The recipient of an HTOA travel certificate completes the Reservation Request Form (RRF) (perforated at bottom of voucher) and mails to Holiday Travel of America with tax deposit, if applicable.

Each RRF received in our shipping department is date stamped and the tax deposit is sent to accounting. In addition to the date stamp, our shipping department writes the amount of money that was sent in and the check number for future reference, which is entered in travelers file in our database.

Shipping then delivers the RRF to the department manager, who in turn reviews each RRF and then distributes to the reservation agents.

Once the RRF are received by the agent, usually no more than 24-48 hours from receipt, each agent enters the data into our database and either produces a letter that is sent to the guest confirming receipt of their request or a phone call is made confirming receipt of the request and to ensure all information is correct and determine if any changes are required before processing.

Prior to making the request with the contracted resort/hotel, an agent will contact the traveler to inquire about any additional travel services that may be needed at that time or to determine if any changes or updates to contact information are necessary.

Each agent makes the request via fax or e-mail to the contracted resort or hotel.
 

When HTOA has received the confirmation back from the contracted resort or hotel, an agent either makes a phone call to the guest to confirm or a letter is produced confirming their reservation.

Prior to releasing the confirmation letter and number, each reservationist will request a credit card to guarantee the travelers arrival.

Once confirmed with the traveler, the agent tabs the file as “pending travel” and waits for the guest to arrive at the property, meanwhile keeping the file active in case the client wishes to contact us for additional travel services or for any additional modifications to their itinerary.