Expired passports, missed connections, wrong dates — the disasters that ruin trips are almost always boring, preventable details. Build this checklist into your process and run every single booking through it.
60 days out: documents
- Passport valid 6+ months past the return date? Check every traveler.
- Visas or entry authorizations needed? Some take weeks.
- Names on bookings match IDs exactly — middle names included.
30 days out: logistics
- Flights: are connections realistic? Flag anything under 90 minutes.
- Transfers confirmed between every airport, hotel, and port?
- Travel insurance offered and decision documented?
7 days out: the final sweep
- Send one summary email: confirmations, times, contact numbers.
- Remind clients of check-in windows and baggage rules.
- Confirm dietary needs and celebrations are noted with suppliers.
Day of travel: be reachable
Tell clients exactly how to reach you on travel day. Most will never call — but knowing they can is what separates an advisor from a booking website.
💡 Tip
Save this checklist as a template and attach it to every trip in your system. Consistency is the whole game.