ITINISTRY | FAMILY VACATION ADVISOR INTAKE WORKSHEET
Free copy-ready resource for professional travel advisors
https://itinistry.com/resources/travel-agent-client-intake-template/
Updated October 9, 2026

PURPOSE
Use this checklist in a secure agency-managed intake process. Collect only the details needed to plan the trip. Adapt questions to your suppliers and privacy obligations. Do not request card numbers, passport numbers, or medical documents in a general inquiry form.

1. CONTACT & PERMISSION
[ ] Preferred first name:
[ ] Contact email:
[ ] Preferred contact method and time zone:
[ ] Permission to contact regarding this trip request confirmed:
[ ] Responsible advisor:

2. WHO IS TRAVELING?
[ ] Total travelers and room groupings:
[ ] Each traveler’s first name and age at time of travel:
[ ] Adults responsible for minors:
[ ] Any room-occupancy requirements to confirm with suppliers:
Do not assume a child’s current age will match their age on the departure date.

3. WHEN AND WHERE?
[ ] Preferred arrival / departure dates:
[ ] Date flexibility (earlier / later / fixed):
[ ] Destination: Walt Disney World / Disneyland / Universal / cruise / other:
[ ] Departure city / transportation plans:
[ ] Single destination or combined Disney + Universal itinerary:
[ ] Major occasion or special timing to consider:

4. WHAT DOES THE FAMILY VALUE?
Rank up to three: convenience, resort atmosphere, proximity, room size,
transportation, pools, dining, parks/experiences, budget comfort, quiet.
[ ] Non-negotiables:
[ ] Nice-to-have experiences:
[ ] Resort/room category preferences:
[ ] Willingness to change hotels during the trip:
[ ] Transportation preferences:
[ ] Mobility/accessibility requests voluntarily provided, only where relevant:

5. BUDGET CONVERSATION
[ ] Total trip budget comfort range or per-night lodging preference:
[ ] What is included in that estimate? Lodging, tickets, airfare, dining, transfers:
[ ] Is convenience or experience worth paying more for?
[ ] Preference for upfront payment versus paying through supplier due dates:
Avoid treating 'best value' as synonymous with the cheapest package.

6. ADVISOR VERIFICATION GATE
[ ] Complete party and traveler ages confirmed:
[ ] Supplier inventory checked using approved professional channels:
[ ] Quote date/time recorded, including taxes, fees and inclusions:
[ ] Deposit, cancellation, refund, and final-payment terms verified:
[ ] Any applicable promotion eligibility confirmed:
[ ] Insurance offering and trip documents reviewed where appropriate:
[ ] Proposal is clearly labeled estimate until supplier-confirmed:
[ ] Client approved the selected option before final booking:

7. AFTER BOOKING
[ ] Supplier confirmation recorded securely:
[ ] Client reviewed traveler details and reservation details:
[ ] Deposit/final-payment reminders use actual supplier due dates:
[ ] Share only client-appropriate details in approved trip portal:
[ ] Set pre-travel follow-up and post-trip check-in:

Suggested status flow: NEW INQUIRY -> INTAKE COMPLETE -> RESEARCH
-> PROPOSAL SENT -> CLIENT SELECTED -> SUPPLIER BOOKED
-> PRETRAVEL -> TRAVEL COMPLETE -> FOLLOW-UP

This is an operational template, not legal, privacy, or supplier policy advice.
Itinistry is independent travel agency software, not affiliated with Disney or Universal.
For a practical guide: https://itinistry.com/resources/travel-agent-client-intake-template/