PARTNER GUIDE
Organising booking files: what every travel agent should keep for each client
Published October 27, 2026
Good records are one of the most useful tools a travel agent can have. When a client asks a question months after the trip, or when a dispute arises, a complete booking file can solve the problem in minutes.
Create one file or folder for each booking, and name it clearly with the client's name, the destination and the travel date. Keep everything about that trip in one place rather than scattered across chats, emails and notebooks.
Save the essentials: the original quote, the client's written approval, the supplier's confirmation, the payment receipts, copies of the guests' passports and visas where they are needed, and any messages about changes or special requests. Include the cancellation deadlines so that they are easy to see.
Record important conversations. If a client agrees to something by phone, send a short message afterwards to confirm what was agreed. This turns a spoken promise into a written record.
Protect the information. Booking files contain personal data, so store them securely, share them only with people who need them and delete documents such as passport copies when you no longer need them. Check any rules that apply in your country about how long records must be kept.