A travel agent transfer booking checklist helps turn a client’s holiday plan into instructions that a transport team can use. The reservation should make sense to the traveler, the person coordinating vehicles and anyone assisting with a change. For Puerto Plata journeys, begin with exact airport and hotel names, then confirm the details of each movement. This guide focuses on building a clear booking file rather than assuming that a flight itinerary contains everything needed.
Create one record for each movement
Give the arrival and departure transfers separate dates, pickup times and destinations. For an arrival, include the airport code and the flight number that actually lands there. For the return, identify the hotel pickup address and the departing flight. Keep hotel-to-hotel transfers as separate movements so they are not confused with an airport return.
Check local dates carefully when a client travels overnight or changes planes. A booking made for the date the passenger leaves home can be wrong if the flight reaches the Dominican Republic the following day. Copy the details from the final itinerary and have the client review the resulting transfer plan.
Describe the party beyond the passenger count
Record adults, children and the equipment the party will carry. A child seat request needs more detail than a note saying “family.” Ask for the information the provider requires to assess the request and confirm the seat arrangement before presenting it as included. Include strollers, mobility aids, golf bags or board bags separately.
If a traveler needs accessible transport, describe the boarding and vehicle requirements with their permission. Do not infer accessibility from a large vehicle photograph. Request confirmation that the selected arrangement fits the traveler’s needs. Share only information needed to organize the journey, using the agreed booking channel.
Verify property names and the meeting instructions
Hotels with similar names may have different entrances or be in different destinations. Use the full property name and address, not an abbreviated resort group name. If the client is staying in a villa or apartment, include the access point and any directions needed after the main entrance.
Make sure the traveler receives instructions that match the actual pickup location. A generic airport description is not enough if the confirmed meeting point requires a specific exit or contact procedure. Ask the provider to clarify anything ambiguous before sending the final travel documents to your client.
Agree who approves changes and receives messages
Identify the agent responsible for the booking and the traveler’s contact number for the day of service. Explain whether operational messages should go directly to the traveler, through the agency or to both. A client who has no access to the agency’s inbox still needs a way to understand pickup instructions.
Keep a record of the approved price, currency and service inclusions. If a change is requested, send the booking reference with the full revised details and ask for written confirmation. Do not tell the client that a new route or time is accepted until the provider has confirmed it.
Send a concise final itinerary
Prepare a traveler-facing summary with the route, date, contact method and meeting instructions. Keep internal commercial notes separate from operational information. Review spelling, flight numbers and passenger totals one final time. Where multiple rooms or flights are involved, identify which passengers belong to each vehicle.
After sending the itinerary, ask the client to flag a changed flight or hotel promptly. Before the return journey, recheck the hotel pickup details and the current flight plan. A small correction made early is easier to coordinate than a last-minute message from the wrong pickup location.
Travel agent transfer booking checklist: common questions
Should I send the client’s entire passport or medical file?
Provide only the information actually required through the appropriate channel. Ask what is necessary before sending sensitive documents; a normal transfer planning brief is not a reason to circulate unrelated personal records.
What should I do when a flight number changes?
Send the booking reference, new flight number, local arrival date and any changed pickup requirements. Ask the transport team to confirm the revised arrangement.