Sometimes, travel plans change, and you may need to add a companion to your trip. To ensure this update goes smoothly, you’ll need to make a formal request. Whether the reason is family, work, or medical, providing details about the companion, your booking information, and any needed documents will make the process quicker.
Here are five examples of requests for different situations to help you get started.
1. Adding a Family Member to an Existing Travel Itinerary
To,
The Manager,
[Travel Agency/Airline Name],
[Office Address],
[City, State, Pin Code]
Date: [Insert Date]
Subject: Request to Add Family Member to Existing Travel Itinerary
Respected Sir/Madam,
I am [Your Name], a passenger with a confirmed booking for [Travel Details, e.g., flight/train/bus], scheduled on [Travel Date]. My booking reference number is [Booking Reference Number]. Due to a change in plans, I need to add my [relation, e.g., spouse/child] as a companion to my travel itinerary.
The details of the companion are as follows:
1. Name: [Full Name]
2. Age: [Age]
3. Identity Proof: [Document Name and Number]
I have attached a copy of my booking confirmation and the companion’s ID proof for your reference. Kindly let me know the additional charges or requirements for this modification.
I request you to process this request at the earliest. Please confirm the addition and provide an updated itinerary.
Yours sincerely,
[Your Name]
[Your Contact Number]
[Your Email Address]
2. Adding a Colleague for a Business Trip
To,
The Manager,
[Travel Agency/Airline Name],
[Office Address],
[City, State, Pin Code]
Date: [Insert Date]
Subject: Request to Add Companion to Business Travel Itinerary
Respected Sir/Madam,
I am [Your Name], representing [Your Company Name]. I have a confirmed booking for [Travel Details] on [Travel Date] under booking reference number [Booking Reference Number]. Due to operational needs, I need to add my colleague, [Colleague’s Name], to the itinerary.
The details of the companion are as follows:
1. Name: [Full Name]
2. Designation: [Position]
3. Identity Proof: [Document Name and Number]
Attached are the booking confirmation, company authorization letter, and the ID proof of my colleague. Kindly update the itinerary to include their details and inform me about the payment process for the changes.
I appreciate your prompt assistance.
Yours faithfully,
[Your Name]
[Your Designation]
[Your Contact Information]
3. Adding a Travel Companion for a Vacation
To,
The Manager,
[Travel Agency/Airline Name],
[Office Address],
[City, State, Pin Code]
Date: [Insert Date]
Subject: Request to Add Companion to Vacation Travel Itinerary
Dear Sir/Madam,
I am [Your Name], and I have a confirmed booking for a vacation trip to [Destination] on [Travel Date] with booking reference number [Booking Reference Number]. I would like to add my friend, [Friend’s Name], as a companion to my travel itinerary.
The companion’s details are as follows:
1. Name: [Full Name]
2. Age: [Age]
3. Identity Proof: [Document Name and Number]
Please find attached a copy of my booking confirmation and the companion’s identification document. I request you to inform me of the process and additional charges, if any, to update the itinerary.
Looking forward to your assistance in finalizing the arrangements.
Sincerely,
[Your Name]
[Your Contact Number]
[Your Email Address]
4. Adding a Dependent Child to the Travel Itinerary
To,
The Manager,
[Travel Agency/Airline Name],
[Office Address],
[City, State, Pin Code]
Date: [Insert Date]
Subject: Request to Add Dependent Child to Existing Travel Itinerary
Respected Sir/Madam,
I am [Your Name], with a confirmed travel booking under reference number [Booking Reference Number] for [Travel Details]. I need to add my dependent child, [Child’s Name], to this itinerary due to [reason, e.g., unexpected travel requirements].
The details of my child are as follows:
1. Name: [Full Name]
2. Age: [Age]
3. Identity Proof: [Document Name and Number]
I have attached copies of my booking confirmation, the child’s ID proof, and [additional documents if required, e.g., birth certificate]. Please let me know if there are any additional formalities or charges to process this request.
I kindly request you to expedite the process and provide an updated itinerary at the earliest.
Thank you for your assistance.
Yours sincerely,
[Your Name]
[Your Contact Information]
5. Adding a Companion Due to Medical Assistance Requirements
To,
The Manager,
[Travel Agency/Airline Name],
[Office Address],
[City, State, Pin Code]
Date: [Insert Date]
Subject: Request to Add Companion for Medical Assistance During Travel
Respected Sir/Madam,
I am [Your Name], holding a confirmed travel booking under reference number [Booking Reference Number] for [Travel Details] on [Travel Date]. Due to medical reasons, I require the assistance of [Companion’s Name], and I request you to add them to my itinerary as a travel companion.
The details of the companion are as follows:
1. Name: [Full Name]
2. Age: [Age]
3. Identity Proof: [Document Name and Number]
I have enclosed the booking confirmation, a doctor’s note justifying the requirement for assistance, and the companion’s identification document. Kindly let me know the additional charges and provide an updated itinerary.
Thank you for understanding and assisting in this matter.
Yours sincerely,
[Your Name]
[Your Contact Number]
[Your Email Address]
Key Points to Consider
Booking Details: Include the original booking reference number and travel details.
Companion Information: Provide accurate details about the companion (e.g., name, age, ID proof).
Reason for Addition: Clearly state why the companion is being added to the itinerary.
Supporting Documents: Attach relevant documents, such as a copy of the existing ticket and companion’s ID proof.
Time Sensitivity: Submit the application promptly to avoid issues with travel arrangements.
Accurate information and timely communication with the service provider are necessary when adding a companion to your vacation plan. To prevent delays, make sure you include all pertinent information and supporting documentation.
A seamless update procedure can be ensured by providing the necessary documentation and a detailed explanation of your request, regardless of whether it is for business, family, vacation, or medical reasons. You can easily accommodate adjustments if you submit your application well in advance of your trip date.
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Nazim Khan (Author) 📞 +91 9536250020
[MBA in Finance]
Nazim Khan is an expert in Microsoft Excel. He teaches people how to use it better. He has been doing this for more than ten years. He is running this website (TechGuruPlus.com) and a YouTube channel called "Business Excel" since 2016. He shares useful tips from his own experiences to help others improve their Excel skills and careers.
