Maximizing Your Partnership With a Travel Agent: The Dos and Don'ts of a Successful Journey

Using a travel agent is a smart move, providing you with someone to advocate for you during your travels and act as a partner in your preliminary planning. A travel agent who books your honeymoon, your babymoon and your first trip to Disney with your kiddos….trust me, there is no one more committed to amazing experiences! However, to set this relationship up for long term success, it's essential to follow certain etiquette. Here are the key do's and don'ts of working with a travel agent:

Don'ts:

1. Don’t Demand Immediate Turnarounds: Avoid asking for proposals that are same day or within 24 hours. Let’s face it, you don’t like quick turnarounds at your job either! Travel agents handle various clients and sometimes their travel emergencies. Don’t make it awkward by being demanding upfront. Give them 2-3 days, maybe even a week if your trip is a year from now. Someone else might be looking at a trip next month, so allow the travel agent to triage clients accordingly.

2. Don’t Do Your Own Research After Contacting an Agent: Trust your decision to contact a travel agent. They have probably been on travel agent familiarization tours (FAMs) and know about hidden gems you haven’t heard of. Once you’ve contacted them, refrain from conducting your own research. It’s like hiring a housekeeper and then cleaning your house after she/he leaves. It doesn’t make sense. Hear what the agent come back with, and if those inputs don’t work for you (price, location, etc.), work with them for fine tuning.

3. Don’t Expect Unlimited Proposals: Travel agents typically offer a set number of proposals, and they can let you know that upfront. Give some thought, prior to the call, to details like dates, budget, amenities, etc. Having a solid plan in mind is a win-win for both sides and makes the process faster. Changing your mind and continuously asking for changes or additional options is inconsiderate.

4. Don’t Ask Them to Beat Prices: Asking a travel agent to match or beat prices from direct bookings is dismissive of their true value, which is the wisdom, support and advocacy they offer. Understand when you are talking to a travel agent, you aren’t just getting the sticker price. You’re getting a travel rockstar to support you over the lifetime of that relationship.  

5. Don’t Be Inconsistent: Be serious about your requests. Don’t repeatedly ask for quotes and then go silent. This wastes both your time and the agent’s. Some travel agents might charge a research fee, but that is usually disclosed and paid up front. Otherwise, travel agents are paid commissions from cruise lines, resorts, rental cars, etc. Like you, they have jobs to support their families. They work very hard, so don’t ask them to keep working for free.  

6. Don’t Ask for Free Advice: And speaking of working for free, it’s inappropriate to book your own trips and then seek free advice from a travel agent. If you have questions, book through them to benefit from their expertise on day one.

7. Don’t Ask about an International Trip Without a Passport: If you don’t have a passport (and don’t intend to get one), don’t ask for an international proposal. That’s one of the first questions I ask now. Also, if you don’t have a passport, but intend to get one, don’t wait till the last minute and attempt to rush order things. Procrastination sets your trip up for stress, unnecessary expense…possibly cancellation (and maybe not getting your money back). These are all stresses that your travel agent will have to take on, too.

   Do’s:

   1. Do Have a Budget in Mind: Always provide a budget range. This helps the agent find suitable options without wasting time on proposals that are either too expensive or not up to your standards.

   2. Do Have a Plan: If you’re traveling with a group, know your room configurations, date ranges, budget per person, and ensure everyone has passports if necessary. Make sure you and the travel agent are on the same page and stand your ground if someone in your group starts trying to armchair quarterback things. Politely tell them they can call the shots on the next trip.

   3. Do Communicate Your Desired Experience: Whether you want a luxurious or simple trip, urban or nature-filled, clearly communicate your preferences to help the agent tailor their proposals.

   4. Do Be Open to Recommendations: Instead of fixating on a specific destination, be open to suggestions. Your travel agent might know about a perfect alternative that suits you even better. For instance, instead of saying “we want to go to Cancun,” just say we want an all inclusive on the beach that is within a 5 hour flight. If you DO actually want a specific destination, that’s fine. Let them know why, and maybe their can make it even more special.

   5. Do Refer and Recommend Your Agent: Referrals and positive reviews are the lifeblood of a travel agent’s business. They might be too shy to ask, so help your travel agent by recommending them to others and writing reviews on Google or social media. Maybe share one of their posts occasionally? Trust me, if you are proactive about this, you will be their new favorite client!

   6. Do Respect Their Time: Contact your travel agent during regular business hours. Avoid late-night or holiday calls unless you are a client that is in crises. An email or a form on their website can be a more considerate way to reach out during odd hours and holidays. One of the perks of being a travel agent is that we can set our own hours. Although we often do work weekends and evenings, never assume that.  

      Building a Lasting Relationship:

      Think of your relationship with your travel agent as a long-term partnership. Travel agents have your best interests at heart and work hard to ensure your travels are smooth and enjoyable. Respecting their time, being clear with your expectations, and showing appreciation will help foster a strong, mutually beneficial relationship. Be the client that you would want if roles were reversed.