AI prompts can save travel advisors hours on repeated tasks like drafting inquiry responses, turning call notes into recaps, and formatting itineraries. The goal is to create a better starting point faster, so you can focus on applying your expert judgment and personal touch.
Where does AI fit into a travel business?
The usefulness of AI will vary depending on where you are in a client relationship or trip cycle. More advisors are beginning to adopt AI into their work—according to a Travel Weekly and Phocuswright survey, 59% used AI tools in their business in 2025, up from 41% the year before. It might help with writing early on and function like an assistant working in the background the rest of the time, for example. Some common areas where AI can save you time are:
Standard communications: Draft inquiry responses with clarifying questions, VIP notes to hotel teams, or trip reminders and follow-ups for clients.
Discovery and trip profiling: Turn call notes into a recap with a task list, so nothing from the call gets forgotten.
Organizing research: Pull in destination details, compare multiple options side-by-side, and summarize how your picks match a specific client’s priorities.
Itinerary formatting: Turn a source document or a list of bookings into a structured and neatly formatted proposal a client can easily read.
Task management: Triage your inbox and build a regular to-do list based on your calendar and open email threads.
You can use an out-of-the-box AI tool for these tasks, but the most effective will be AI that’s part of your agency platform. That tooling already connects to your workflows and bookings.
For example, Fora advisors have Sidekick, a chatbot built into Portal, and an embedded AI assistant, Via. Sidekick answers common advisor questions, like standard booking or Fora processes, based on Fora’s documentation. Drawing on Fora’s expert guides and the web for research, Via can:
Draft and update itineraries
Check live hotel rates
Create and manage client contacts
Look up a client’s trip details
Draft client emails
It’s really easy to get information at the click of a button using Sidekick, so I don’t have to wait for the email back and forth.
Sam Selig
joined March 202511 AI prompt examples for travel agents
When testing an AI prompt, evaluate the output based on whether the AI is saving you time without sacrificing quality or personalization. You’ll need to refine the prompt to get a good output at first, but the goal is to give you a strong base so that you can better focus on the details that make a difference to clients.
1. Respond to a new lead inquiry
Draft a warm, polished first response to this lead inquiry. Confirm what they’re asking for in one sentence, ask three clarifying questions, and outline next steps, including a discovery call through this booking link. Keep it under 150 words. Don’t invent destination names or pricing. Inquiry: [paste inquiry]
2. Turn discovery call notes into a client recap
Using these discovery call notes, write a 150-word client profile, a bulleted list of decisions still needed, and an internal task list grouped by today / this week / waiting on client. Don’t add facts that aren’t in the notes. Notes: [paste notes]
3. Compare two destinations for a client
Compare [destination A] and [destination B] for a client who wants [priority]. Break down pace, ease of travel, food, value, and standout attractions based on their interests. End with a one-line recommendation based on their priority.
4. Write a hotel description for a specific client
Write a detailed, engaging description of [hotel name or URL] for a client who is [describe the client—e.g. a couple celebrating a 10th anniversary who wants privacy and a strong spa]. Keep it to [length].
5. Polish a proposal or quote
Here’s a draft proposal for [client name]’s trip to [destination]. Tighten it to [length], keep the tone warm, and confirm every price and date matches what I’ve included. Flag anything that would be unclear to the client.
6. Draft a VIP note for a hotel’s reservations team
Draft a VIP email to the reservations team at [hotel name] for [client name], arriving [date]. Include their preferences [list], the occasion if there is one, and anything the property should know before they arrive.
7. Build your daily briefing
Using my calendar and open email threads, put together this morning’s briefing: today’s meetings, which clients are traveling today, and three emails that need a response before the end of the day.
8. Triage your inbox
Sort my unread inbox into four groups: VIP senders, needs a response today, new inquiries, and can wait. Give me a one-line summary of what each email is about.
9. Write a personalized outreach email
Write a 70–90-word email to [lead name] referencing [specific detail about them and how you’re connected]. Include one sentence describing what I can offer them, and one clear next step. Tone: warm, confident, not pushy. Avoid generic compliments and exclamation points.
10. Follow up after a trip
Write a post-trip follow-up email to [client name], who just returned from [destination]. Ask about [one or two specific moments from their trip], and ask if they’d be open to leaving a review or referring a friend. Include links for both options [links].
11. Reach out to a supplier or preferred partner
Draft a short note to [contact name] at [property or supplier] introducing myself as a travel advisor and asking about [specific ask—rates, availability, partnership terms] for an upcoming client trip.
Advice for writing AI prompts
The best version of an AI chat prompt gives the AI tool a role, a constraint, and specific input to work from. Start by building a prompt for a task you repeat often:
Name the task you keep repeating. This might be a lead-response email, intro call recap, or the first set of research questions you investigate for every new destination.
Find where the relevant information lives. Pull examples from your past emails or provide source material from your call notes or pricing sheet.
Define the output you want. Write out guidance on length, tone, format, and what you want to see in the output.
Ask the AI to draft instructions for you. Use the steps above to describe the task and ask for instructions to get your desired outcome. Test the instructions and edit as necessary.
Save it. Use this as your starting prompt going forward.
If your AI platform offers the option, turn on connections to relevant tools like your email or document storage—ensuring it can’t access any sensitive business or client information—so it can pull in your trip data instead of requiring you to manually add it each time. If the AI is built into your host agency platform, even better.
If you’re struggling to get good results, try adding more details. The source of a disappointing AI response is often a lack of specificity. Here’s how that would look for a client inquiry follow-up.
Too simple: Write a personalized email to this lead.
Good: Write a short, personalized email to this lead using their name, destination, and travel dates. Keep it under 100 words and friendly.
Better: Write an 80-word email to [client name] about their upcoming trip to [destination]. Reference [specific detail from their inquiry]. End with one clear next step. Tone: warm, confident, and conversational. Avoid generic compliments and exclamation points. Here’s the inquiry: [paste inquiry].
Frequently asked questions
Can AI replace a travel agent?
No. AI can draft a generic itinerary, but it can’t verify the quality, accuracy, or feasibility of its recommendations, negotiate with a supplier, source local recommendations, or catch a mistake in a contract before it costs your client money.
What’s the best AI tool for travel agents?
It depends on the task. A tool wired into your agency platform, like Fora’s Sidekick or Via, is a good first choice because it can act on your data instead of requiring you to paste it in. Advisors who don’t have access to integrated tools at their agency often choose from consumer tools like ChatGPT, Claude, and Perplexity.
Is it safe to use AI with client information?
Yes, but only if the tool has clear data-handling terms and you avoid pasting sensitive details like passport numbers or payment information. Stick to itinerary details and preferences for most prompts, and check your host agency’s data policy before connecting a third-party AI to anything.
How much does AI cost for a travel agent?
Most tools have a usable free tier, while paid plans for individuals typically run about $20 per month for higher limits and more capable models. Fora advisors get Sidekick and Via access at no extra cost.
