Client Communication Tips for New Travel Agents: Build Trust from Day One

Starting out as a travel agent can feel overwhelming, especially when it comes to working with your first clients. However, great communication is what turns one-time clients into loyal, returning customers. Whether you’re emailing, onboarding, or sending trip details, clear and thoughtful communication sets you apart.

 

Tip 1: Set the Tone from the Start

Don’t wait until someone books; your tone starts with your first message or email! Keep things friendly, warm, and professional. You can use templates for things like your intro email or inquiry response so you never miss key info or sound unprepared.

Check out our Travel Agent Email Templates

 

Tip 2: Use Intake Forms to Stay Organised

One of the best things you can do early on is send a simple intake form to collect important information. It keeps you organised, shows you’re professional, and makes the planning process smoother for everyone. 

Get started with a Travel Agent Client Intake Bundle here!

 

Tip 3: Confirm Everything (Yes, Even the Obvious)

A quick confirmation message after receiving information or booking something shows you’re on top of things. Clients feel safe when they don’t have to guess whether something went through. Use a simple confirmation script or checklist to save yourself time. 

 

Tip 4: Have a Signature Style (But Keep It Clear)

Clients will remember how you made them feel. So, whether you’re more formal or casual, stay consistent and always prioritise clarity. Bonus: set up an email signature with your contact details, socials, and branding. 

 

Tip 5: Automate Where You Can

Rewriting every message eats up time. Use reusable email scripts and simple workflows, especially for common situations like sending quotes, confirming bookings, or asking for feedback. However, do remember to keep it personal too. You don't want to sound like a robot;)