Travel agent: what to know

What the job involves, what changes the price, and what to ask a pro.

What travel agent is

A travel agent plans and books a trip for you, comparing flights, lodging, tours and insurance so you do not have to. People use one when a trip has several bookings, a tight schedule or a group to coordinate.

Signs you need it

  • You have several flights, hotels or transfers to line up so they connect properly
  • You are planning a group trip where one change to a booking affects everyone else
  • Your route has a tight connection or few direct options, and you want the timing checked
  • You want someone to rebook you if a flight is canceled while you are away
  • Your paperwork dates need to be checked against your booking dates before you travel

What the pro does

  • Learn your dates, budget limits, travel style and must have items such as seat choice or accessibility needs
  • Search flights, lodging and tours and compare the options that fit your route and timing
  • Make the bookings and send you the confirmations and a single itinerary
  • Check each traveler's name against their ID so nothing is rejected at check in
  • Explain the change and cancellation rules for each booking so you know what you can undo later
  • Handle changes, delays or cancellations during the trip where the airline or hotel allows it

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • How far ahead the trip is booked and whether the dates fall in a busy travel period
  • The number of travelers and whether they must sit together or share rooms
  • How many separate bookings the itinerary has, such as flights, hotels, transfers and tours
  • The complexity of the route, including connections, several cities or one way legs
  • Whether the agent handles changes during the trip or only the first booking
  • Whether travel insurance is arranged and how much coverage you choose
  • Special requests such as accessible rooms, group seating or help with visa timing

What a written quote should spell out

  • Each flight with airline, flight number, date, and departure and arrival times
  • Each hotel or tour with the room or option, check in and check out dates, and its cancellation deadline
  • Every fee charged by the agent, and the date each fee is due
  • Which bookings are refundable and which are not, written beside each item
  • What to do if you need to change or cancel, and who to contact
  • Whether travel insurance is included or optional, and what it covers

Questions to ask before you hire

  • Who holds the reservations if something goes wrong, and are they in my name or yours?
  • Which fees do you charge, and do they apply to changes as well as the first booking?
  • How will you handle a missed connection or a canceled flight while I am away?
  • Can you show me the change and cancellation rules for each booking before I pay?
  • What hours are you available during my travel dates, and how fast do you reply?
  • Have you booked trips like mine before, to this destination or with this type of group?

Red flags

  • Asks you to send money to a personal account instead of a booking company
  • Cannot name the airline, hotel or tour operator for each booking
  • Refuses to put the cancellation rules in writing
  • Asks for your login passwords for airline or hotel accounts

What you can do yourself

You can research destinations, compare dates and read the rules of a few options yourself. Hire a travel agent when the trip has several connected bookings, a tight schedule or a group to coordinate, or when a change could cost you money if handled wrong.

Licenses and permits

No license is usually required to work as a travel agent. Ask instead for the agency's business registration, its supplier accounts and proof of professional liability insurance; check with your state or local licensing agency if you are unsure what rules apply where the agent works.

Travel agent questions

Do I pay more to use a travel agent than to book myself?

Some agents charge a fee on top of the supplier price, and some are paid by the supplier. Ask which applies before you agree, and get the total in writing.

What if my flight is canceled after I leave home?

Tell the agent right away. A good agent will look at rebooking options with the airline, check what your travel insurance covers and tell you which steps you must take yourself, such as calling the hotel.

Can a travel agent get me a refund?

Refunds depend on the rules of each booking. The agent can request one and explain the result, but the supplier decides whether to approve it.

Do I need travel insurance?

That is your choice. Ask the agent to explain what each policy covers, what it leaves out, and whether trip cancellation and medical care are included.

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