When should you refresh the scorecard?
Refresh when evidence could change the decision—not merely on a calendar. The following timing is a proposed desk workflow, not a supplier obligation unless agreed.
- The organising principle is simple: a defensible charter decision combines fit, evidence and accepted exposure. None substitutes for the others.
| Decision point | Refresh requirement |
|---|---|
| Shortlist issue | Date-stamp quote, crew information, availability and material specifications |
| Before signature | Reconcile final contract, special conditions, price, guest allocation and outstanding approvals |
| Before deposit or balance transfer | Check current contractual entitlement to payment and independently authenticate instructions |
| Two to four weeks before embarkation | Reconfirm key crew, essential equipment, preferences, access and itinerary assumptions |
| Final operational briefing | Confirm handover details, current route, weather alternatives and guest responsibilities with the captain |
| Any material change | Reopen affected criteria and mandatory checks; notify the principal before accepting a consequential compromise |
What should the final recommendation say?
Use a short, conditional statement:
Recommend Proposal B for principal approval: 87.4/100 fit on all criteria assessed, with 97% documented evidence coverage. It meets the mandatory family requirements and remains within the approved illustrative spending scenarios. Approval depends on acceptance of the stated budget headroom and remaining privacy-process detail. Finance must complete the transfer-specific payment check before releasing funds.
The organising principle is simple: a defensible charter decision combines fit, evidence and accepted exposure. None substitutes for the others.
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