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How do you educate clients on travel document etiquette and security?

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As a tour planner, you want your clients to have a smooth and enjoyable travel experience. One of the most important aspects of preparing for a trip is making sure that they have the right travel documents and that they keep them safe and accessible. In this article, you will learn how to educate your clients on travel document etiquette and security, and help them avoid common pitfalls and problems.

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Carsten ?stberg

Mobility expert, growth & expansion, cultural understanding, war veteran, PE operator
Bhawneesh Goyal

Lead, Finance & Accounting at Innova Solutions (formerly ACS Solutions)

1 Check the requirements

The first step is to inform your clients about the specific requirements for the destination they are visiting. Different countries may have different rules and regulations regarding passports, visas, health certificates, vaccination records, and other documents. You should provide your clients with a detailed list of what they need to obtain, how to apply, how much it costs, and how long it takes. You should also remind them to check the expiration dates of their documents and renew them if necessary, as some countries may not accept passports that expire within six months of travel.

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Carsten ?stberg

Mobility expert, growth & expansion, cultural understanding, war veteran, PE operator
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Make sure to ally with a professional vendor in the field of visas and immigration. There are tons of fake websites out there pretending to be government websites and collecting fees for an e-visa you will never receive. Also, a lot of websites providing visa requirements are non-profit and depending on input in order to be accurate. Hence, liaise with professionals in the field to avoid wasting any time or even worse, getting scammed!

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Bhawneesh Goyal

Lead, Finance & Accounting at Innova Solutions (formerly ACS Solutions)
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When it comes to educating clients about travel document etiquette and security, I like to emphasize the importance of keeping their passports and other important documents safe and secure. I also make sure to inform them about the specific entry requirements for each destination they plan to visit. It's all about helping them have a smooth and worry-free travel experience while staying safe. ??

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2 Make copies and backups

The second step is to advise your clients to make copies and backups of their travel documents and store them in different places. They should have at least one photocopy of their passport, visa, and other documents in their luggage, and another one with a trusted person at home. They should also scan their documents and save them on a cloud service, a USB drive, or an email account. This way, they can access their documents online or offline in case they lose them or they get stolen.

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3 Protect the originals

The third step is to teach your clients how to protect their original documents from damage, theft, or loss. They should always keep their documents in a secure and waterproof pouch or wallet, and never leave them unattended in their hotel room, car, or public places. They should also avoid carrying them in their back pockets, backpacks, or purses, as these are easy targets for pickpockets and snatchers. Instead, they should use a neck pouch, a belt bag, or a hidden pocket to keep their documents close to their body and out of sight.

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4 Follow the rules

The fourth step is to instruct your clients to follow the rules and etiquette of the country they are visiting when it comes to presenting and handling their documents. They should respect the authority and customs of the immigration officers, border guards, police, and other officials who may ask to see their documents. They should also be polite, patient, and cooperative, and avoid arguing, complaining, or making jokes. They should also be prepared to show their documents at any time, and not fold, bend, or write on them.

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5 Report any issues

The fifth step is to inform your clients about what to do in case they encounter any issues with their documents, such as losing them, having them stolen, or finding errors or discrepancies. They should report the incident to the local police and obtain a police report as soon as possible. They should also contact the nearest embassy or consulate of their country and request a replacement or an emergency travel document. They should also notify their tour planner, travel agent, airline, or insurance company about the situation and seek their assistance.

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6 Review the tips

The sixth step is to review the tips and best practices for travel document etiquette and security with your clients before they depart. You should remind them to check their documents for accuracy and validity, make copies and backups, protect the originals, follow the rules, and report any issues. You should also provide them with a checklist, a contact list, and a resource list that they can refer to during their trip. By doing this, you will help your clients have a hassle-free and memorable travel experience.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you educate clients on travel document etiquette and security?

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1 Check the requirements

2 Make copies and backups

3 Protect the originals

4 Follow the rules

5 Report any issues

6 Review the tips

7 Here’s what else to consider

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