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A family vacation intake questionnaire travel advisors can actually use
A client tells you they want Disney next spring, but you still need to know who is traveling, how flexible they are, where they want to stay, and what a great trip means to them. This reusable intake framework turns that first conversation into a clear handoff for the professional doing the booking. Download the editable plain-text template, adapt it to your workflow, and keep collecting sensitive data inside systems you control.
The short answer
A useful travel agent client intake form should ask for contact permission, traveler first names and ages at time of travel, destination and dates, room needs, transportation, resort priorities, budget comfort range and must-do experiences. Before a booking is treated as confirmed, the advisor must validate the supplier's actual inventory, pricing, terms and deadlines. Never collect raw payment-card details in a general inquiry form.
Prepared by Itinistry · Updated October 9, 2026. Independent advisor guidance; verify current supplier terms.
Download the free, editable advisor template
No registration, email gate or subscription required.
Seven sections worth capturing before the first proposal
Use the downloadable checklist as a starting point. Ask only what you need to serve the travel request, and keep payment details and sensitive identity records out of ordinary inquiry forms. Consider ages at time of travel, not simply today's ages, when preparing quotes.
Itinistry tools for this workflow
1. Contact and consent
Record the primary contact name, business-appropriate reply method, time zone, advisor assignment and permission to follow up about this inquiry. Avoid collecting unrelated demographic or identification information.
2. Travel party and room fit
Gather first names and ages at travel for everyone in the party, adult supervision and intended room groupings. Confirm actual occupancy restrictions and supplier rules before recommending accommodation.
3. Destination and date flexibility
Separate fixed dates from flexible dates. Note Walt Disney World, Disneyland, Universal, cruises or combined itineraries, then record departures and transfers when relevant.
4. Priorities beyond price
Ask families to rank proximity, resort atmosphere, transportation, room size, pools, dining and park experiences. A small rate difference may be less valuable than avoiding inconvenient transfers.
5. Budget comfort conversation
Clarify whether an estimate covers lodging only or the entire trip, and whether timing of deposits affects the decision. Do not automatically treat the least expensive option as the best recommendation.
6. Advisor verification gate
Before confirming a proposal, verify real supplier availability, commissionable products where relevant, room layout, promotions, inclusions, taxes, deposits, cancellation terms and supplier final-payment dates.
7. Confirmation and follow-up
Record the actual booking reference securely, have the traveler review details, schedule deadlines drawn from confirmed terms and share only approved information through the client trip portal.
How advisors use this workflow
1. Copy or download the worksheet
Use the freely available text template below as an agency starting point. It is designed to be edited, not treated as a supplier-required intake form.
2. Customize questions by destination
Disney, Universal, cruises and multi-destination vacations require different follow-up questions. Remove irrelevant prompts and avoid asking for information you do not need.
3. Review every answer before quoting
A human advisor resolves missing ages, contradictory dates, and room-fit ambiguities. Label prices as estimates until real supplier verification.
4. Retain a secure trip record
Move qualified intake into a CRM with appropriate permissions, record supplier-confirmed booking details and communicate only approved client-facing information.
Who benefits
- Solo advisors creating a reliable first-call discovery flow
- Disney and Universal family-vacation specialists
- Host agencies standardizing intake without oversharing client information
- Agencies transitioning from email threads into a structured CRM
Questions travel advisors ask
Should travel agent questionnaires ask for every child's birthday?
Usually ask first for each traveler's age at the time of travel, which is what many family vacation comparisons require. Collect exact dates of birth only if genuinely needed later in a secure, supplier-appropriate booking process.
Should I collect a credit card in my intake form?
No. Keep card numbers out of general inquiry forms and ordinary messages. Use an approved provider-hosted payment process when payment is required.
What should come before asking for a hard budget?
Confirm the full travel party, destination, date flexibility, room needs and the experiences they care about. Then ask for a comfortable spending range and explain what it includes.
Can this template work without Itinistry?
Yes. The free plain-text worksheet is not gated and can be adapted to an agency's existing process. Itinistry is an optional platform that connects inquiry records to planning workflows.
Related advisor software and guides
- Free travel agent templates, checklists and workflow guides
- A practical Disney travel agent CRM checklist
- A Universal travel advisor workflow that stays organized
- An AI travel agency chatbot that helps advisors start with the right questions
- Travel agency software for independent agents who want one organized workflow
Official supplier planning references
These links support independent checking of current supplier rules and do not imply any Itinistry affiliation.