Run a Final Itinerary Review for Names, Dates, and Open Requests

The final itinerary review should give a traveler time to catch a mistake before departure while there is still a practical path to correct it. Read the document from the traveler’s point of view: who is traveling, when each segment begins, where each confirmation applies, and what requests remain open. A polished PDF can still carry the wrong middle name or an unconfirmed transfer.

Use a calm sequence. Confirm each traveler’s name against the document they provide, then review flight dates, hotel check-in and check-out dates, local arrival times, and transfer pickup details. Separate confirmed services from requests awaiting a supplier response. Explain any deadline that the supplier has provided.

Advisor Lena said, “Before I send the final version, let’s read the key details together. Your passport shows Ana Maria Ruiz, while the airline record says Ana Ruiz. How would you like to proceed?” Ana replied, “My passport name must be used.” Lena continued, “I will ask the airline to review the correction and tell you what it confirms. Your Rome hotel is June 14 through June 17, and the driver request for June 14 at 3:40 p.m. is still awaiting the provider’s reply. Does that match your plan?” Ana noticed that the museum tickets were dated June 16, while she expected June 15. Lena said, “Thank you for catching it. I will check the ticket terms and available dates before proposing a change.”

Send the traveler a short list of open items with the responsible supplier and the next update time. Do not label a request as confirmed until the supplier has done so.

For practice, seed an itinerary with one name mismatch, a hotel date error, and an unanswered transfer request. Review whether the advisor finds each item and states the next action accurately.