Travel Agency Preparation Checklist Form

Please use this checklist to ensure all essential tasks are completed before organizing your client's travel arrangements.

Client Consultation

• Gather detailed client information (names, ages, contact info).

• Discuss travel preferences (destination, budget, trip duration).

• Identify travel goals (adventure, relaxation, cultural experiences).

• Assess any special requirements (dietary needs, mobility issues).

• Confirm travel companions (family, friends, or solo).

Research & Planning

• Investigate potential destinations and attractions.

• Compare accommodation options based on budget and preferences.

• Research transportation options (flights, rental cars, public transport).

• Look into local events and seasonal activities.

• Review travel advisories and health regulations for the destination.

Itinerary Development

• Create a day-by-day itinerary with activities and downtime.

• Include meal options (reservations at restaurants, local cuisine).

• Plan transportation logistics between activities.

• Provide flexibility for spontaneous experiences or relaxation.

• Share the itinerary with clients for feedback and adjustments.

Documentation & Booking

• Ensure all travel documents are in order (passports, visas).

• Verify travel insurance coverage and policy details.

• Confirm all reservations for flights, accommodations, and activities.

• Send booking confirmations and travel documents to clients.

• Prepare any necessary travel permits or special passes.

Pre-Trip Communication & Follow-Up

• Maintain regular communication with clients leading up to the trip.

• Send a pre-departure checklist (documents, packing tips, contact info).

• Provide emergency contacts and local resources for the destination.

• Schedule a follow-up call or meeting after the trip.

• Gather client feedback for service improvement and future referrals.

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