Presenting Itineraries to Your Clients  

It is important to present to your clients a comprehensive itinerary outlining all aspects of their upcoming travel. Presenting information occurs during a few phases of the planning process. This includes the initial discussion of the travel itinerary ideas up through final confirmation of all travel details.

When planning a vacation for your client, you will receive — via mail, email, fax, or over the phone — confirmations from the suppliers for each of the elements that have been confirmed. This valuable information should be copied and included in the final travel documents you provide your clients. You’ll also want to keep a copy for yourself and the agency.

In addition to sharing supplier confirmations, it is important to create and present a comprehensive itinerary outlining the most important information regarding each element of the trip. You may find it helpful to develop this itinerary by building upon the initial one you created for your clients. Include detailed information for each element, including all confirmed transportation, accommodations, and activities.

Presenting supplier information and additional itinerary details demonstrates your professionalism and will provide your clients with everything they need to know for their trip. The itinerary should include a header with your logo, agency name, your name, and contact information. After the header, place the supplier details of the itinerary. Below those details, include other data the clients should know, such as passport and visa information You also may include other travel tips, along with cancellation and refund policies. Share enough information so your clients can use the supplier information and the itinerary as their main travel documents.

Several software and computer programs can help you create and present itineraries. Your agency may offer these tools as part of its reservation and CRM platform. Itineraries also can be created in a word processing program and then converted into a PDF file.

Here is a sample template you can use:

Agency Logo
Travel Agency Name

Travel Itinerary Prepared for XYZ Client
By Travel Consultant
Consultant’s Phone
Consultant’s Email

Destination(s):
Travel dates:
Departing:
Returning:
Notes:

Air/Train Segment #1
Travel date:
Airline/carrier:
Departure From:               To:
Flight/train #:
Departure time:
Arrival time:
Gate/terminal:
Confirmation #:
Service class:
Seat:
Check-in/baggage instructions:
Airline/train phone/website:

Air/Train Segment #2
Travel date:
Airline/carrier:
Departure From:               To:
Flight/train #:
Departure time:
Arrival time:
Gate/terminal:
Confirmation #:
Service class:
Seat:
Check-in/baggage instructions:
Airline/train phone/website:

Car Rental
Rental company:
Class/model:
Confirmation #:
Pick-up location:
Pick-up date/time:
Drop-off location:
Drop-off date/time:
Rental price:
Other information:
Car rental phone/website:

Accommodations
Name and address:
Phone number:
Website:
Check-in date and time:
Check-out date and time:
Room/accommodation type:
Room/accommodation rate:
Confirmation number:

Activities
Attractions:
Natural sites/parks:
Monuments/historical attractions:
Scenic highways/byways:
Museums:
Educational/cultural attractions:
Theme/amusement parks:
Guided city/regional tours:
Motorcoach excursions:
Scenic transportation (trains, ferries):

General Flight Information
Reconfirm: Please ensure you reconfirm your flights in case of schedule or time changes. This can be done by calling the airline or checking its website.
Check-in & Security: Please allow three hours’ time prior to departure for international flights and a minimum of two hours for domestic flights. Please note: security procedures at airports vary, so please allow enough time for airport screening.
Baggage: Baggage limitations vary greatly between carriers and destinations. Please refer to your documentation and check with the airline for specific restrictions that may apply to your journey.
Changes: After departure, any changes, cancellations or amendments to your ticketed reservation must be referred to the airline’s local office. Airline fare rules and regulations vary greatly, and penalties may apply.

Travel Documents and Other Important Information:
Passports: Carry a passport valid well beyond the day of your anticipated return (minimum six months) and ensure that you have enough blank pages for visas during your visit.
Visas: Obtain any required visas for the countries you are visiting. Visa processing time and requirements vary between countries. Your nationality may also be a factor regardless of where you reside.
Immunizations: Certain countries require immunization certificates prior to gaining entry. Check with your doctor well in advance of travel for advice on what is required for your destination.

Include any other information you feel will make this a seamless, memorable, and worry-free trip for your clients.

Now, The Travel Institute would love to hear from you! What tools do you use to send out client itineraries? What additional information do you include or tips do you have that you would like to share with your fellow travel professionals? Fill out this form. Your comments may appear in a Hot Tip Tuesday on December 25!

Today’s Hot Tip Tuesday was based on information in The Travel Institute’s Certified Travel Associate (CTA) course.