Client Communication Workflow for New Travel Agents
Helping You Provide Excellent Service Beyond the Booking
✅ 1. Getting the Client (Initial Contact & Inquiry)
Goal: Make a great first impression, build trust, and guide them to a consultation.
• Immediately (Day 0): Send an automated or personal "Thank you for your inquiry"
email. Include:
◦ Friendly intro and what to expect next
◦ Link to schedule a consultation call
• Day 2: Send a personal follow-up email or text:
◦ Offer help, share destination inspiration
◦ Ask an open-ended question to keep the conversation going
• Day 7: Send a helpful resource:
◦ Example: "Top 5 Things to Consider When Planning Your Trip"
• Day 14: Final follow-up with open invitation:
◦ Example: "Is now the right time to explore your trip? I’m here when you’re ready!"
🌍 2. Creating the Booking
Goal: Celebrate the booking and clearly outline next steps.
• Day of Deposit: Send a "You’re Booked!" confirmation email:
◦ Thank them and celebrate their trip
◦ Include payment schedule
◦ Reminders about passports, insurance, and important documents
⏳ 3. Reaching Out for Final Payment
Goal: Keep them on track with no surprises.
• 45 Days Before Final Payment: Friendly reminder email
◦ Include payment due date and insurance options (if not yet purchased)
• 7 Days Before Final Payment: Urgent final reminder
• Outline what happens if payment is missed🎉
Goal: Build excitement and help them feel prepared.
• 30 Days Before Travel: "Get Ready for Your Adventure!”
◦ Packing checklist
◦ Entry requirements
◦ App downloads (airline, cruise, etc.)
• 14 Days Before Travel: "Pre-Departure Checklist"
◦ Boarding passes, dining/excursion reservations, travel tips
• 3–5 Days Before Departure: Bon Voyage email
◦ Final reminders, weather forecast, what to pack in carry-on
ℹ 5. What to Know Next (Optional Check-In)
Goal: Provide a concierge-style service, even while they’re away.
• During Travel (Optional): Text or email to say:
◦ "Just checking in! Hope you're having an amazing time. Let me know if you need anything."
🏠 6. Post-Trip Communication
Goal: Stay connected and keep the door open for future travel.
• 3 Days After Return: "Welcome Home!"
◦ Thank them, ask how it went
◦ Invite feedback or testimonials
• 30 Days After Return: "Ready to Plan Your Next Getaway?"
◦ Suggest a destination or seasonal offer
✨ BONUS: Best Practices for Relationship Building
• Send a quarterly travel inspiration email or newsletter
• Celebrate their "Travel Anniversary" with a custom message
• Share VIP offers and early-access promos with past clients
• Use a CRM to tag contacts (New Lead, Booked Trip, Past Traveler, etc.)
Remember: Great travel advisors don’t just process bookings—they create unforgettable
experiences and relationships. Keep the communication going! Also - any of these checklists or
emails can be easily drafted in chatgpt to help you get the idea of what to say or send.