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Travel agency phone script template (copy and paste)

InfiVoice ยท 2026-11-14

People planning a trip usually call a few agencies and stay with the one that listens, asks the right questions and offers a clear next step. A written script keeps every call consistent, even when your advisors are busy with clients. Copy the one below, change the bracketed parts, and use it with a person or an AI voice agent.

Before you copy it

Decide a few things first. Which trips you handle, such as leisure, honeymoons, group travel, cruises or business travel, which destinations you specialize in, how consultations work, who handles existing bookings and your callback window.

Keep one rule at the top. Never quote fares, availability, visa rules or travel advisories from memory. Those change constantly and come from your advisor or official sources. The script gathers trip details and moves the caller to a consultation or a callback.

1. Greeting

> "Thank you for calling [Agency Name], this is [Name]. How can I help you today?"

After hours, say so and stay useful.

> "Thank you for calling [Agency Name]. Our office is closed right now and opens again [Day] at [Time]. Tell me about the trip you have in mind, and I will make sure [Name] gets back to you."

2. Understand the trip

> "Are you planning a new trip, or do you already have a booking with us?"

> "Where would you like to go, or are you still deciding?"

> "Is this a vacation, a honeymoon, a family trip or something for work?"

Write down the caller's own words. If they have no destination yet, that is fine.

> "That is a good place to start. [Name] can help you narrow it down during a consultation."

3. Qualify the trip

> "Roughly when would you like to travel?"

> "How many people will be traveling?"

> "Do you have a rough budget in mind, or would you prefer to talk through options first?"

> "Is there anything important we should know, such as a special occasion or specific needs?"

Only promise services you actually offer.

> "I want to be sure we are the right fit. Let me check that with [Name] so I do not guess."

4. Fares, visas and availability

> "Prices and availability change quickly, so I do not want to give you a wrong number. Our advisor can look at current options and put together a proposal. Can I set up a time to talk?"

> "Entry requirements depend on your passport and destination, so please confirm them with the official source for your destination. Our advisor can point you in the right direction."

Never invent a price, a deal, a visa rule or a guarantee.

5. Book the consultation

> "I can schedule a consultation with [Name], by phone or in person. Would [Day, Time] or [Day, Time] work better?"

> "Can I have your full name, the best number to reach you and your email?"

Repeat the name, the number, the format and the time.

6. Existing bookings

> "No problem. What is your name and the travel dates on your booking?"

> "I will pass your message to [Name] right away, and they will follow up today."

If someone is traveling right now and has a problem, send them to your urgent line.

> "Because you are traveling, I will mark this as urgent and ask [Name] to call you right away. You can also reach us at [number]."

7. Goodbye

> "Thank you, [Name]. I have noted a consultation on [Day, Time], and [Advisor Name] will confirm at [number]. If anything changes, call us at [number]. Talk soon."

Run this script as an AI voice agent with InfiVoice

You can turn this script into a voice agent that answers while your advisors are with clients or after hours.

Start with the call flow. Paste the greeting, then add the questions in order: destination, type of trip, dates, number of travelers, name, phone and email. Set fare questions, visa questions and existing bookings as a branch that sends a message to your team and promises a callback.

Then add a knowledge base with your services, destinations, hours and consultation process. InfiVoice answers from that content instead of guessing. Connect your calendar if you book consultations.

Finally, test by calling it. Try a new inquiry, someone with no destination, someone asking about price and an existing traveler. Fix the flow, then go live.

InfiVoice bills in credits and one credit equals 60 seconds of call time. The Free plan includes 100 credits, enough to build and test the script. Pro costs $79 per month with 250 credits.

Frequently asked questions

What should a receptionist ask when someone calls a travel agency?

Where they want to go, when, how many people are traveling, the type of trip, and their name, phone and email. Then confirm the details out loud and book a consultation.

Should the script quote fares or visa rules?

No. Fares and availability change, and entry rules depend on the traveler. The script should take the details and hand them to your advisor or point to the official source.

Can an AI voice agent handle a travel inquiry?

It can ask the questions above, answer from your services, destinations and hours, and pass the details to your team. Decide in advance who handles pricing and urgent traveler issues.

Can I try this without paying?

Yes. The Free plan includes 100 credits.

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