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Create your travel agency’s telephone greeting using an AI voice in just a few seconds
What your telephone reception service covers
4 scenarios for dealing with telephone enquiries specific at the travel agency
A travel agency receives calls at key stages of the booking process: requests for quotes, changes to travel arrangements, and emergencies whilst abroad. These four situations require a professional and reassuring telephone service.
A customer is planning a trip and is looking for a quote
People often plan their holidays in the evenings or at the weekend, when the agency is closed. Your telephone greeting should capture the prospect’s interest and direct them to your enquiry form or website to keep the conversation going.
A customer wants to change or cancel their trip
Changes to dates, cancellations with a refund, changes of destination: these requests are subject to contractual deadlines. Your telephone helpline must quickly direct callers to the right adviser or a dedicated email address.
A customer is experiencing difficulties whilst travelling
Problems whilst travelling, cancelled flights, accommodation issues: a traveller in difficulty needs an immediate response. Your out-of-hours telephone service must provide an emergency number or details of a dedicated on-call service.
The agency is closed for holidays or training
Annual leave, training courses, trade fairs: your telephone answering service should state the reopening date and provide an emergency number for customers who are currently travelling.
Briefing, registration, delivery, installation. Several days’ wait and a charge for each change.
You can create the audio file in a matter of seconds. Your installer receives it straight away.
Set up your company’s telephone greeting travel agency
With Voconix, you can go from a blank page to a professional audio file in just a few clicks, without a studio or a technician.
Write your text
Free-form text or pre-written template for a travel agency. Opening hours, emergencies, quotes, changes, closures.
Choose your voice
Out of 5 languages, testable AI voices on your text and available human voices.
Add some music
Over 10,000 tracks. Automatic mixing.
Instant download
File compatible with all systems. Ready to be sent.
Step 5/6: Choose music from over 10,000 tracks
Audio files ready to be submitted on your switchboard
The files generated by Voconix are compatible with all travel agency telephone systems, without the need for any conversion.
Audio formats
MP3, WAV, G.711a, G.711u, G.722, G.729. Compatible with all IP-PBXs and telephone switchboards. Standardised audio level for each file.
Direct delivery
Enter your installer’s contact details in Voconix so that he can receive the file, ready to be uploaded to your switchboard. Find out more
Saved pronunciations
The name of your agency or a destination that is difficult to pronounce is memorised once in Voconix and reused in all your future messages.
A travel agency’s telephone reception should inspire confidence and a sense of escape
A customer who calls a travel agency is in a particular frame of mind: they are making plans, dreaming and organising. Or, conversely, they may be facing an urgent problem whilst travelling. These two situations are polar opposites, and your telephone customer service must be able to handle both.
A warm and inspiring message makes people even more keen to travel with your agency. A clear out-of-hours message including an emergency number reassures customers who are in difficulty. With Voconix, you can create and customise these messages in a matter of seconds.
The specific aspects of telephone customer service in a travel agency
Assistance for travellers in difficulty
A traveller whose flight has been cancelled on the other side of the world, whose accommodation has fallen through, or who is facing a medical emergency needs an immediate response. Your out-of-hours telephone service must provide a dedicated emergency number for such situations. This is a moral and often contractual obligation for agencies offering package holidays.
Managing cancellations and changes
Requests to cancel or amend a trip are subject to specific contractual deadlines and refund conditions. A customer who calls to cancel their trip must be directed promptly to the appropriate adviser or a dedicated email address, with confirmation that their request has been noted. These deadlines can have a significant financial impact.
Capturing leads outside normal working hours
Planning a trip often takes place in the evening or at the weekend – precisely when the agency is closed. Your telephone reception service should turn this unavailability into an opportunity: direct the prospective customer to your quote request form or your website so that they can leave their contact details and travel preferences.
Six telephone greeting scripts for travel agencies
Create the audio file for your travel agency’s telephone greeting in just a few seconds.
Your first message is completely free – no credit card required.
Practical advice
Best practice in customer reception by telephone at a travel agency
Six practical tips for a travel helpline that puts your customers’ minds at ease wherever they are in the world and turns every missed call into an opportunity.
Always provide a helpline number for travellers in difficulty
This is a requirement for agencies offering package holidays. Your out-of-hours telephone helpline must display this number as a priority. A traveller in difficulty on the other side of the world must be able to contact you immediately.
Capture leads outside normal business hours
People often plan their holidays in the evenings or at the weekend. Direct these prospective customers to your quote request form or your website. A prospective customer who leaves their contact details and tells you what they’re looking for is a prospective customer who will come back.
Use a warm and inspiring tone
A travel agency’s telephone reception should make people want to go on holiday. An enthusiastic and warm tone reinforces the desire to travel and sets your agency apart from impersonal online platforms.
Specify the channel for amendments and cancellations
There are contractual deadlines for change and cancellation requests. Your telephone helpline must promptly direct callers to the correct channel (email with a reference number) so that your team can process the request in good time.
Tailor your message to seasonal peaks
January (summer bookings), March (spring holidays), July (back-to-school): travel agencies experience predictable peaks in activity. During busy periods, your telephone helpline may advise that response times are longer and suggest using an online form instead. Voconix allows this update to be carried out in a matter of seconds.
Create a message in several languages if necessary
If your agency welcomes foreign clients or offers holidays to an international clientele, please ensure your telephone greeting is available in French and English, at the very least. Voconix offers AI and human voices in five languages.
Telephone reception by sector
Every sector has its own constraints. Select your sector.
Enhance the voice communication on your travel agency
Pre-departure check for travel
The first sound your customers hear before being put through. Create a warm and inspiring atmosphere straight away that makes them want to set off.
Update in the event of an emergency or a surge in demand
Flight cancellations, crisis situations, booking peaks: update your telephone greeting immediately to keep your customers informed and reassure them.
Manage all your travel messages
General enquiries, travel assistance, holidays, peak seasons: all your agency’s telephone communications centralised in Voconix.
Business Answering Machine
Even when closed, you can communicate (opening hours, contact points, etc.) without having to leave a message.
New travel adviser
Create the new adviser’s message straight away, using the same voice and tone as the rest of the agency.
Find your old messages
Old messages about seasonal peaks, expired special offers, old support numbers: find all your messages in the Voconix history.
IVR for travel agencies
Guide your customers from the very first call: quote requests, travel changes, traveller assistance, complaints and enquiries.
Advisor voicemail
Whether at a meeting, on a training course or travelling: ask your clients to provide their contact details and case reference number.
Standalone 100% for your branch
Choose the voice, music and text, then create your travel phone greeting straight away, without needing a studio.
The pricing
Free
€84 /year
(10,000 titles)
€180 /year
FAQ: Travel agency
Take a look at our FAQs and find the answers to your questions
Why is telephone customer service important for a travel agency?
A travel agency receives calls in a wide variety of situations: a prospective customer dreaming of going on holiday, a customer who wants to change their dates, or a traveller in difficulty abroad. Your telephone reception staff must respond to these three scenarios with the right tone and the right information.
How should you deal with customers experiencing difficulties whilst travelling?
Your out-of-hours telephone service must provide a helpline number that is available 24 hours a day. This is a requirement for agencies offering package holidays. A traveller in difficulty must be able to contact you immediately, whatever the time.
How should cancellation requests be handled by the call centre?
Please provide a dedicated email address and state the case reference number. This will enable your team to process the request within the contractual timeframe, even outside office hours. With Voconix, this message updates within a few seconds.
How can you capture leads who call outside of business hours?
Direct them to your online quote form or your email address, with a clear invitation to describe their travel plans. A prospect who provides their contact details and preferred destination is someone you can follow up with the next morning with a personalised proposal.
Does a travel agency need a multilingual telephone helpline?
If you cater for an international clientele or organise trips for foreign visitors to France, then yes. You must be able to communicate in French and English, at the very least. Voconix offers AI and human voices in five languages.
What sort of voice should a travel agency use for its telephone reception service?
A warm, dynamic and inspiring voice that makes you want to set off on a journey. It should reflect the excitement of travel and the quality of the service. Voconix offers testable AI voices directly on your text, with human voices available in 5 languages.
What sort of hold music should a travel agency use?
Music that evokes travel and escape: world music, ambient music with a positive vibe. It should inspire the caller to set off on a journey. The Voconix catalogue features over 10,000 tracks, so you can find the music that captures the spirit of your agency.
How should we handle incoming calls during peak booking periods?
In January (summer bookings) and March (spring half-term), call volumes rise sharply. Your call centre can inform callers that response times may be longer than usual and suggest they use an online form to request a quote. This reduces frustration and improves follow-up.
How do you set up a telephone answering service for a travel agency using Voconix?
Write your text on voconix.fr, select a voice and some music, then generate the audio file with a single click. Download the file and send it to your telephone installer. The first message is completely free.
How much does it cost to set up a telephone reception service for a travel agency?
The first message is completely free on voconix.fr, without a credit card. Special offers for travel agencies are available from €5 (excl. VAT) per month. See prices.
