Reflections & Revelations

What to tell your travel agent when booking a holiday

Planning a holiday through a tour agency? Here is what to prepare before requesting a quotation.

Planning a holiday is exciting, but there are quite a few things to consider before a travel agent can put together an itinerary that suits you. Whether you're thinking of spending a few nights in Cape Town, exploring the Garden Route, going on safari in the Lowveld or travelling through several Southern African countries, it helps to give your agent a clear idea of what you have in mind.

You don't need to have everything worked out before making contact, although the more information you can provide about your expectations, budget and travel preferences, the easier it will be for your agent to plan a holiday that works for you.

Travel dates and arrangements

Start with your intended travel dates, whether you have any flexibility and how many people will be travelling. If children are joining you, include their ages, as accommodation rates, activity restrictions and booking conditions can differ depending on their age.

Your agent will also need to know where you intend to start and end your journey. If you've already booked international flights, provide your arrival and departure details, including airports and flight times, along with any other confirmed arrangements.

For holidays involving more than one country, explain which destinations you'd like to visit and whether you have a particular route in mind. This will help your agent work out realistic travelling times, border crossings and transport connections.

Your budget and priorities

Be upfront about how much you're comfortable spending and specify the currency. It's also important to explain whether your budget needs to cover everything, including flights, accommodation, meals, transport, activities, park fees, transfers and travel insurance, or whether some of these expenses have already been taken care of.

Your priorities matter just as much as the amount you're spending. Perhaps you'd rather stay in a modest room with a spectacular view than pay more for luxury accommodation, or maybe a private safari experience is worth spending a little extra on. Knowing where you're prepared to compromise and where you're not will help your agent recommend suitable options.

Your interests and personal requirements

Not everyone enjoys the same kind of holiday, so tell your agent what you actually like doing. Some travellers enjoy hiking, wildlife photography and cultural experiences, while others prefer beaches, good food and relaxing beside a pool. It's equally useful to mention activities you have no interest in, particularly if you're travelling with a group.

Practical requirements are also important. If anyone in your party has mobility limitations, accessibility needs or dietary requirements, explain what arrangements may be necessary. You don't need to share unnecessary personal information, only what is relevant to planning your trip.

Families travelling with young children should discuss sleeping arrangements, car seats and how much time the children can comfortably spend travelling between destinations. It's also worth mentioning whether you prefer exploring independently or joining organised tours.

Passports, visas and travel documents

Depending on the bookings involved, your agent may need certain passport details. Before sharing sensitive information, ask why it's required, how it will be sent and what measures are in place to protect it. Avoid sending personal documents through insecure channels.

Visa and entry requirements vary according to nationality, destination, passport validity and individual travel circumstances. Although your agent may be able to advise you, it's sensible to confirm the latest requirements with the relevant official government authorities before travelling.

Additional documentation may be required when children travel internationally, so check the applicable rules and consult the South African government's guidance on travelling with children where relevant.

Get the details in writing

Before making payment, ask for a written itinerary and quotation showing exactly what you're paying for. Check the accommodation, room types, meals, transport arrangements, activities, cancellation conditions and payment deadlines, and make sure you understand which expenses are excluded.

Find out what happens if something goes wrong during your holiday. Who should you contact if your flight is delayed, a transfer doesn't arrive or an activity is cancelled? You should also establish whether travel insurance is included or needs to be arranged separately.

A reputable travel agency should be willing to answer your questions and explain its booking conditions. Be wary of pressure to pay immediately, particularly if you're unable to verify the agency or its suppliers.

Booking through a travel agent doesn't mean handing over every decision. It's an opportunity to benefit from someone else's destination knowledge and experience while making sure the holiday reflects your own interests, preferences and budget. The clearer you are about what you want from the beginning, the less room there is for misunderstandings later.