How to Choose a Corporate Travel Agency

By Olivia Johnson - Trusted UK Business Expert

Last Updated 4th of October 2024

5 minute read

Choosing the right corporate travel agency is crucial for managing business trips efficiently. Whether you need help saving money, ensuring smooth travel, or managing last-minute changes, the right agency can make all the difference. We’re here to guide you through the essential factors to consider.

To choose a corporate travel agency, evaluate their expertise, services, and ability to offer personalised travel solutions. Consider their technology, flexibility with bookings, 24/7 support, and reputation for handling the specific needs of your business.

A corporate travel agency should align with your company’s travel needs and goals. Keep reading to discover what to look for, from cost-saving strategies to responsive customer support, and how to ensure your business trips run smoothly.

How to Choose a Corporate Travel Agency

Selecting a corporate travel agency isn’t just about booking flights and hotels. It’s about finding a partner who can manage all aspects of your business travel, from logistics and savings to support and flexibility. Here’s a detailed guide to help you make an informed choice.

• Understand Your Business Travel Needs: Before approaching a corporate travel agency, take time to understand your company’s specific travel needs. Are you a small business with occasional trips, or does your team travel frequently for meetings and events? Knowing how often your company travels, where they go, and what type of services they require is the first step to finding the right partner. For companies with frequent travellers, a travel agency that provides easy-to-use booking tools and travel management platforms is essential. On the other hand, smaller companies may prioritise personalised service and one-on-one support. Identifying these needs early helps ensure the agency you choose can meet your expectations.
• Evaluate the Agency’s Expertise: Expertise in corporate travel is critical. Look for agencies that have experience handling travel for businesses similar to yours. A travel agency specialising in large enterprises may not be the best fit for a small business. Similarly, if your company operates internationally, you’ll need an agency with experience in global travel management. Check the agency’s credentials, such as certifications or partnerships with key industry players like airlines and hotels. A well-established corporate travel agency will have the knowledge and relationships to secure the best deals and offer expert advice on travel routes, visa requirements, and any potential travel risks.
• Consider Personalised Service and Support: When business travel is involved, last-minute changes are inevitable. Whether it’s a cancelled flight or a change in meeting location, having an agency that offers 24/7 support is invaluable. Personalised service is one of the key reasons businesses choose to work with travel agencies instead of handling bookings in-house. Ask if the agency offers a dedicated account manager who will understand your company’s travel preferences and requirements. This level of support ensures that your needs are met, even during unexpected travel disruptions. Also, ensure that the agency provides multiple communication channels—such as phone, email, and live chat—for immediate assistance.
• Look for Flexibility in Booking and Changes: Flexibility has become more important than ever, especially with the uncertainties that still linger in the travel industry post-pandemic. Ensure that the corporate travel agency offers flexible booking options. This could include the ability to cancel or reschedule flights and hotels without hefty penalties. Flexible booking policies are not just about saving money—they also provide peace of mind. In addition, find out whether the agency offers insurance options or travel protection plans that can safeguard your business against unforeseen cancellations or delays.
• Assess Their Technology and Booking Tools: Modern corporate travel agencies should offer user-friendly technology that streamlines the booking process. Many agencies now provide online platforms where employees can book flights, hotels, and ground transportation. Some even offer mobile apps that allow for real-time updates, itinerary changes, and tracking of expenses. Choose an agency with technology that aligns with your business’s operations. Look for features like travel policy integration, expense tracking, and analytics that provide insight into travel spending. The right platform can save your business both time and money by simplifying travel management and ensuring employees are following company travel policies.
• Check for Cost-Saving Opportunities: A significant advantage of using a corporate travel agency is the potential for cost savings. Many agencies have established relationships with airlines, hotels, and rental car services, allowing them to negotiate exclusive deals and discounts for their clients. Some agencies also offer special packages for frequent travellers, saving money on group bookings or bundled services. Ask the agency about their approach to cost savings. Do they monitor travel trends to book flights at the lowest prices? Do they offer price-tracking tools that notify you when fares drop? A proactive approach to managing travel expenses is essential for keeping your business’s travel costs under control.
• Review the Agency’s Reputation: When choosing a corporate travel agency, reputation matters. Look for agencies with positive reviews from other businesses in your industry. Online testimonials, case studies, and references can give you a sense of how well the agency performs under pressure. It’s also important to find out how long the agency has been in business. An experienced agency with a solid track record is more likely to provide reliable, professional service. Don’t be afraid to ask for references from existing clients to get an insider’s view of how the agency handles its clients.

What to Consider When Comparing Corporate Travel Agencies?

When comparing corporate travel agencies, it’s essential to keep several factors in mind:

• Level of Expertise: Does the agency have experience working with businesses of your size and industry?
• Technology: Are the booking tools easy to use and integrated with your company’s policies?
• Support: Does the agency offer 24/7 support for urgent travel issues?
• Cost Savings: What deals and discounts can the agency provide to reduce your travel expenses?
• Flexibility: Can you easily adjust or cancel bookings without heavy penalties?

Make a checklist of these criteria and evaluate each agency based on how well they meet your company’s specific travel needs.

FAQ

Why should I use a corporate travel agency instead of booking myself?

A corporate travel agency saves time and money by offering exclusive deals and handling the logistics of travel. They also provide 24/7 support and help with managing last-minute changes, ensuring that your business trips run smoothly.

What are the key features to look for in a corporate travel agency?

Look for expertise, flexible booking options, personalised service, technology tools, and cost-saving opportunities. The agency should align with your business’s travel needs and provide excellent support.

How can a corporate travel agency help me save money?

Corporate travel agencies have access to discounted rates on flights, hotels, and car rentals. They can also monitor travel trends and offer insights on the best times to book, helping you get the most value from your travel budget.

Can corporate travel agencies manage international trips?

Yes, many corporate travel agencies specialise in international travel and have the expertise to handle visas, international flights, and global travel policies. Look for an agency with experience in the regions where your business operates.

How do I know if a corporate travel agency is reputable?

Check online reviews, testimonials, and case studies to gauge the agency’s reputation. You can also ask for references from other businesses to get a clearer picture of their performance and reliability.

Choosing the right corporate travel agency can make a significant difference in how smoothly your business trips are managed. From expert advice and cost savings to personalised service and flexible booking options, the right agency will ensure that every trip is handled with care, allowing your business to focus on what matters most.