Document Authority for an Exception to a Distribution Decision

Distribution exceptions can affect inventory, rate visibility, partner terms, and guest expectations. Before changing an allocation or making a special rate available, a revenue manager should identify the decision owner and the evidence that owner needs. A verbal request from a partner or another department may begin the review, yet it does not replace the property’s approval process.

Document the proposed exception in plain terms: dates, channel, inventory or rate involved, requested duration, commercial reason, and possible effect on other commitments. Check current contracts and internal authority guidance. If legal, sales, or distribution leadership must review an issue, route it before the change is made.

Partner manager Rob said, “Give our site twenty more rooms for the festival weekend. We will promote the property on our homepage.” Revenue manager Jia replied, “I can prepare the request for review. Which dates, rate plan, and production commitment are you proposing?” Rob said, “Friday and Saturday, at the current public rate.” Jia continued, “Those dates overlap with an existing allocation. I will compare available sellable rooms, the partner terms, and the impact on that commitment. The distribution director approves allocation exceptions for this property. I will send the analysis to her and return with the decision after she reviews it.” Rob asked whether rooms could be opened today. Jia said, “I cannot release that inventory before the approved review is complete.”

Keep the final record with the approver, decision date, scope, and expiry. A future team member should be able to see whether the exception was one weekend or an ongoing arrangement.

Roleplay a request that arrives through sales with incomplete dates. Review whether the manager gathers the missing facts, identifies the authority owner, and avoids changing distribution before approval.