Sometimes when we want to travel for leisure or business, we need help from a travel agency. This type of service-oriented establishment caters to travel-related arrangements such as booking a flight and hotel to preparing travel documents. Although nowadays a lot of people prefer handling their own travel plans, there are still some occasions where it is still reliable and handy to have a professional travel agent arrange everything most especially for large groups.
For those working in the travel industry, not just for travel agencies but as well as hoteliers, tour guides, and rental companies it is common to ask your client to fill up a travel booking form or a reservation form. This is an effective way to collect the information needed to make a reservation. To learn more about this let us discuss this further below. And if you need to start preparing this particular form, check out our free travel booking form samples that are available for download on this page.
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What Is a Travel Booking Form?
Whenever you want to make a reservation, online or as you visit a hotel or travel agency it is important that certain information is given to them. This will help not only speed up the process for reservation but will also serve as a reference in case there are any discrepancies in the future. A travel booking form is a document where clients can fill up certain information such as the date of travel, number of travelers, destination, preferred accommodation and etc. Depending on what type of travel requirements you may need, a travel booking form is provided to secure information that the agent may need to help then arrange the reservation.
Every traveler has its own specific travel requirements, as some would need the whole travel package were plane tickets, hotel, transfers, and even guided tours are arranged while others would just require help with their travel documents such as securing a visa. So whatever the client needs, a travel booking form is an essential tool that can aid agents with their client’s requests and specifications.
How To Create a Travel Booking Form
Traveling to a new city or country requires planning, more so if you need to travel to multiple locations as you need to make all the necessary arrangements. You don’t want to end up forgetting to book a car rental or your train tickets especially during a high peak season like the Christmas holidays when not only tourists are up and about but locals as well. This is why advanced reservation is important unless you are the type to take the risks. But for a much more enjoyable vacation, having a confirmed reservation is highly important. You need not worry when you get to your destination when everything has been prepared in advance.
This is why it is necessary to fill up a travel booking form so that the receiving party can create a booking. This will serve as the basis for the reservation. So to create this document here are the necessary information needed to complete the form.
1. Basic Details
Basic details are mandatory on this form, which is as follows:
- Passenger/traveler contact information are details on where or how to reach them such as the mobile or landline number and email address.
- The number of passengers/travelers and their complete names as seen in the passport (this is essential for booking flight reservations).
- If there are children in the group, it is important to specify their ages and if they are traveling alone or with a guardian.
2. Flight Itinerary
It is necessary to include a portion where the client needs to encode details regarding their proposed flight plans. So what is required is the travel destination, travel dates, preferred airline, and time schedule.
For the accommodations, this would be the hotel or any type of apartments they would need. Information needed in the form is the type of hotel (if the client has their own specifications), type of room accommodation (single, deluxe, standard), and reservation dates–for multiple destinations.
4. Guided Tours
If the client wishes to book side or guided tours, it is essential to include this section in the form, so they can include details if they want to avail of such tours.
Transfers are what we call transportation from one point to another. For example, from the airport to the hotel, or from the hotel to a specific location. If the client wants to arrange a specific transfer, then it is essential to include this in the form.
6. Special Requests
It would be beneficial if the booking form has a section where the client can write down any special requests. What falls under this category are, for example, special meals like kosher or vegetarian meals, preferred seat assignment, or if one of the passengers needs a wheelchair throughout the entire trip. Indicating a special request will help agents advise their suppliers and vendors in advance and to check if this is possible.
Is it much more expensive to book through a Travel Agency?
It can cost more if you decide to book through a travel agency, but the great thing about it is that they can provide everything you need for your travel. It saves you the hassle of booking your flights, accommodation and etc. one by one.
What is a GDS?
A GDS(global distribution system) is an online system that is usually used by those in the travel industry to book and reserve flights, car rentals, and hotel accommodation.
Will it cost to change a confirmed flight reservation?
If you have already paid for the ticket, then changing the dates or even the routes will depend on the restrictions. Promo tickets tend to be more restricted from the rest, a rebooking fee and fare difference fee are usually charged if you wish to change.
A travel booking form is a useful document for travel agents and the likes since this will contain valuable information coming from their respective clients. This should be able to supply them with the data they need to reserve and book their travel requirements. To make it easier for you to prepare this document, don’t forget to download our free templates above!
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