How to Structure an ACMI RFP for Short-Term Airline Capacity
A clear guide for airlines, brokers and aviation buyers preparing an ACMI request for peak season, route launches, aircraft downtime or urgent capacity cover.
An ACMI RFP should make it easy for aircraft operators to quote the requirement without guessing. Too many airline capacity requests fail because the buyer sends a weak enquiry: “Need A320 for three months, please send offer.” That is not enough.
A serious ACMI request needs route detail, dates, aircraft profile, utilization, commercial assumptions, regulatory requirements, payment terms and operational responsibilities. The more complete the RFP, the faster the operator can decide whether the aircraft fits.
Start With the Operational Requirement
The first section should explain why the airline needs capacity. Is it for peak season flying, fleet shortage, engine issues, delayed aircraft delivery, new route testing, charter program support, cargo demand or aircraft-on-ground cover?
The reason matters. An operator will price a stable summer program differently from a distressed emergency requirement. Short notice, uncertain schedules and unclear authority approvals increase risk.
The RFP should state the requested start date, end date, operating base, route network, expected weekly rotations, monthly block hours and target aircraft size. If the airline can accept alternative aircraft types, say so early. Flexibility can unlock more options.
Define the Aircraft Requirement
The RFP should specify aircraft category, seat count, cabin configuration, range needs and any technical restrictions. For passenger operations, include expected load factor, baggage assumptions, cabin service requirements and branding needs. For cargo operations, include payload, volume, commodity type, dangerous goods restrictions and airport handling conditions.
Do not over-specify unless the aircraft requirement is firm. If the route can work with a B737-800, A320 or A321, state that. If the aircraft must be widebody, explain why. Operators and intermediaries can only help when the requirement is commercially clear.
State What Must Be Included
A standard ACMI structure includes aircraft, crew, maintenance and insurance. The RFP should still define the scope clearly. Ask whether the provider’s quote includes crew salaries, crew per diems, maintenance reserves, hull and liability insurance, operational control, technical support and aircraft substitution rights.
Then list what the lessee will cover. This often includes fuel, navigation fees, airport charges, overflight permits, ground handling, catering, passenger taxes, accommodation, crew transport, security and de-icing.
This section prevents confusion later. It also protects the buyer from comparing two quotes that look similar but allocate costs differently.
Include Regulatory and Compliance Information
ACMI leases can require approvals from civil aviation authorities, especially when aircraft are operated across borders or under foreign AOCs. The RFP should identify the lessee airline, operating license, AOC status, intended jurisdiction, traffic rights, route permissions and any local wet lease restrictions.
Operators will also want to know whether the aircraft must fly under the provider’s flight number, the lessee’s commercial brand, or a mixed structure. If slots, permits or traffic rights are not ready, say so. Surprises delay capacity.
Define Commercial Terms Early
Short-term ACMI capacity is competitive. Serious buyers should state their preferred payment structure, deposit readiness, invoicing cycle and acceptable security package. This may include advance payments, escrow, standby letter of credit, parent guarantee or other credit support.
The RFP should also ask for cancellation terms, minimum guaranteed hours, ferry costs, positioning charges, maintenance downtime treatment, delay responsibility, insurance limits and force majeure wording.
Cheap quotes with weak terms are not always cheaper. A higher quote with cleaner availability, stronger crew planning and better substitution rights may protect the schedule better.
Blue Cube Aviation Context
Blue Cube Aviation supports qualified ACMI, dry lease, charter and aircraft sale enquiries by helping clients present aircraft requirements in a format operators can actually review. We arrange private jet charter, aircraft leasing and aircraft sales solutions for clients who need discretion, speed and operational clarity. For ACMI or short-term capacity requests, contact info@bluecubeaviation.net with the aircraft type, routes, dates, monthly hours, passenger or cargo profile and preferred lease structure.
Suggested ACMI RFP Structure
A strong RFP should include:
- Buyer profile and airline details
- Reason for capacity requirement
- Aircraft type or acceptable alternatives
- Operating base and route network
- Start date, end date and schedule
- Monthly block-hour estimate
- Passenger or cargo assumptions
- Required approvals and traffic rights
- ACMI scope and cost responsibilities
- Payment terms and security package
- Insurance, substitution and cancellation terms
- Deadline for operator response
Final View
An ACMI RFP is not a brochure request. It is a commercial capacity mandate. Operators need enough detail to check aircraft availability, crew planning, route suitability, approvals, insurance, maintenance exposure and payment risk.
A clean RFP gets taken seriously. A vague one gets ignored, repriced or passed around until the aircraft is gone.
