How can you confirm a travel itinerary with your remote team?

1 Choose the right tools

The first step is to choose the right tools for sharing and confirming travel itineraries. You may use a combination of email, phone, messaging apps, video calls, or online platforms that allow you to create and edit travel plans collaboratively. Depending on the size and preferences of your team, you may opt for one or more of these tools. The key is to make sure that everyone has access to the same information and can communicate easily and securely.

2 Create a template

The next step in the travel planning process is to create a template for your itineraries. This will save time and guarantee accuracy and uniformity. Your template should include the traveler's name and contact information, the departure and arrival times and dates, flight numbers and airlines, airport codes and terminals, baggage allowance and fees, hotel name, address, and confirmation number, car rental or transportation details, agenda or purpose of the trip, as well as any special requests or instructions. You can use a word processor, a spreadsheet, or an online platform to create your template. Additionally, you can customize it to meet the specific needs and preferences of your team.

3 Share the itinerary

The third step is to share the itinerary with the traveler and the relevant team members. You can do this by email, phone, messaging app, or video call. You should also attach a copy of the itinerary in a format that is easy to access and edit, such as a PDF, a Word document, or a Google Doc. You should also include a link to the online platform where you created the itinerary, if applicable. You should share the itinerary as soon as possible, preferably at least a week before the trip, to allow time for feedback and changes.

4 Confirm the itinerary

The fourth step is to confirm the itinerary with the traveler and the relevant team members. You should do this by asking them to review the itinerary and reply with any questions, comments, or corrections. You should also ask them to confirm that they have received the itinerary and that they agree with the details. You should do this by email, phone, messaging app, or video call, depending on the urgency and complexity of the itinerary. You should confirm the itinerary at least a day before the trip, or earlier if there are any changes or updates.

5 Follow up on the itinerary

The fifth step is to follow up on the itinerary during and after the trip. You should do this by checking in with the traveler and the relevant team members regularly, especially if there are any delays, cancellations, or emergencies. You should also ask them for feedback on the itinerary and the trip, and note any suggestions or improvements for future travel plans. You should do this by email, phone, messaging app, or video call, depending on the availability and preference of the traveler and the team members. You should follow up on the itinerary within a week after the trip, or sooner if necessary.

6 Update your records

The final step is to update your records with the final version of the itinerary and any relevant information. You should do this by saving, archiving, or deleting the itinerary from your email, phone, messaging app, video call, or online platform. You should also update your calendar, budget, invoice, or report with the actual dates, times, costs, and outcomes of the trip. You should do this as soon as possible after the trip, or within a month at the latest.

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?