You’ve done the work. The trip is booked, the details are dialed in, and your clients are counting down the days. Now comes one of the most important moments in delivering a high-touch experience: ensuring they feel completely prepared — and genuinely excited — for takeoff. Please send travel documents to your assigned mentor to review before you send them to the client for your first 5 trips.
Professional travel documents are more than just a courtesy; they are a signature of our service. At Travel with Awestruck, we use them to elevate peace of mind, build anticipation, and eliminate uncertainty. These beautifully packaged documents include everything your client needs to travel confidently, from their departure gate to their return home.
This isn’t just information. It is reassurance. It’s the reason your client doesn’t need to double-check, print confirmations, or stress about what’s next. Because you’ve already handled it.
This is how we reset the standard for service in our industry—one seamless trip at a time.
Travefy is a powerful tool for advisors to create professional, detailed travel documents for clients. Through Travefy, your clients can access all of their travel details on-the-go, right from their phone -- no carbon copies required.
Read on for guidance on how to use Travefy to create and deliver professional travel documents, or visit this link for additional video tutorials.
Read on for guidance on how to use Travefy to create and deliver professional travel documents
Professional travel documents are more than just a courtesy; they are a signature of our service. At Travel with Awestruck, we use them to elevate peace of mind, build anticipation, and eliminate uncertainty. These beautifully packaged documents include everything your client needs to travel confidently, from their departure gate to their return home.
This isn’t just information. It is reassurance. It’s the reason your client doesn’t need to double-check, print confirmations, or stress about what’s next. Because you’ve already handled it.
This is how we reset the standard for service in our industry—one seamless trip at a time.
Travefy is a powerful tool for advisors to create professional, detailed travel documents for clients. Through Travefy, your clients can access all of their travel details on-the-go, right from their phone -- no carbon copies required.
Read on for guidance on how to use Travefy to create and deliver professional travel documents, or visit this link for additional video tutorials.
Read on for guidance on how to use Travefy to create and deliver professional travel documents
Creating travel documents
01
Create a new trip in Travefy
- Log into Travefy Pro
- Click on "+New Trip" to create a new trip
- Enter the trip name (e.g., Smith Family -- Hawaii 2025), and set the travel dates
- Add a cover photo to inspire and personalize the document (photos of their destinations usually work well for this)
02
Input trip details
Build out your client's itinerary in Travefy, including all critical trip details such as:
- Flight details (departure/arrival times, airline, flight numbers)
- Accommodation information (hotel name, address, check-in/check-out details)
- Transfers & transportation (rental cars, private transfers, train tickets)
- Excursions & activities (tour bookings, dining reservations, event tickets)
- Travel insurance details (if applicable)
- Know before you go details (e.g., entry requirements)
Travel with Awestruck has an extensive library in Travefy. Feel free to use any templates available to provide as much information as possible about your client's trip and destination, but please do not change or alter a library item. Travefy also allows you to import bookings from select suppliers, which can be a very helpful time saver.
03
Add any relevant supplier documents
Suppliers will likely send you documents for your clients as well, and these should be included in their Travefy itinerary. VAX will also send travel documents, and these should be included as well.
Double check especially for the following:
Double check especially for the following:
- Vouchers for transfers in Mexico and the Caribbean
- Contact information for in-destination and during travel support
- Insurance contact information if applicable
04
Check all documents for accuracy
We know -- you have already checked 100 times, but once more never hurts. The last thing you want to do is send your clients into a justifiable spiral because you mistyped their name, and they are concerned they will be denied boarding.
Take one last look to ensure the documents are clean and error-free.
05
Send a pre-trip email, with a link to the Travefy itinerary
Send a note to your clients letting them know that their travel documents are ready. They can use the Travefy link to either download a PDF, or view the travel documents in Travefy. Use the body of the email to call out any critical information that you want them to review specifically as well.
06
Offer a pre-travel call
It is always best practice to offer your clients a pre-travel call to review their documents and go over any last-minute questions they may have.
Hi [Name],
The countdown is on! Your vacation is quickly approaching, and I want you to be well prepared.
This email contains everything that you need to travel. These are your travel documents; nothing will be mailed to you.
To access this trip, please view this link [INSERT TRAVEFY LINK].
From there you have 3 options:
You may print the PDF version and have a copy of the documents to bring on the trip, but you are not required to print anything. If you click the “App” button in the top right corner of the itinerary, a screen will pop-up asking for your email address. After you enter your email address, you will then receive a link to your email to get the app and open the trip on your phone.
Important next steps:
Please do not wait until the day before you leave for your trip to look at your travel documents. Most issues are easily corrected if we are notified in advance. If you wait until 72 hours or less before your trip to read and review this information, we may not be able to reach our airline, hotel, and tour operator partners in time to help.
Reviewing these travel documents as soon as they are received is the best way to guarantee a seamless experience. If you have any questions at all, please let us know. We are here to assist you in every way.
We wish you a wonderful trip filled with many Awestruck Moments.
With gratitude,
[Name]
The countdown is on! Your vacation is quickly approaching, and I want you to be well prepared.
This email contains everything that you need to travel. These are your travel documents; nothing will be mailed to you.
To access this trip, please view this link [INSERT TRAVEFY LINK].
From there you have 3 options:
- View your travel documents online in a web browser
- Download your documents as a PDF
- Download the Trip Plans app and view your trip via the app. This option allows you to make your trip available 'Offline'. Please use the “offline” feature while traveling in case you don’t have WIFI access
You may print the PDF version and have a copy of the documents to bring on the trip, but you are not required to print anything. If you click the “App” button in the top right corner of the itinerary, a screen will pop-up asking for your email address. After you enter your email address, you will then receive a link to your email to get the app and open the trip on your phone.
Important next steps:
- Please reply to this note, so that we know you received your travel documents
- Review all of the documents carefully for accuracy
- [Optional] Schedule a pre-travel call if you have questions or would like to review the documents together in detail
Please do not wait until the day before you leave for your trip to look at your travel documents. Most issues are easily corrected if we are notified in advance. If you wait until 72 hours or less before your trip to read and review this information, we may not be able to reach our airline, hotel, and tour operator partners in time to help.
Reviewing these travel documents as soon as they are received is the best way to guarantee a seamless experience. If you have any questions at all, please let us know. We are here to assist you in every way.
We wish you a wonderful trip filled with many Awestruck Moments.
With gratitude,
[Name]
