How to Prepare Documents for Your Clients with The Travel Institute

Presenting Itineraries to Your Client

Contributed By: The Travel Institute


Your clients rely on you to design the perfect trip for them. That’s why it is so important to present a comprehensive itinerary outlining all the elements you’ve planned for their upcoming travel. Here are some practical tips from The Travel Institute on making and delivering that itinerary.

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 tour 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 complete itinerary outlining the most important information regarding each tour element. 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 tour element, including all confirmed transportation, accommodations, and activities.

Presenting the 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:


Travel Agency Name

Travel Itinerary

Prepared for:
By travel consultant:
Travel dates:

Air/Train Segment #1
Travel date:
Depart from:
Flight/train #:
Departure time:
Arrival time:
Confirmation #:
Service class:
Check-in/baggage instructions:
Airline/train phone/website:

Air/Train Segment #2
Travel date:
Depart from:
Flight/train #:
Departure time:
Arrival time:
Confirmation #:
Service class:
Check-in/baggage instructions:
Airline/train phone/website: 

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

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

Natural sites/parks:
Monuments/historical attractions:
Scenic highways/byways:
Educational/cultural attractions:
Theme/amusement parks:
Guided city/regional tours:
Motor coach 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
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.

For more learning, check out The Travel Institute’s Certified Travel Associate (CTA) course.