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

Verify client's identification and travel documents such as passport and visas if required for the destination.
Collect and record initial payment from client for travel bookings through [Payment Method].
Set up a travel itinerary briefing with client discussing key travel dates, destinations, and special requirements.
Enroll the client in a traveler’s insurance plan suitable for their itinerary – ensure to detail the coverage policy.
Provide the client with [Your Company Name] emergency contact numbers and overseas support information.

B. Travel Documentation

Check that all bookings (flights, hotels, tours, etc.) are confirmed and documented in the client’s travel file.
Send electronic documents to [Client Name / User Email] including detailed itinerary, travel tickets, and hotel vouchers.
Audit all bookings for accuracy against visas and other travel restrictions.
Prepare and distribute pre-travel checklist targeted at the client's destinations, advising on health, safety, and cultural practices.
Maintain a secure backup of all client’s travel documents in the [Your Department] drive.

C. Communication and Follow-up

Schedule a pre-travel call with the client one week prior to departure to address any last-minute queries or changes.
Send a travel tips newsletter to [Client Email] focusing on do’s and don’ts while travelling to international destinations.
Arrange a welcome-back call to gather feedback and experiences from the client post-travel.
Update client database with feedback and any significant travel incidents reported by client.
Assess communication logs to ensure all client interactions prior, during, and after travel are recorded in [CRM Software].

D. Vendor Coordination

Review contracts and agreements with travel service providers ensuring all terms are up-to-date and beneficial.
Coordinate with vendors for special client requests such as dietary needs, accessibility options, or cultural ceremonies.
Negotiate or confirm group booking discounts and promotional offers from vendors.
Send regular updates and feedback to vendors about client satisfaction and areas for improvement.
Confirm with service providers about any changes in services offered, rates, or policies.

E. Internal Processes and Training

Conduct monthly meetings with team members from [Your Department] to discuss updates on travel regulations and industry standards.
Arrange training sessions focusing on new travel technologies or customer service enhancements.
Review and update all internal SOPs for handling and processing travel bookings.
Implement a mentorship program for new agents in [Your Department], focusing on practical training and shadowing experiences.
Ensure compliance with all applicable travel laws and company policies within team practices.