Travel Agency Processing Checklist
Travel Agency Processing Checklist
This checklist serves as a comprehensive guide to ensure smooth processing of your travel arrangements while adhering to US laws and standards. Simply follow each step diligently to enjoy a hassle-free travel experience.
A. Client Onboarding Procedures
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Verify client's identification and travel documents such as passport and visas if required for the destination.
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Collect and record initial payment from client for travel bookings through [Payment Method].
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Set up a travel itinerary briefing with client discussing key travel dates, destinations, and special requirements.
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Enroll the client in a traveler’s insurance plan suitable for their itinerary – ensure to detail the coverage policy.
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Provide the client with [Your Company Name] emergency contact numbers and overseas support information.
B. Travel Documentation
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Check that all bookings (flights, hotels, tours, etc.) are confirmed and documented in the client’s travel file.
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Send electronic documents to [Client Name / User Email] including detailed itinerary, travel tickets, and hotel vouchers.
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Audit all bookings for accuracy against visas and other travel restrictions.
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Prepare and distribute pre-travel checklist targeted at the client's destinations, advising on health, safety, and cultural practices.
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Maintain a secure backup of all client’s travel documents in the [Your Department] drive.
C. Communication and Follow-up
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Schedule a pre-travel call with the client one week prior to departure to address any last-minute queries or changes.
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Send a travel tips newsletter to [Client Email] focusing on do’s and don’ts while travelling to international destinations.
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Arrange a welcome-back call to gather feedback and experiences from the client post-travel.
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Update client database with feedback and any significant travel incidents reported by client.
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Assess communication logs to ensure all client interactions prior, during, and after travel are recorded in [CRM Software].
D. Vendor Coordination
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Review contracts and agreements with travel service providers ensuring all terms are up-to-date and beneficial.
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Coordinate with vendors for special client requests such as dietary needs, accessibility options, or cultural ceremonies.
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Negotiate or confirm group booking discounts and promotional offers from vendors.
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Send regular updates and feedback to vendors about client satisfaction and areas for improvement.
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Confirm with service providers about any changes in services offered, rates, or policies.
E. Internal Processes and Training
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Conduct monthly meetings with team members from [Your Department] to discuss updates on travel regulations and industry standards.
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Arrange training sessions focusing on new travel technologies or customer service enhancements.
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Review and update all internal SOPs for handling and processing travel bookings.
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Implement a mentorship program for new agents in [Your Department], focusing on practical training and shadowing experiences.
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Ensure compliance with all applicable travel laws and company policies within team practices.
