Essential Travel Agent Checklist: What to Review

After your travel agent completes your booking, verify all traveler names match passports exactly, confirm dates and times in correct time zones, check flight connections allow adequate layover time, and ensure all confirmation numbers are provided for hotels, flights, and activities.

Why is verifying travel bookings so important?

Even the most experienced travel agents can make mistakes, and small errors can derail your entire trip. A misspelled name can prevent you from boarding your flight, incorrect dates can leave you stranded, and missing confirmation numbers can result in lost reservations. The travel industry involves complex systems with multiple vendors, creating numerous opportunities for miscommunication or data entry errors. By thoroughly reviewing your completed booking, you protect yourself from costly surprises and ensure your travel investment is secure. Most travel-related issues are much easier and less expensive to fix before you leave home than while you're already traveling.

What traveler information should you verify first?

Start with the most critical details that cannot be easily changed later:

• Compare all traveler names on bookings to passport names character-by-character
• Verify birthdates match identification documents exactly
• Check that passport numbers are correctly entered for international travel
• Confirm passport expiration dates meet destination country requirements (typically 6 months validity)
• Ensure known traveler numbers (TSA PreCheck, Global Entry) are included
• Verify special assistance requests (dietary restrictions, mobility needs) are noted

How do you check flight details and connections?

Flight verification requires careful attention to time zones and connection logistics. Confirm departure and arrival times are displayed in local time zones for each city, not your home time zone. Check that layover times provide adequate buffer for connections—typically 90 minutes for domestic flights and 2-3 hours for international connections. Verify you're flying into the correct airport when cities have multiple options (like NYC with JFK, LGA, and EWR). Review baggage allowances and fees, especially for international flights or budget carriers where restrictions vary significantly. Double-check seat assignments if they were included in your booking, and confirm any meal preferences or special service requests are noted.

What's the best way to verify hotel accommodations?

Follow this systematic approach to confirm your hotel bookings:

1. Check confirmation numbers and call hotels directly to verify reservations exist in their system
2. Confirm check-in and check-out dates match your intended stay
3. Verify room type matches what you requested (king bed, double beds, suite, etc.)
4. Review cancellation policies and note any penalties or deadlines
5. Confirm special requests like high floor, quiet room, or early check-in are noted
6. Check that loyalty program numbers are attached to earn points or receive benefits
7. Verify the hotel address matches your intended location and proximity to your activities

What should you know about travel insurance and protection?

If your travel agent recommended or purchased travel insurance on your behalf, review the policy documents carefully. Understand what's covered and what's excluded, paying special attention to pre-existing medical conditions, adventure activities, and high-value items. Note claim procedures and contact information for emergencies. Verify that your trip cost is accurately reflected in the coverage amount. Check if you have adequate coverage through existing credit card benefits or other policies before paying for additional protection. Many travelers are surprised to learn their insurance doesn't cover certain scenarios they assumed were included, like work-related cancellations or weather delays.

How do you organize all your travel documents?

Proper document organization prevents stress and delays during your trip:

• Create digital copies of all confirmation emails and store them offline on your phone
• Print physical copies as backup since wifi isn't always available
• Organize documents by travel date and component (flights, hotels, activities)
• Save all confirmation numbers in a single note or document for easy access
• Share copies with a trusted person at home in case you need remote assistance
• Check that you have direct contact information for each vendor, not just the travel agency

When should you follow up with your travel agent?

Contact your travel agent immediately if you discover any discrepancies or have concerns about your booking. Most errors are easiest to correct within 24 hours of booking, before vendors' change policies become more restrictive. Ask your agent to explain any charges or fees you don't understand, and request documentation for all services included in your package. Establish clear communication protocols for how to reach your agent during your trip if issues arise. Some agents provide 24/7 emergency contact information, while others work with answering services. Understanding your support options before departure helps you feel more confident about your travel investment.

What financial details require your attention?

Review all charges and payment schedules carefully to understand your financial commitments. Verify that payment amounts match the services booked and check when final payments are due. Many travel bookings require payment at different stages—initial deposits, final payments before travel, and on-site payments for certain services. Understand which credit card was charged for each service, as this affects your ability to dispute charges if needed. Check if your travel agent has marked up any services beyond their stated fees, and ask for clarification on any charges that seem unclear. Document all payments made and services promised to protect yourself if disputes arise later.