Client Travel Questionnaire Template
Almost every itinerary that has to be rebuilt from scratch was quoted before somebody asked the right question. A good intake form gets the constraints out in the open first, so the plan you present is the one they can actually say yes to.
See the coursesEverything on this page is yours to copy and adapt. The courses cover the decisions behind it: what to charge, what to promise, and what to put in writing.
What yours needs to cover
- ✓ Traveler details exactly as they appear on the passport, plus expiry dates
- ✓ Dates, flexibility, and which of the two matters more
- ✓ A real budget question, framed as a range and per person, plus what it is meant to cover
- ✓ Trip purpose, because an anniversary and a conference are not the same brief
- ✓ Accommodation and travel style preferences, with examples rather than adjectives
- ✓ Accessibility, mobility, dietary and medical needs
- ✓ Loyalty programs, airline preferences and seat needs
- ✓ A deal-breakers question: what would ruin this trip
- ✓ Insurance and previous trips they loved or hated, and why
How to use it
- Send it before the consultation, not after, so the call is spent on the plan rather than on data entry.
- Ask for budget as a range with what it includes. "Ten thousand" means very different things with and without flights.
- Get passport names and expiry dates at intake. A name that does not match the passport is expensive to fix after ticketing.
- Always ask what would ruin the trip. It surfaces the constraint people do not think to volunteer, like a dawn start or a long transfer.
- Keep the completed form on file. It is what makes the second trip faster to plan than the first.
Client Travel Questionnaire Template FAQs
What should a travel advisor ask before quoting?
Dates and how flexible they are, a budget range and what it covers, who is traveling and their passport details, the purpose of the trip, accessibility and dietary needs, and what would ruin it. The list on this page covers each one.
Is it rude to ask a client their budget?
It is more uncomfortable to present an itinerary at twice what somebody meant to spend. Asking for a range, and saying what it needs to cover, gets an honest answer more often than asking for a number.
Should I use a form or just talk to them?
Both, in that order. The form collects the facts, the conversation gets the things people only say out loud. Unit 5 covers turning a completed questionnaire into an itinerary somebody pays for.
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