Start a Travel Agency: Practical Startup Checklist

Starting a Travel Agency with Confidence: What to Expect

Start Here: Is Owning a Travel Agency Right for You?

Starting a travel agency can feel exciting—and a little scary. You’re helping people plan trips they’ll remember for life. At the same time, you’re taking on real responsibility and risk. Before you dive in, take a quiet minute. Ask yourself why you want this.

Are you moving toward a business you love, or running away from a job you don’t? Passion matters when problems hit. If you’re in it for the right reasons, you’ll stick with it when bookings fall through or a client needs help at midnight.

It’s tough when cash is tight or a flight gets canceled, but passion keeps you problem-solving instead of giving up.

For a reality check, see Points to Consider Before Starting Your Business and How Passion Affects Your Business.

One more smart step—talk to people already doing the work. You’ll learn what really happens day to day, what skills you’ll need, and what they’d do differently if they were starting today. This can save months of trial and error. Use this guide to reach the right insiders: How to Get an Inside Look Before You Start.

Will your family support long hours and odd travel schedules during startup?
Can you step away from a steady paycheck for a while and manage uncertainty?
Do you have funds to start and operate until sales ramp up, or a plan to get them?

What You’ll Offer—and Who Will Buy

A travel agency provides planning, booking, and support. You connect clients with flights, hotels, cars, cruises, tours, and insurance, then you stand behind it when plans change. Your mix depends on your niche and credentials.

Knowing your customers shapes everything—your model, pricing, tools, and compliance. Start with one or two segments you understand well, then expand as you learn. You don’t need to be everything to everyone on day one.

Let’s look at the basics so you can choose what fits your strengths and market.

Products & Services: Air tickets (if accredited), hotels, cars, rail, cruises, tours and packages, groups (destination weddings, school trips, clubs), transfers and activities, itinerary planning and consulting, visa guidance (information only), and travel insurance where you’re licensed.
Customer Types: Leisure (families, couples, seniors, luxury, adventure), groups (weddings, churches, schools), and small business travelers that want personal help without a full corporate program.
Pros: Can be home-based; you can specialize; supplier commissions exist; host agencies can reduce barriers to entry.
Cons: Some states require Seller-of-Travel registration; insurance licensing may be needed; chargebacks and schedule changes happen; late-night client issues are common; you must protect payment data.

Choose Your Business Model

This is a key decision. Your model affects legal steps, software, margins, and training. Pick the simplest path that matches your skills and budget, then level up later.

Think about your niche. If you’ll focus on cruises, cruise credentials help. If you’ll issue airline tickets, accreditation and a reservation system are required. If you want to start lean, a host agency can get you moving faster.

Here are common models to consider and research further before you commit.

Host Agency Affiliate: You sell under a host agency’s credentials. They give you supplier access, sometimes training and tools, and you share commission. Low barrier to entry; good for beginners.
Ticketing Agency (Air): You apply for airline accreditation and use a global distribution system to issue tickets. Higher cost and stricter requirements; more control and margins on air.
Non-Ticketing Agency: You obtain a recognized industry ID for supplier access and commissions without issuing air tickets. Suitable for hotels, tours, cruises, and packages.
Cruise-Focused: You join an industry body for cruise sellers to access programs and recognition with cruise lines.
Home-Based vs. Storefront: Home-based reduces overhead; storefront improves walk-in visibility. Zoning and permits differ—check before signing a lease.
Solo vs. Partners vs. Early Hires: Decide if you’ll do it yourself, bring in investors, or hire early. If hiring, plan payroll registrations and roles. If solo, plan what you’ll outsource.

Validate Demand and Profit

It’s not enough to love travel—you need buyers and profit. Start simple. Who will you serve? What trips do they book? Where are they getting help now? Then run the numbers.

Estimate the average commission per booking and any service fees you’ll charge. Subtract your costs—software, insurance, credentials, marketing, and time. Will enough bookings cover your expenses and pay you? If not, adjust your niche, pricing, or costs.

Use these guides to stress-test your plan: Supply and Demand and Estimating Startup Costs.

Talk to likely customers and ask what they value most: speed, expertise, deals, or support.
Check competitors—local agents and online players. What can you do better?
Set a target monthly break-even number of bookings. Build pricing to hit it.

Equipment and Software You’ll Need

You can start lean, yet you still need secure tools to protect clients and work fast. Make a complete list, get prices, and match it to your budget. Your mix will change as you grow, so plan for upgrades later.

Avoid buying gear you won’t use in the first 90 days. Start with essentials that let you sell, take payments safely, and deliver documents without friction.

Below is a detailed, organized checklist. Adjust based on your model and whether you’re home-based or storefront.

Office & Furnishings: Work desk, ergonomic chair, guest chairs, lockable file cabinet, fireproof document pouch, simple backdrop for video calls, signage (storefront only).
Computing & Networking: Business laptop or desktop, external monitor(s), webcam and headset, business-grade router/firewall, encrypted backup drive, uninterruptible power supply, secure Wi-Fi with separate guest network.
Printing & Scanning: All-in-one printer/scanner, paper stock, envelopes, labeler, spare ink/toner.
Communications: Business phone or VoIP, softphone app, call recording with consent notices if applicable, SMS tool, video-meeting software, voicemail greeting.
Payment & Security: Merchant account or payment service provider, secure payment links, PCI-compliant card reader for in-person cards, password manager, multi-factor authentication, antivirus/endpoint protection, cross-cut shredder, lockable storage.
Travel-Specific Systems: If issuing airline tickets—reservation system access through the proper accreditation. If not issuing air—industry ID for supplier recognition and commission. Cruise sellers—industry membership and cruise line portals.
Business Software: Customer relationship manager, itinerary builder, e-signature, quoting/proposal tool, accounting/bookkeeping, cloud storage with backups, email/office suite, website content system, email marketing, basic analytics.

Skills to Build (or Hire)

You don’t need every skill on day one. You do need a plan. Learn the parts you enjoy and get help for the rest. It’s normal to hire a bookkeeper, a website pro, or a mentor during startup.

Focus first on what creates sales and protects clients. Then layer in advanced skills as your model gets more complex. If you plan to issue tickets, schedule time for formal training before launch.

Here’s a practical skills you can use for your training plan.

Consultative selling and discovery questions that to identify client goals.
Destination knowledge and itinerary design, including time zones and connections.
Supplier contracts and policies; reading fare rules and terms before you sell.
Reservation systems basics (if issuing air), refunds, and reissues.
Clear writing for quotes, confirmations, and travel documents.
Payment handling with strong data security and fraud awareness.
Record-keeping that matches legal and tax requirements.
Compliance awareness: state travel seller rules, insurance licensing if you offer travel insurance, and calling rules if you use telemarketing.

If you’ll add staff, see How and When to Hire. For expert help, consider Building a Team of Professional Advisors.

Preview the Day-to-Day

It helps to know the rhythm before you launch. A typical day includes a mix of research, quoting, booking, and support. Some days are quiet. Others are urgent when flights change or weather hits.

This isn’t to scare you. It’s to help you set up systems now—so you’re ready. The more you prepare, the calmer you’ll feel when a client needs help fast.

Use this list to shape your workflows and training before opening your doors.

Client discovery calls and emails; qualify budget, dates, and preferences.
Research options and prepare quotes; hold space with suppliers if allowed.
Collect approvals and payments; issue confirmations and documents.
Handle changes, cancellations, and refunds according to supplier rules.
Coordinate with cruise lines, tour operators, hotels, car vendors, and airlines.
Update client profiles and notes; store documents securely.
Review trips after travel to capture feedback and testimonials.
Keep credentials current and add training hours on your niche.

Write Your Business Plan

A written plan keeps you on track. Even if you’re not seeking a loan, it clarifies your niche, pricing, and costs. It helps you avoid surprises and make better decisions.

Start with a simple outline. Fill in the facts you know. Flag sections to research next—costs, legal steps, and supplier access. Keep it practical and short.

Use these tools: How to Write a Business Plan and Pricing Your Products and Services.

Business model and niche statement.
Target customers and example trips you’ll sell.
Pricing: commissions, service fees, packages, groups.
Startup costs and monthly break-even math.
Credential path: host, accreditation, or industry ID.
Compliance checklist and how you’ll verify each item.
Marketing plan and sales activities you’ll run in month one.

Name, Brand, and Online Presence

Your name should be easy to say and spell. Check for domain and social handle availability before you file any paperwork. If you plan to expand into other niches later, don’t box yourself in with a narrow name.

Build a simple identity you can grow. That means a clean logo, readable fonts, and a website that loads fast. You can hire help and keep it affordable with a clear brief.

Use these resources: How to Build a Website, Corporate Identity Package, Business Cards, and Business Sign.

Choose a name; check domain and social availability.
Create a simple logo and brand colors.
Write clear website pages: About, Services, How It Works, Contact.
Add privacy, terms, and disclosures as required in your state.
Prepare email signatures and proposal templates with your branding.

Funding, Banking, and Payments

Open a business bank account before you accept a dollar. Keep personal and business funds separate from day one. It saves headaches at tax time and looks professional with suppliers.

If you need capital, line it up now. You can mix personal savings, a small loan, or a line of credit. Borrow only what you need to reach launch and early sales.

For help, see How to Get a Business Loan. Also review Business Insurance so you can speak with a licensed agent about coverage that fits your model.

Open a business bank account and get a business debit card.
Choose a payment processor; enable secure payment links.
Follow payment card data security standards if you handle cards.
Set up basic bookkeeping and save every receipt.
Decide when you’ll pay yourself once revenue is stable.

Legal and Compliance: What to Do and How to Verify Locally

Rules vary by state and city, so keep this high level and verify locally. Do not guess. When in doubt, call the office that regulates that step and ask how it applies to your situation. You can always hire a pro to set this up correctly.

Many small agencies start as sole proprietorships. Others choose a limited liability company for liability separation and easier banking and partnerships. Either way, check name availability and local license rules before advertising.

Below is a quick list of common steps. For location-specific items, use the “How to verify locally” prompts to find the right portal.

Federal
- EIN (tax ID): Get a free Employer Identification Number. When: Most entities; required if hiring or forming a multi-member entity. How to verify: Search “IRS Get an EIN.”
- Employment eligibility (if hiring): Complete and retain Form I-9 for each employee; E-Verify is optional federally but required in some states and for some contractors. How to verify: Search “USCIS Form I-9” and “E-Verify enroll.”
- Telemarketing (if cold calling): Follow the Telemarketing Sales Rule and National Do Not Call rules. How to verify: Search “FTC Telemarketing Sales Rule compliance.”
- Payment card security: If you store, process, or transmit card data, follow data security standards. How to verify: Search “PCI DSS merchant guide.”
State
- Entity formation: Form or register your LLC or corporation with the Secretary of State (or equivalent). How to verify: Search “[Your State] Secretary of State business filing.”
- Seller of Travel (where required): Some states regulate travel sellers and require registration and disclosures. Examples include California, Florida, Washington, and Hawaii. How to verify: Search “[Your State] seller of travel registration.”
- Travel insurance licensing (if offering travel insurance): Many states require a limited lines travel insurance license (entity and/or individual) or operation under a licensed producer. How to verify: Search “[Your State] Department of Insurance limited lines travel insurance.”
- Sales/use tax account: Register if your state taxes service fees or you sell taxable items. How to verify: Search “[Your State] Department of Revenue sales tax registration.”
- Employer accounts (if hiring): Register for employer withholding and unemployment insurance; workers’ compensation may be required. How to verify: Search “[Your State] employer withholding registration” and “[Your State] unemployment employer portal.”
City/County
- General business license: Many jurisdictions require a local license to operate. How to verify: Search “[Your City] business license application.”
- Assumed name/DBA: File if you’ll operate under a trade name. How to verify: Search “[Your State] assumed name (DBA) filing” or check with the county clerk.
- Zoning/Home-Occupation/Certificate of Occupancy (CO): Confirm home-based use rules and parking; a Certificate of Occupancy is common for storefronts; sign permits may be needed. How to verify: Search “[Your City] home occupation permit” and “[Your City] Certificate of Occupancy.”

Want help? See How to Register a Business. A local attorney or accountant can set this up quickly and correctly.

Industry Credentials and Supplier Access

Suppliers want to know who you are before paying commissions or allowing bookings. Your path depends on your model. Choose the lightest path that supports your niche, then upgrade as you grow.

Set this up before you advertise. Clients expect you to book confidently on day one. Credentials also shape your software choices, especially for airline tickets.

Use this checklist to plan your access path.

Working with a host agency? Complete their onboarding, set your commission plan, and connect to supplier portals through the host.
Issuing air tickets? Research airline accreditation requirements and reservation system access, including financial and document controls.
Not issuing air? Apply for a recognized industry ID so suppliers can identify your agency and pay commission where applicable.
Focusing on cruises? Join the main cruise industry body and enroll with cruise lines you’ll sell.
Open direct accounts with key suppliers in your niche; complete training modules they require for full access.

Policies, Pricing, and Required Disclosures

Clear policies protect you and your clients. Write these before your first quote. Share them with every client and include them in your confirmations.

Set your fee schedule in plain language. Explain what’s included and what isn’t. If your state requires a registration number on advertising, add it everywhere you promote.

Use this list to prepare clean documents for launch.

Terms and conditions covering changes, cancellations, refunds, and service scope.
Fee schedule for research, booking, changes, after-hours support, and groups.
If selling travel insurance, confirm licensing requirements and add required disclosures.
If your state has Seller-of-Travel rules, include the required registration number and disclosures on your website and ads.
Privacy policy and data-security statement. Avoid storing card data; use secure links.
Standard invoice and receipt templates; e-signature on key documents.

Location and Physical Setup

Home-based can work well. It keeps costs low and gives you flexibility. If you plan to see clients in person or build walk-in traffic, a storefront may be worth it. Start with your model, then choose the space that fits.

Don’t sign a lease until you’ve confirmed zoning and permit needs. A quick call to your city’s planning department can save weeks. If you open a storefront, ask about a Certificate of Occupancy and sign permits before you pay deposits.

Use this guide for a smarter search: Choosing a Business Location.

Home-based: dedicated office, secure storage, no client data left in shared spaces.
Storefront: reception desk, seating, visible signage, accessible parking, compliant entry.
Meeting setup: quiet area for discovery calls and video meetings; simple backdrop.
Security: lockable cabinets, privacy filters on screens, shredder, alarm if storefront.

Insurance and Risk Basics

Insurance won’t stop problems, but it can protect your business when they happen. Talk to a licensed agent who understands professional services and travel sellers. Share your model and any requirements from landlords or suppliers.

Some coverage is required when you hire employees. Other coverage is optional but wise. Start with the basics and adjust as your risk changes.

Use this overview to prepare for your insurance conversation: Business Insurance.

General liability and property for your office and equipment.
Professional liability (errors and omissions) for advice and booking work.
Cyber and data breach coverage if you handle client data and payments.
Workers’ compensation if you have employees (state rules apply).
Landlord or vendor requirements for certificates of insurance.

Marketing Kickoff Plan

Marketing doesn’t need to be fancy. It does need to be consistent. Pick two or three activities you’ll do every week. Focus on warm relationships first—referrals, community groups, and past colleagues.

Create simple pages and profiles. Share your niche and how you help. Then back it up with fast replies and clear next steps for new inquiries.

Use these resources: Create a Marketing Plan, How to Get Customers Through the Door, and Grand Opening Ideas.

Website with clear services and a simple “Start Here” form.
Business cards you’ll actually hand out; clean email signature.
Profiles where your buyers are: local groups, professional networks, or niche communities.
Referral script for friends and partners; thank-you notes for first bookings.
One helpful article or tip per week that answers a common travel question.

Ordered Startup Steps

You’re ready to put this together. Use the following sequence to move from idea to launch without spinning your wheels. Keep it simple. Complete one step, then move to the next.

If you get stuck, get help. A few hours with the right pro can save weeks. For a smoother path, avoid rushing legal steps or skipping credential research.

Here’s a logical order you can follow and adapt to your situation.

Define your niche and model (host affiliate, ticketing, non-ticketing, cruise-focused; home-based vs. storefront; solo vs. partners).
Validate demand and pricing (talk to prospects, check competitors, run break-even math; see the supply and costs guides linked above).
Idendify required skills and set a training plan; decide which roles you’ll learn vs. outsource.
List equipment and software; get prices and build a lean starter kit.
Write your business plan and fee schedule; outline a month-one marketing plan.
Choose a name; check domain and social handles; hold the domain.
Form your business (or start as a sole proprietorship) and file any DBA; verify local license needs.
Get your EIN; open a business bank account; set up bookkeeping.
Register state tax and employer accounts as needed.
Line up insurance with a licensed agent based on your model.
Secure industry credentials (host onboarding; or apply for accreditation/industry ID; cruise membership if needed).
Open supplier accounts and complete required training modules.
Build your website and brand assets (logo, cards, sign, email templates).
Finalize policies, disclosures, and templates (terms, invoices, confirmations).
Set up payments with secure links and data-security practices.
Prepare a pre-launch file with sample itineraries, quotes, and scripts.
Run a soft launch (test bookings, system checks, disclosures on ads).
Go live with a simple marketing kickoff and referral outreach.

Pre-Launch Readiness

A clean launch builds trust. Run a final check so your first clients feel taken care of and you feel calm. It’s worth a day to test everything.

If something isn’t ready, pause. Fix it, then launch. Your reputation starts with your first booking.

Use this list to confirm you’re good to go.

All legal registrations and local licenses in place; documents saved.
Required state travel seller or insurance credentials confirmed, if applicable.
Supplier accounts open; training modules complete; logins tested.
Website live with privacy, terms, and any required registration numbers on every page where needed.
Policies and fee schedule final; e-signature tested.
Invoices, confirmations, and document templates tested with dummy data.
Payment links tested end-to-end; receipts delivered automatically.
Sample itineraries and quotes ready for your niche.
Intro email and referral message drafted and proofread.

Go-Live Checklist

Launch day should feel organized. Keep it simple and focused on your first five clients. Celebrate small wins—you’re building momentum.

If you find gaps, add them to your improvement list and keep moving. You’ll refine as you go.

Here’s a short checklist for day one.

Confirm phone, email, and website forms are working and monitored.
Post your “We’re open” update with a clear call to action.
Send personal outreach to your first referral circle.
Track each inquiry in your CRM and set next steps.
Review your legal and disclosure footer on ads and pages.
Back up your files and test your restore process.

If You Want Extra Support

You don’t have to do this alone. It’s normal to bring in help for accounting, legal filings, branding, or website setup. That’s not a failure—it’s smart risk management.

If you prefer to stay lean, hire for small projects with clear deliverables. Keep your focus on selling trips and taking great care of clients.

For a broader checklist and guardrails, see Avoid These Mistakes When Starting a Small Business.

101 Tips for Running Your Travel Agency

Starting a travel agency is exciting—and it’s a real responsibility. You’re guiding people’s trips, money, and expectations, so you need clear systems and solid knowledge. These tips focus on practical actions you can use right away. Keep them handy as a checklist before and after launch.

Use what fits your model, and skip what doesn’t. If a step is unfamiliar, that’s your cue to learn it or hire help. The goal is a business that’s compliant, efficient, and trusted by clients.

What to Do Before Starting

Decide your model first: host-agency affiliate, non-ticketing with an industry ID, or full ticketing with airline accreditation; your choice drives software, fees, and compliance.
Pick a niche you can serve well (cruises, luxury, families, groups, corporate SMB) so your marketing, pricing, and training stay focused.
Estimate break-even in bookings per month; include commissions, service fees, software, insurance, and taxes to see when you can pay yourself.
Identify your credential path and timing; note onboarding steps for suppliers, cruise industry membership, or airline accreditation if applicable.
Check whether your state requires Seller of Travel registration; rules vary and may require disclosures on ads and client documents.
Decide if you’ll offer travel insurance; many states require a limited lines travel insurance license or operation under a licensed producer.
Choose a legal structure that fits your risk and plans; many start simple and form a limited liability company before or soon after launch.
Obtain an Employer Identification Number; you’ll need it for banking, payroll (if hiring), and tax filings.
Open a business bank account and keep all client and operating funds separate to stay organized and credible.
Pick a payment processor and plan for card security; decide how you’ll use secure payment links and avoid storing card numbers.
Draft a lean business plan that covers niche, pricing, fee schedule, startup costs, supplier access, and a 90-day marketing plan.
Write clear policies now—changes, cancellations, refunds, and after-hours support—so you’re not negotiating under pressure later.
Choose a business name and check domain and social availability; avoid names that lock you into a narrow niche too soon.
Speak with a travel-savvy attorney or accountant about state registration, sales/use tax on fees (where applicable), and recordkeeping.

What Successful Travel Agency Owners Do

Specialize and say so everywhere; clarity attracts better-fit clients and reduces time spent on low-margin requests.
Publish a written fee schedule and stick to it; clarity prevents disputes and supports fair compensation for research and service.
Track conversion rate (inquiries to bookings) and average booking value; use both to set monthly prospecting targets.
Invest in supplier relationships; complete required trainings to unlock better terms, promos, and support.
Use templated quotes with good/better/best options so clients decide faster and you protect margins.
Document every material promise in writing; confirmations protect you and set expectations.
Use secure, hosted payment pages; never ask for card numbers by email or chat.
Respond quickly and consistently; set service levels (for example, same-business-day on new inquiries and 24 hours on routine changes).
Build a repeatable onboarding checklist for new clients so data, preferences, and travel documents are correct the first time.
Schedule continuing education each quarter through reputable industry programs to deepen expertise and credibility.

Running the Business (Operations, Staffing, SOPs)

Create a standard operating procedure from inquiry to booking: discovery, research, quote, approval, payment, confirmation, and follow-up.
Use a customer relationship manager to log every interaction, trip detail, and consent; searchable notes save hours later.
Build a document checklist for each trip: names as on ID, dates, destinations, passports, visas, special needs, and insurance decision.
Write a payment handling SOP: who sends the link, how you verify identity, and how you confirm funds before issuing tickets.
Adopt a naming convention for files and trips; consistent labels prevent errors and speed retrieval.
Use a shared calendar for all deadlines—final payments, ticketing time limits, and penalty dates—to avoid avoidable losses.
Create a refunds and service recovery flow; know when carriers owe refunds and how you’ll request, track, and report them.
Set a record retention schedule; store only what you need, for as long as required, in secure systems.
Train any assistants or independent contractors on your SOPs, privacy rules, and client communication style before they touch live work.
Separate research from ticketing or final booking roles so one person doesn’t miss critical checks under time pressure.
Keep a centralized vendor rate sheet and policy library so you quote current terms and avoid avoidable penalties.
Prepare for outages with cloud backups, a secondary internet option, and offline access to critical documents.
Publish a simple after-hours policy; define emergencies, fees (if any), and response targets for nights and weekends.
If you hire, set up employment eligibility verification and a written onboarding checklist with consent, confidentiality, and device setup.
Run a weekly operations review to catch errors, adjust workloads, and update any process that caused a client issue.

What to Know About the Industry (Rules, Seasons, Supply, Risks)

Understand the difference between agency identification, cruise industry membership, and airline ticketing accreditation; each opens different supplier doors.
Airline tickets carry strict fare rules; “nonrefundable” often means changes cost extra and refunds are limited unless certain conditions are met.
Carriers have refund obligations when flights are canceled or significantly changed; know the process so you can help clients efficiently.
Seller of Travel rules exist in some states and may require registration, disclosures, and specific handling of client funds.
Offering travel insurance may require a limited lines travel insurance license; follow your state’s producer rules and only discuss policy terms accurately.
Seasonality matters; shoulder seasons can mean better pricing and fewer crowds, while holidays bring limited inventory and stricter terms.
Group space often has earlier deadlines and stricter payment schedules; calendar everything and send reminders with consequences.
Passport and visa requirements change; refer clients to official sources and confirm they understand timelines and restrictions.
Collect names exactly as they appear on government-issued ID; small errors can cause costly reissues.
If you use outbound calling, follow calling-time limits, do-not-call requirements, and mandatory disclosures.
Protect payment and personal data; avoid storing card details and limit access to sensitive information.
Expect irregular operations from weather and other events; build buffer time into connections and set client expectations in writing.

Marketing (Local, Digital, Offers, Community)

Build a clear website that states your niche, process, fees, and how to start; include a simple form with only essential fields.
Create a “How it works” page that walks clients from discovery to documents; clarity reduces back-and-forth.
Claim your business profile on major platforms and keep hours, phone, and service area accurate for local search.
Collect testimonials with permission and display them with the trip type so prospects see relevance.
Publish helpful guides that answer common questions in your niche; use plain English and keep them updated.
Offer a simple referral program with a thank-you for the referrer once the trip departs.
Partner with wedding planners, schools, clubs, and community groups for group travel opportunities.
Host short online workshops (for example, “first cruise essentials”); end with a clear call to action.
Use a consistent email newsletter cadence; include one tip, one destination idea, and one client story with permission.
Track the source of every inquiry (web page, event, referral) so you double down on what works.
Publish a transparent fee page so clients understand the value of planning, changes, and after-hours support.
Share case studies that show the problem, your solution, and the result; keep them factual and specific.
Run limited-time planning promotions tied to your niche’s booking window; avoid discounting your professional fees.
Create printable checklists for travelers (documents, packing for region, deadlines) and use them as lead magnets.

Dealing with Customers (Trust, Education, Retention)

Qualify early: confirm budget range, travel dates, flexibility, and must-haves before deep research.
Offer two or three curated options, not twelve; fewer choices speed decisions and reduce second-guessing.
Set response-time expectations in your welcome email and meet them; reliability builds trust.
Explain passport validity rules and visa basics at the quote stage and point clients to official sources for details.
Verify traveler names exactly as on government ID before issuing any ticket or cruise documents.
Write a clear payment schedule with due dates and penalties; send reminders seven and three days before deadlines.
Send a pre-trip briefing that covers flight check-in, baggage rules, transfers, and contact methods if something goes wrong.
Offer travel insurance where allowed and explain what the policy covers and excludes without promising outcomes.
Record preferences such as seating, dietary needs, mobility support, and room type; reuse them on future trips.
Follow up within 72 hours of return to gather feedback and identify the next trip opportunity.

Customer Service (Policies, Guarantees, Feedback)

Create a service standards sheet: how fast you reply, how you handle after-hours, and what clients can expect during disruptions.
Use a written complaint-handling process with target response and resolution times and a single owner for each case.
Publish a simple change and cancellation fee policy so clients know charges before they request changes.
Set an after-hours escalation plan with backup coverage and clear criteria for true emergencies.
Log supplier service failures and outcomes; use patterns to adjust your preferred-vendor list.
Check in mid-trip via short message for high-stakes itineraries; quick recoveries prevent negative reviews.
Send a short satisfaction survey after each trip and address any recurring issues in your SOPs.

Sustainability (Waste, Sourcing, Long-Term)

Default to digital documents and signatures; print only when required to cut waste and speed delivery.
Favor suppliers with published sustainability practices when choices are otherwise comparable.
Offer routing options that reduce unnecessary connections where practical to lower time, risk, and emissions.
Educate clients on visiting during shoulder seasons to reduce crowding and improve their experience.
Track your office’s energy and waste reductions annually and set a small improvement target each year.

Staying Informed (Trends, Sources, Cadence)

Review official travel advisories weekly for your active destinations and update client guidance accordingly.
Monitor airline consumer protection announcements so you can advise on refunds, baggage, and fee disclosures.
Subscribe to updates from key industry bodies for changes to accreditation, supplier programs, and training.
Watch state insurance updates and licensing changes if you sell or offer travel insurance.
Schedule quarterly policy and SOP reviews; remove outdated steps and add new requirements.

Adapting to Change (Seasonality, Shocks, Competition, Tech)

Build a seasonal calendar for your niche (holidays, school breaks, hurricane season) and adjust staffing, cash flow, and offers accordingly.
Maintain disruption templates for weather, strikes, or health events so you can message clients fast with next steps.
Diversify destinations and suppliers so a single region or vendor issue doesn’t halt your sales.
Keep a repricing checklist to act quickly when fare or rate drops align with supplier rules.
Add self-service tools for routine tasks (document re-sends, trip summaries) while keeping advisory time for complex decisions.
Run a twice-yearly competitive review to see how your fees, response times, and specialties compare—and adjust.

What Not to Do

Do not store card details in emails, notes, or spreadsheets; use secure links and approved payment tools only.
Do not ignore state Seller of Travel or insurance licensing rules; fines and forced refunds can erase profits.
Do not promise what you can’t control—visa approvals, specific aircraft seats, or weather-related outcomes; set honest expectations instead.

Sources: U.S. Small Business Administration, IRS, Federal Trade Commission, PCI Security Standards Council, ARC, IATA, CLIA, NAIC, U.S. Department of Transportation, U.S. Department of State, USCIS, California Attorney General, Florida Department of Agriculture & Consumer Services, Washington Department of Revenue, Hawaii Department of Commerce & Consumer Affairs