Recorded fact and missing result |
|---|---|---|---|
| E-01 | Request R1; baseline V3 | None | The client asks for a different room for the identified stay. Keep V3 and the request. |
| E-02 | Quote Q1 | E-01 | Q1 offers a sea-view room for that request. Preserve its scope and conditions. |
| E-03 | Client decision D1 | E-02 | The client accepts Q1. This event does not establish supplier acceptance. |
| E-04 | Revised quote Q2 | E-01; E-02 | Q2 explicitly replaces the offer with a balcony room. D1 still refers to Q1. |
| E-05 | Supplier response S2 | E-04 | S2 accepts the Q2 arrangement in this exercise. There is no client decision on Q2 in the log. |
Current handoff: Keep C-01 open. Ask the assigned advisor to clarify the client’s decision on Q2’s changed scope through the normal client process. Preserve D1 on Q1; do not relabel it as approval of Q2. Before carrying the change through, review the applicable supplier evidence, financial effects and affected records separately. An acceptance recorded in S2 does not prove that a different existing booking was canceled or amended.
Once new evidence arrives, add its own row and reference the event it addresses. If the client rejects Q2 or the supplier’s response no longer applies, record that result and the next question. There is no predetermined successful ending to fill in.
Correct an entry without erasing the history
If E-03 was logged with the wrong document reference, add a new event stating what was wrong, the correct reference and why. Put E-03 in Corrects event reference. Keep the original row so a colleague can understand why an earlier handoff used different information. Do not use this field to invent or change a client’s decision.
If two later rows claim to correct the same event differently, retain both and resolve the conflict against the original sources before relying on either. A missing related event is also a gap to investigate, not permission to guess its content.
Rows preserve what was known at the time. Their old next actions do not automatically become the current work list. Review the relevant event chain and write an updated handoff note; filtering only rows with an Open question will not tell you whether a later event resolved that question.
Write the current handoff separately
Filter by change reference, inspect the referenced sources and linked events, then fill this note. Record the basis for each result instead of copying the last row’s wording. An empty field means the review is incomplete, not that the check passed.
Change and approved baseline:
Summary reviewed by / at with time zone:
Current scope and quote references:
Applicable client decision:
Supplier result and source:
Operational and client-version checks:
Unresolved items / owner / next check:
Next action and basis for closing or keeping open:Review any affected payment obligations and payment or refund evidence independently; recording an amount or receipt does not verify that money moved. Before closing, check the affected operational records and the actual client-facing version as well as the decision and supplier evidence. The itinerary version review guide covers that comparison. Record anything still missing with its owner and next action.
Closing this change does not make the whole trip ready. For a review across the trip, use the trip readiness review log. This event log does not book or cancel services, move money, verify payments, publish client pages or mark Trip Ready.
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Prepared with AI assistance using TripTended’s documented business-state and history-preservation boundaries. The template is a recommended recordkeeping method, and its exercise is fictional. It does not claim an advisor has completed a real change or that software performs the external actions described.