Booking Your Holiday: Complete Family Checklist
From research to confirmation - everything to check before you book
Booking a family holiday involves more than finding a good deal. There are passports to check, school dates to consider, insurance to arrange, and dozens of small details that make the difference between a smooth trip and a stressful one. This checklist guides you through every step from initial research to final booking confirmation.
Before You Start Researching
Get these essentials sorted first to avoid wasted research:
- Check all passport expiry dates - many countries require 6 months validity
- Note when each passport expires and add renewal time if needed
- Confirm school term dates and any inset days
- Check work commitments and book time off in principle
- Discuss rough budget with partner/family
- Agree on destination type - beach, city, adventure
- Consider any medical appointments or commitments
- Check if any family birthdays or events conflict
Passport Expiry
Child passports expire after 5 years, not 10. Many parents get caught out by this when the adult passports are still valid.
Research Phase
Smart research saves money and avoids poor choices:
Destination Research
- Check weather patterns for your travel dates
- Research local school holidays - avoid peak local periods
- Look up public holidays at destination
- Check travel advisories on gov.uk/foreign-travel-advice
- Research visa requirements for your destination
- Look into vaccination or health requirements
- Check flight times from your local airports
- Consider time zone differences for young children
Accommodation Research
- Filter reviews by families or travellers with children
- Check photos for pool fencing and safety features
- Read recent reviews (last 6 months) for current quality
- Look for mentions of food quality for children
- Check distance to beach, restaurants, supermarkets
- Note what is included - cots, high chairs, pool towels
- Check cancellation policy carefully
- Compare prices across multiple booking sites
Tip
Hotels can change significantly between reviews. A change of management, renovation, or new owners can transform a property. Weight recent reviews much more heavily than older ones.
Price Comparison
Do not just compare headline prices - compare total costs:
- Note base price for accommodation
- Add transfer costs (return journey for family)
- Add baggage costs if not included
- Add meal costs if not all-inclusive
- Factor in car hire if needed
- Include travel insurance cost
- Check for any booking fees
- Look for credit card payment fees
- Compare total cost, not per-night rate
Before You Click Book
Final checks to make before committing:
Dates and Names
- Double-check travel dates match your availability
- Verify names match passports EXACTLY (middle names, hyphens)
- Check date of birth for each traveller
- Confirm children ages are correct for pricing
- Note check-in and check-out times
- Check flight departure times work for your family
Names Matter
Name errors are the most common booking mistake. Check every letter matches the passport. Mr James Smith on a booking for a passport showing James Robert Smith may cause issues.
Policy Checks
- Read cancellation policy in full - not just the summary
- Check what amendment fees apply
- Note any non-refundable deposits
- Understand what COVID-related changes are covered
- Check payment schedule - deposit now, balance when
- Verify ATOL or ABTA protection status
- Look for any resort fees or taxes not in price
- Check if price is locked or subject to change
Inclusions to Verify
- Return flights from correct airport
- Hold luggage allowance (how many bags, weight)
- Airport transfers included or separate
- Room type and bed configuration
- Board basis - room only, B&B, half board, all-inclusive
- Kids club access and age restrictions
- Pool towels, beach towels
- WiFi included
- Cot and high chair if needed
The Booking Process
Make the booking carefully:
- Use a credit card for payment protection (Section 75)
- Take screenshots of the price and inclusions before paying
- Save a copy of terms and conditions
- Note any reference numbers given during booking
- Check your email immediately for confirmation
- Verify all details on confirmation match what you booked
- Save confirmation to a dedicated travel folder
- Add payment due dates to your calendar
Money-Saving Tip
Credit card bookings over 100 GBP have Section 75 protection - if the company fails, your credit card company must refund you. Debit cards do not have this protection.
Immediately After Booking
Do these within 24 hours of booking:
- Forward confirmation email to partner or family member
- Add flights to phone calendar with confirmation numbers
- Set reminder for online check-in window
- Set reminder for balance payment due date
- Request any special requirements (cot, dietary, accessible room)
- Check in online if window is open
- Book airport parking or transfers if not included
- Start looking at travel insurance if not already arranged
- Check passport validity again now dates are confirmed
Travel Insurance Checklist
Arrange insurance as soon as you book to cover cancellation:
- Check if existing bank account or credit card includes travel cover
- Verify cover dates match your travel dates
- Check cancellation cover amount matches trip cost
- Verify medical cover is adequate (minimum 2 million GBP for Europe)
- Check cover for pre-existing conditions if relevant
- Verify all travellers are named on policy
- Check baggage cover and single item limits
- Note excess amounts for each claim type
- Save policy documents with booking confirmations
- Add insurance emergency number to phone contacts
Money-Saving Tip
Annual multi-trip policies are often cheaper than single trip if you travel twice a year. Check the maximum trip length though - typically 31 or 45 days.
Document Organisation
Set up a system now that will make pre-departure easy:
- Create email folder for all trip correspondence
- Create phone folder for screenshots and confirmations
- Start a shared notes file with partner for trip info
- Save emergency numbers in phone contacts
- Email yourself copies of passport photo pages
- Take photos of travel insurance documents
- Note booking reference numbers in an accessible place
- Create a folder in cloud storage for travel documents
Early Tasks to Start Now
Get ahead on things that take time:
- Apply for/renew passports if less than 6 months validity
- Register for EHIC/GHIC card if travelling to Europe
- Book any activities that sell out (Disney, popular tours)
- Research restaurant bookings for special occasions
- Start a list of items to pack
- Research local customs and tipping expectations
- Look into mobile phone roaming options
- Consider travel credit card for fee-free spending abroad
Booking Summary Checklist
Quick reference for the essential checks:
- Passports valid for 6+ months after return date
- Names on booking match passports exactly
- Travel dates confirmed correct
- Total cost understood including all extras
- Cancellation policy read and understood
- Payment made on credit card for protection
- Confirmation received and saved
- Travel insurance arranged
- Key dates in calendar (balance due, check-in opens)
- Documents organised in accessible location
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