Selling to travel agencies is tempting: volume, repeat business and less direct acquisition. But it can become an emergency factory if you accept every request without clear rules.
As well as a fair price, an agency needs quick replies, reliable availability and trips delivered as agreed. Meeting those expectations gives it a reason to book with you again.
Start by segmenting agencies
Not all agencies have the same value. Group them by work type before sending rates:
- Inbound tourism: high volume, frequent changes and demanding schedules.
- Corporate: less volume, greater punctuality and better margin.
- School trips and groups: long-term planning and high price sensitivity.
- Events: strong peaks, complex coordination and upselling opportunities.
Don’t send one flat rate for everything
Agency rates need structure, not a PDF with twenty unrelated prices. Define zones, vehicle types, extras and terms. If every request is calculated from scratch, agencies don’t know what to expect and your team wastes time.
Define a response commitment
Agencies value a response in 20 minutes more than a perfect quote two days later. Set an internal SLA: simple requests within an hour, complex ones before the end of the day.
Which terms to put in writing
If the relationship works, there will be many services. That’s exactly why the rules should be written from the start:
- Minimum notice to request a service.
- Cancellation policy.
- Waiting-time and route-change costs.
- Monthly credit and payment date.
- Person authorised to confirm services.
An agency without clear terms isn’t a channel: it’s a source of exceptions.
Make it easy to buy from you
Make it easy for the agency to send a complete request without calling about every detail. A B2B portal, a form with required fields or a clear booking request template can reduce mistakes.
Take care of the first month
The first month determines whether agencies make you a regular supplier or an emergency fallback. Review each service, call before problems arise and ask for feedback after the first three jobs.
Signs of a good agency
- Confirms in advance and respects deadlines.
- Provides complete group information.
- Pays as agreed.
- Accepts extra charges when the service changes.
- Doesn’t hide you from the end customer.
Manage each agency as a repeat customer, keeping track of its rates, terms and bookings. A reliable relationship with quick replies and clear rules can bring steady work.
