Retention Segments in GDS: How to Keep Your PNR Active (Amadeus, Sabre, Galileo)
If you work with global distribution systems (GDS) like Amadeus, Sabre, or Travelport Galileo, understanding Retention Segments is essential. They allow travel agents to keep PNRs active without adding new flight segments, which is critical for managing bookings, exchanges, and reporting.
Without a retention segment, a PNR will be automatically purged from the system after the last travel date passes. This makes it impossible to retrieve the booking for servicing, refunds, or historical reference. Retention segments solve this problem cleanly.
What Is a Retention Segment?
A Retention Segment is a non-air segment added to a PNR to “retain” it in the system. It is stored in the PNR’s itinerary and looks similar to a passive segment, but its purpose is purely administrative.
It is used to:
- Keep a PNR active when no new flights are added
- Prevent automatic cancellation of the booking
- Link tickets to an existing file
- Preserve information for accounting or reporting purposes
In short, a retention segment keeps your booking alive in the GDS even if no active flight segments exist.
Good to know: The retention segment tells the GDS system how long to retain the PNR before archiving it. This is especially useful during exchanges, refunds, or when a passenger has not yet decided on new travel dates.
When to Use Retention Segments
Travel agents commonly use retention segments in cases like:
- After canceling air segments but still needing to keep the PNR
- Issuing tickets without creating new flight segments
- During exchanges or refunds
- Preserving client information for future travel
Retention segments do not affect pricing, since they are not actual flights, but they are crucial for keeping the PNR in an active state.
Amadeus โ Retention Segment Command
AMADEUS ยท RU
RU1AHK1SHJ08APR/FREE TEXT
Explanation
| Part | Meaning |
|---|---|
| RU | Retention transaction code โ used to extend or maintain PNR activity |
| 1A | Office ID or agent office code (Amadeus vendor code) |
| HK1 | Confirmed segment for 1 passenger |
| SHJ | Departure city (origin of the trip) |
| 08APR | Date until which the PNR will remain active |
| /FREE TEXT | Any note added for reference |
Example:
RU1AHK1PAR31AUG*COVID19/P1 โ This creates a retention segment with city PAR, valid until 31AUG, with free text “COVID19” and for 1 passenger.
Sabre โ Retention Segment Command
SABRE ยท 0OTH
0OTHYYGK1SHJ26SEP-FREE TEXT
Explanation
| Part | Meaning |
|---|---|
| 0 | Retention segment entry (sell segment command) |
| OTH | “Others” segment type โ non-air segment |
| YY | Generic airline code (not specific to any airline) |
| GK1 | Ghost segment for 1 passenger |
| SHJ | Departure city |
| 26SEP | Date until which the PNR will remain active |
| -FREE TEXT | Optional note for reference |
Sabre retention rule: Retention segments in Sabre can keep a PNR live for up to 320 days from the current date. The system automatically calculates the date and inserts the segment. To keep the PNR clean, the system may automatically remove the retention segment while keeping the retention functionality activated. Check PNR history (
*H) to see when the retention segment was inserted.
Galileo โ Retention Segment Command
GALILEO ยท RT.T
RT.T/16may*free text
Explanation
| Part | Meaning |
|---|---|
| RT.T | Retention segment command in Galileo |
| /16may | Reference date until which the PNR will remain active |
| *free text | Optional note for reference |
Important: The Galileo retention segment does not send any information to the airline. It only prevents the PNR from being purged in the Galileo system. Example:
RT.T/31DEC*RETENTION DUE TO COVID-19
After adding the retention segment, the PNR remains active and can be updated or ticketed later.
Why Retention Segments Are Important
- Prevents PNR cancellation: Systems automatically purge inactive PNRs. Retention segments stop that.
- Keeps client history: Important for agencies to track travel patterns and maintain customer relationships.
- Facilitates exchanges/refunds: Allows tickets to remain linked to the original booking for accurate processing.
- System compliance: Some GDSs require a segment to maintain fare rules or ticketing rules.
Related reading: For more on PNR management, see Split PNR Commands in Amadeus, Galileo and Sabre and How to Clone PNR in Amadeus, Galileo and Sabre.
Best Practices
- Always add meaningful free text to identify the reason for retention.
- Use the correct command for each GDS to avoid errors.
- Keep retention segments updated when the PNR changes.
- Remove segments once they are no longer needed to keep your PNR clean.
- Check the retention date โ don’t set it too far in the future if the client will make a decision soon.
Pro tip: During irregular operations (IROPS) or mass cancellations, retention segments are essential for keeping passenger records accessible for rebooking and refund processing.
Quick Reference Table
Bookmark this table for quick access during your daily work.
| GDS | Command | Example |
|---|---|---|
| Amadeus | RU1AHK1SHJ08APR/FREE TEXT | RU1AHK1PAR31AUG*COVID19/P1 |
| Sabre | 0OTHYYGK1SHJ26SEP-FREE TEXT | 0OTHYYGK1MEX21FEB-COVID |
| Galileo | RT.T/16may*free text | RT.T/31DEC*RETENTION DUE TO COVID-19 |
Related reading: For a complete reference of all GDS commands, see the Ultimate Amadeus Commands Guide, Ultimate Galileo Commands Guide, and Sabre Commands Complete Reference.
Frequently Asked Questions
What is a retention segment in GDS?
A retention segment is a non-air segment added to a PNR to keep it active in the system. It prevents automatic cancellation of the booking, links tickets to an existing file, and preserves information for accounting or reporting purposes. It tells the GDS system how long to retain the PNR before archiving it.
How do I add a retention segment in Amadeus?
In Amadeus, use the command
RU1AHK1SHJ08APR/FREE TEXT. RU is the retention transaction code, 1A is the office ID, HK1 is a confirmed segment for 1 passenger, SHJ is the departure city, 08APR is the date until which the PNR remains active, and /FREE TEXT is an optional note for reference.How do I add a retention segment in Sabre?
In Sabre, use the command
0OTHYYGK1SHJ26SEP-FREE TEXT. The 0 is the retention segment entry, OTH is the others segment type, YY is a generic airline code, GK1 is a ghost segment for 1 passenger, SHJ is the departure city, and 26SEP is the date until which the PNR remains active.How do I add a retention segment in Galileo?
In Galileo, use the command
RT.T/16may*free text. RT.T is the retention segment command, /16may is the reference date until which the PNR remains active, and *free text is an optional note. The PNR will not purge until the specified date.Why are retention segments important?
Retention segments prevent PNR cancellation since systems automatically purge inactive PNRs. They keep client history for tracking travel patterns, facilitate exchanges and refunds by keeping tickets linked to the original booking, and ensure system compliance for fare rules and ticketing rules.
Do retention segments affect pricing?
No. Retention segments do not affect pricing because they are not actual flights. They are non-air segments used only to keep the PNR active in the system. However, they are crucial for keeping the PNR in an active state for ticketing and servicing purposes.
When should I use a retention segment?
Travel agents commonly use retention segments after canceling air segments but still needing to keep the PNR, when issuing tickets without creating new flight segments, during exchanges or refunds, and when preserving client information for future travel.
How long can a retention segment keep a PNR active?
The duration depends on the date you specify in the retention segment command. In Sabre, retention segments can keep a PNR live for up to 320 days from the current date. In Amadeus and Galileo, the date is specified explicitly in the command (e.g., 08APR or 16may).
๐ Related Guides
GDS Guide
Retention Segments: How to Keep Your PNR Active
GDS Guide
Split PNR Commands in Amadeus, Galileo and Sabre
GDS Guide
How to Clone PNR in Amadeus, Galileo and Sabre
GDS Guide
How to Transfer PNR in Galileo, Amadeus & Sabre
Amadeus
How to Recall a Closed PNR in Amadeus
Fees & Refunds
Void vs Refund in Aviation: How to Avoid Fees and Save Money
Practise Retention Segment Commands in a Safe Simulator
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