How It Works
Working with a Travel Agent: A Beginner's Guide
Travel Agents are the explorer's matchmakers and hold close relationships with brand suppliers and vendors. Suppliers are happy because agents are promoting their products and managing customer expectations. Travelers are happy because agents take the time to understand one's preferences and travel style. How does a traveler begin building a positive relationship with a travel agent to render the best vacation outcomes? Here are some tips to help you get exactly what you're looking for.
Be Upfront About Your Budget
Before you fill out the "Booking Inquiry Form" you should have a general idea of how much you'd like to spend. Otherwise, your agent may be stabbing in the dark. Make sure to be clear on what you're looking for and budget range right-off-the-bat.
Don't Expect Magic Flight Prices
Online Airline searches have become so sophisticated that it's rare to find an agent that can find better prices. While searching for agents who can find a better rate is a waste of time, there are exceptions. Some travel agencies have access to bulk fares which are not published to the public. However, these can be a hit or miss.
How Does a Travel Agent Make Money?
A traveler works with a travel advisor to plan and finalize a travel itinerary. The travel advisor uses different vendors to search for flights, hotels, tours, rental cars, and cruises. Advisors use their accreditation numbers to book each trip segment with each vendor. When a travel agent makes a booking with a client, they are credited by that vendor for the booking. For most trips, that vendor pays the advisor a commission after the traveler returns home. And THAT is how travel agents make their income!
The Process of Working with a Travel Agent
Step 1
When a traveler is ready to book a vacation they contact a travel agent and explain the details of their ideal trip. There are multiple ways to contact a travel agent which include via email, "Booking Inquiry Form", or social media This information can be found on the "Contact Us" page. It is important that the traveler explains in great detail what they are looking for.
Step 2
Once all necessary information is gathered the travel advisor researches the desired destination and searches through travel vendor products. During this time the advisor may request to schedule another call with extra questions or discussing what has been found so far.
Step 3
Once the advisor finds a few options a sample itinerary will be emailed for the traveler to review and request any changes to be made. Don't be afraid to tell your advisor you don't like something or you'd like a segment changed. A sample itinerary will be made and resent as many times as it takes for it to be perfect for the traveler.
Step 4
Once the itinerary is finalized, its time to make a payment. A secured "Credit Card Payment" will be sent to the traveler to fill out their payment information. The best thing about these secured payment forms is the travel agent must obtain a password in order to have access to the information. These forms also expire 60 days after submission so you may have to fill a form out more than once. Most of the time, the traveler will need to make a deposit to lock in the booking. Flights are an exception and must be paid in full. Payment plans can be scheduled as well so you won't break the bank. However, this isn't the case for all vendors so it's important to ask your travel agent about payment plans before the itinerary is made.
Step 5
Once the traveler's bookings are completely paid they will receive email confirmations. It is important to save all paperwork you receive about your travels. Your advisor will continue to keep in touch and monitor all your travel bookings.
Step 6
A few weeks before your trip, you will receive a travel booklet from your advisor. This will contain all your confirmations, Itinerary, important information and more!
Step 7
Now it's time to travel! Your advisor may check in before, during, and after your trip. If you run into any issues contact your advisor and explain what is needed. Your travel advisor has your back through the entire process!
