A concise desk-to-desk brief should show the current instruction, its unresolved dependencies and who can authorise a change.
Use one case reference, a revision date and time with timezone, and a named operational owner. Distinguish the requesting organisation from the payer and from the person accompanying the patient. Mark the brief “feasibility request”, “quote request” or “booking instruction requested”; its heading should not suggest that an unconfirmed plan has already been booked.
Use confirmed / proposed / unknown for the flight, receiving destination, support level, payment route and airport meeting point. Unknown is useful information: it identifies the next decision owner. Do not substitute an old flight booking for a current itinerary or an earlier clinical instruction for a new one. Send the relevant update to the authorised clinical or carrier contact where reassessment is needed.
Write “who hands over to whom, where, and after which confirmation”. Name the inbound escort contact, China vehicle contact when assigned, receiving contact and desk escalation contact. Give local dates for overnight or connecting itineraries. Explain whether the escort remains through hospital reception or ends at the airport. State companion and luggage arrangements so they do not become an unpriced change at pickup.
The copyable brief below is for logistics. Use a case reference rather than full identity in an initial public enquiry. Do not include passport numbers or a clinical record in the template. Relevant clinical material can follow through an agreed authorised channel. If an essential item changes, state the changed field and ask the recipient to acknowledge the new version; silence is not booking confirmation.
Send the route, local date, required support, receiving status and payer contact. Exchange detailed records through an agreed authorised follow-up channel; sending an email does not confirm a booking.