How to Transfer Travel Agencies Without Ruffling Any Feathers
It’s been on your mind for awhile now, more than you might have wanted to admit at first. Something’s not right with your currnt host agency. You don’t get the same level of support anymore. Your commission structure became obsolete months ago. Or maybe you’ve simply outgrown your starting point, which is perfectly alright. Growing does not always mean being comfortable!
The thing is, choosing to switch travel agencies is one of those decisions that can take your business to an all-new height of success or, on the other hand, may lead you down the road of drama and missed opportunities. And it's all about how you decide to tackle the task.
I went through tons of best practice guides on Reddit, forum posts from travel agents, host agency reviews, and everything else I could find. Here's the deal. The guides will teach you how to navigate the technical part; however, no one seems to address the crucial emotional intelligence aspect. I’m combining both of them into one guide to help make your tough decision of whether you should change travel agencies and how to do it without ruffling any feathers!
Why Agents Switch Host Agencies
First and foremost, it needs to be said right off the bat, moving on from a host agency feels rather personal. There are people to get to know, perhaps even some common conferences to attend. There might even be that moment of calling your agency owner a mentor. So it's no surprise that there will be some guilt about leaving. There will be self-questioning. There will probably be some "am I being ungrateful?" thrown around.
No, you're not. It's perfectly normal and reasonable to change your agency. In fact, there are many good reasons why agents choose to do so. Here’s just a few that I’ve run across in my career:
Commission disagreements and/or overly complex fee structures that reduce your take-home money
Absence of the promised backing and professional development
Inadequate booking technology slowing you down
Insufficient access to suppliers, important if you work within a particular niche, such as Disney travel or luxury travel
Not feeling respected and treated as an individual rather than just another account in their system
Better chances offered by other companies in terms of career growth
Here’s something you should definitely should try from the start, talk openly to your current host about changing agencies. No, this is not confrontation, you’re just being honest! If you are an effective producer, there will be every chance of convincing them to reconsider your situation. And they really deserve one last chance to do so before you move to another company. You may even get some bonuses out of it!
If you’re agency responds with hostility then you know it’s time to move on. If they hear you out and address your concerns then maybe sticking with them for a trial period (4-6 months) is worth your time. If you’re still on the edge after talking then maybe a change should be in the works. Start researching other agencies, make a list of the things you’re looking for in a host. You don’t have to do this right away, you can (and should) take your time when picking a new agency. If you decide to move on be sure to follow all my steps below to help with the transfer!
If you’re thinking about transferring agencies consider us here at MainStreet Travel, it’s FREE and really easy! We make the process incredibly smooth so you don’t have to worry about all the logistics! We also keep everything private! We also accept new agents for only $99! We provide all the training and tools to help you succeed!
Read Your Contract Like Your Business Depends on It (Because It Does)
You’ve made the decision to move on, its happening. First things first, and the most important step of the entire process, check your agent contract! Your host agency contract is the rulebook for how your exit plays out, and you need to know every rule before you start playing.
Grab your contract and specifically look for:
Non-compete clauses — do they restrict you from working with another agency after you leave?
Non-solicitation clauses — can you still reach out to your current clients?
Exclusivity clauses — are you prohibited from being dual-hosted while you transition?
Required notice period — most agencies want 30 to 90 days notice
Commission payout terms — what happens to commissions you've already earned but haven't received yet?
Client ownership language — does your contract confirm your clients belong to you, or to the host?
The tone of a contract tells you a lot about an agency's culture and how they might respond to you leaving. Some contracts are written from the perspective of the agency, "their commission," "their clients," "their terms." Others are clearly written to empower the agent. Pay attention to that language. It's revealing, and it tells you whether the relationship was ever really a partnership.
If anything is unclear, don't guess. Reach out to a travel industry attorney. It's worth the consultation fee to walk away with real clarity before you make a move. You don’t want to end up in court because you were too hasty when leaving!
Know Your Rights Around Non-Competes
I think this is the most confusing topic for agents who want to change their host agencies because it could either tie you down or liberate you depending on your understanding.
More and more non-compete clauses in contracts are becoming unenforceable, while many states do not enforce non-competes altogether. For instance, in California, non-competes are unenforceable regardless of whether you signed such a clause in a contract or not.
In 2024, the FTC took some actions toward the ban of non-competes nationwide for employees, including independent contractors, such as travel agents. The point here is that there is no guarantee anymore regarding the enforceability of a non-compete clause in any agreement you enter into now. Your freedom of action becomes stronger by the day!
Still, one thing you need to keep in mind, even though non-compete clauses are becoming unenforceable in court, a host agency that controls your commissions will still have leverage in the form of withholding your payments until you settle the issue. You should be paid out first, and then you would need to resort to lawsuits in order to get the money.
My advice, never agree to sign contracts containing non-compete clauses, read the details of the existing ones with a lawyer, and always inquire about the terms of leaving a host agency!
Back Up Everything Before You Say a Word
But before giving notice. Before having even any idea of discussing leaving. Backup all your data from your business. If you’re not sure it’s important or not back it up just to be safe, it’s easier to erase info than making it magically appear when you need it! Everything!
It's not shady; it's just logical. Make sure to back up the following:
Client contact information – including names, email addresses, phone numbers, and their travel preferences
All bookings made along with confirmation numbers
Details of commissions left outstanding – the names of suppliers, booking references, travel date, and estimated dates of payment
Your sales reports – always keep track of your financial figures (top suppliers, booking volumes by categories, total revenue for a year, etc.)
The contact information of BDMs you work with – relationships with those will probably change after moving your business to another host
Marketing assets – any brand-specific material, templates, etc. that you made on your own
Why should you do all that? Some host agencies automatically prohibit your access to the CRM immediately after receiving notice about your plans to leave. Others might not, but you don't really want to get caught in an awkward position with no backup of your clients' data at hand.
The official property rights regarding a database can differ quite a lot from the relationship rights. Don't mess them up.
The Art of the Graceful Exit Conversation
Alright. You have read your contract, backed up your data, found your new agency, and now it’s time to talk to your current host about switching agencies. This is where a lot of guides end. However, that is exactly where it all happens without ruffling too many feathers.
So what would I advise to a friend or family member? It should be quick, professional, and appreciative. No need to go into details but there is a need to show some respect towards people you have worked with for years. Something like this:
"I am really grateful for all the time we have spent together and all that I have learned during that time. After thinking about this for awhile now, I’ve decided to follow a career path that will best fit the needs of my business. I hope we can make the transition process as smooth as possible and leave on good terms! I appreciate everything you’ve done for me!"
That's it. There is no need to list every little problem you had in that agency unless you’re hoping they’ll make changes for you so you can stay. There is no need to explain who your new host! You don’t want a hostile person making trouble for you at your new agency before you’ve even started.
Some advice on what not to:
Do not publicly discredit your host agency, the travel industry is much smaller than you think and your reputation is not a personal matter.
Do not simply disappear without saying anything, it's unprofessional at its core.
Do not publicly announce your leaving on social networks until you have notified your host.
Do not try to convince your fellow agents to leave, it could get pretty nasty from a legal standpoint.
Something else to keep in mind? If you’re asked to provide any feedback, please do it, a reputable host agency would definitely like to know how they could improve in the future. You can leave a review on Host Agency Reviews too if the agency is listed on there (which most decent agencies are).
The Dual-Hosting Period Nobody Talks About Enough
Chances are, you'll be working with two agencies at once at some point. It's known as dual hosting, and it's perfectly fine and perfectly legal, since you're still an independent contractor at that point.
As an independent contractor (IRS designation), you're allowed to work with several companies at once, you can't be prevented from dual hosting by the company you're currently with unless your contract says otherwise. Double check before doing this!
How dual hosting works in practice:
All booked dates through the old company are kept intact until all commissions from those bookings are paid out.
All new bookings will be processed via the new company only.
You may pay membership fees to both companies at the same time during the overlapping period.
Dual hosting period can range from several months to even up to a year or longer, depending on how fast you're booked and how long it takes to process commissions.
My thoughts after carefully analyzing all agent experiences I've read is to take your time with the transition process, financial damage to independent contractors usually occurred when they were too hasty in leaving one company and leaving commissions on the table!
What Happens to Your Bookings When Transferring Host Agencies?
This is the most-asked question when agents switch, and it's honestly more nuanced than most people make it sound.
General Principle: Bookings made in your name from your previous host agency's credentials will stay booked under that host, as those bookings use its IATA or CLIA numbers. Transferring those bookings to another travel agency is not a typical procedure for many suppliers.
Exceptions:
Certain bookings might be eligible for transfer if they have not yet reached the stage of final payments. It would require your old host agency's assistance.
Some suppliers allow transferring of the bookings by a client's permission.
Negotiating a specific deal with your old host agency is possible in case it is willing to cooperate.
Disney Transfers: Disney booking transfer requirements are pretty clear. In case if a Disney reservation has been made within 30 days before the arrival date by a client and has not reached the stage of final payment, it can be transferred to a travel agent with the help of Disney's Booking Transfer Request Form. The form should be signed by the lead guest (wet sign-off or DocuSign).
It should be submitted to Disney's team at least 7 days before the arrival date. The list of the products eligible for transfer includes Walt Disney World Resort, Disneyland Resort, Disney Cruise Line, Adventures by Disney, Aulani, and National Geographic Expeditions. For Disney experts, only 30 days is given for booking transfer.
In case the booking cannot be transferred, you have two options:
Keep it with your old host agency and receive commissions once they are due.
In case of similar pricing with your old and new hosts, you could ask your client to cancel the booking and book again with the new host (highly unprofessional, however).
Communicating the Change to Your Clients
Your clients booked with you! They trust you. The host agency is largely invisible to them. So when you make a move, most clients won't care, as long as you handle the communication thoughtfully!
When to tell them: Wait until you've officially signed with your new agency and given notice to your current host. Telling clients before notifying your host can create real complications.
What to say: Keep it simple, positive, and focused on what it means for them (which is mostly nothing, or something better). Here's an example you can play around with:
"Hi [Name]! I wanted to share some exciting news — I'm moving to a new host travel agency. From your end, nothing changes at all. You'll still work directly with me, and any trips you have booked are completely secure. This move actually gives me access to [better tools / broader supplier relationships / more training], which means I can serve you even better going forward. My new contact info is below — please update your records and reach out anytime!"
Here’s a few extra touches that can make a real difference:
Call your VIP clients personally instead of just sending an email, they'll remember that.
Acknowledge any open bookings directly so they know their specific trip is handled and safe.
Update your email signature, website, and social profiles immediately to avoid confusion.
Ask clients to delete your old email address from their autofill, that small step prevents a lot of "why didn't you respond?" moments.
Protecting Your Commissions During the Transition
Now it's time to get down to financials, because this is where problems can arise in transition if you’re not careful. Your outstanding commissions have been earned. You own those commissions, but you must actively manage them after your transition notice.
Here is your commission safeguard checklist:
Create an outstanding commissions log that lists each outstanding booking by booking number, total expected commission, supplier, client's date of travel, and anticipated date of payment.
Set calendar alarms for when each payment is due as well as when it should be followed up on if it is late.
Avoid canceling your existing host membership early. Agents sometimes downgrade themselves to the cheapest plan in order to keep costs low while still retaining access to receive their outstanding commissions.
Get it all in writing for your exit payout terms.
Be aware of the commission payout schedule because sometimes it is paid after the date of travel for the client, meaning your overlapping time frame will be longer than anticipated.
If there is one thing that will cost agents in transition, it’s assuming the old host system will simply take care of it for them. Do not expect them to do anything once you’ve let them know you’re leaving!
Choosing Your New Host Agency — Red Flags and Green Flags
You shouldn't just be running away from something. You need to be running toward the right fit. Here's what to actually evaluate when you're shopping around:
Green Flags ✅
Transparent commission structure with no hidden fees
Clear, agent-friendly contract language
Fast, responsive support team, test this before you sign by asking questions
Active agent community and peer networking opportunities
Modern, reliable booking technology
Clear exit terms (a confident host isn't afraid to tell you how clean the breakup would be)
Strong preferred supplier relationships, especially in your niche
Training, mentorship, and FAM trip access
Red Flags 🚩
Vague or aggressive non-compete language
Evasive responses to basic questions before you've even signed
No clear answer on who owns your client data
Pressure tactics to sign quickly
Very little agent-to-agent community interaction
Requiring you to keep your affiliation secret from clients
Definitely read the new contract's tone. One thing I’ve noticed when reading is contracts written for the host say things like "their commission" and "their clients," while contracts written for the agent say "your business" and "your clients." That language tells you everything about the culture you're walking into!
Your First 60 Days With the New Agency
Joining a new host agency is a thrilling experience, revel in that excitement! However, these first 60 days will prove challenging if they’re not anticipated.
Here's how you can ensure success:
Take your onboarding training as soon as possible, do not leave that tab open for three weeks.
Complete your first booking within 30 days, put pressure on yourself to pressure test this platform prior to being in a complex situation with an actual customer.
Make introductions into the agent community, peer connections are some of the best resources available in any host agency environment.
Accreditation credential changes, if your bookings had been running on the previous IATA or CLIA number, make sure those supplier connections have been updated.
Assess your agency in 60 days, is the agency living up to its promise? Is there anything you can fix while still being in onboarding?
Consortium changes, joining a different host may come with joining a different consortium, meaning your access to special perks may change.
Lastly, remember that you will be making new business development manager connections if you move to a host agency that has its IATA/CLIA number registered to another part of the country. These BDMs may have different region assignments than your previous connections. Contact your departing BDMs and thank them, then ask for help reaching out to BDMs with your new company or mutual supplier companies. This small professional courtesy goes a long way!
Agent Insights
After reading all the guides, Reddit threads, industry magazines, forums by agents and agencies, here are some insider tips to help with the transition.
It will always take you more time than you think. Every single agent admits how they stayed with their old host just a bit too long due to inertia and guilty feelings. The longer you wait, the harder the whole process gets, emotionally speaking. And, obviously, frustration is no good to you or your clients.
Your former agency may not be what you expect. There are some companies that treat their agents very well upon leaving. But some don't do it. It will be hard to tell until it's happened. This is precisely why doing everything right on your end is extremely important – you can only control your professional behavior.
Do NOT bad-mouth them. Never! Your colleagues and clients will ask about your former agency. The most professional way to respond to that is to say something along those lines, "They were a perfect choice for me back then. Now, I have chosen the place I can grow with". No details, no fuss. This is an extremely small world!
Feelings are understandable and legitimate. Leaving after several years of work is a lot like leaving a close-knit community. So, it's completely normal for you to feel that way about it. Try to accept your feelings and discuss them with the person you trust, but then decide rationally!
Your reputation is invaluable. Your list of clients is not. Your partnership terms, even less so. Your contacts with suppliers will change eventually too. The reputation is the most powerful thing you have in this business. Guard it at all costs, it's your only non-negotiable!
Questions Agents Are Asking About Switching Agencies
Can I take my clients with me?
You can take the clients with you if it is stated in your agreement that your clients do not belong to the hosting company you work with now but you as an independent contractor. Nevertheless, you cannot take a copy of the client database that belongs to your current hosting company, even if your clients agree.
Will I lose my commissions if I’m leaving?
In the majority of cases, a contract states that an independent contractor will receive a commission on already booked tours made before resignation or cancellation of the contract. However, in order to receive such a commission, you should track it actively. Prepare your ledger in advance!
Am I obliged to inform my clients about my resignation?
It depends only on you whether you choose to inform or not. Of course, from a professional standpoint, you should inform about your resignation from the host agency, especially if the client already has some kind of arrangement.
What if my old agency refuses to transfer the bookings?
You cannot force the old host agency to transfer the bookings because the bookings remain the property of that agency until the last day. Either leave them in this agency until their end or try to re-book your clients together with their consent and if the pricing is equivalent.
Can I join two host agencies?
There is nothing legally wrong with joining another host agency while staying in the old host agency. However, it depends on the particular contract you have signed, so read it attentively. Once you give your notice, you may start working with both host companies.
Will I receive my IATA or CLIA number after the transition?
If you already had your own accreditation, then yes. In case you were using your host agency's accreditation number, you will be using the number of the new host agency instead.
How much time does the entire process take?
Generally speaking, it may last somewhere between 3-6 months depending on several circumstances, for example, how many pending bookings you have left to earn the commissions for. The largest portfolios can take up to a year or even more.
Should I consider going independent rather than moving to another host agency?
The process of becoming independent involves purchasing a set of necessary tools including a personal accreditation, CRM system, website, etc. If you do not think that you need all these things now, then just find another host agency.
Can I switch agencies if I specialize in Disney?
Disney has a special transfer protocol if the client wants to change a travel agent who originally booked the tour. Provided that the client is within 30 days since booking and the tour is not at its final payment stage, the client needs to fill out the form and sign the booking transfer request. No booking transfers after the final payment.
Is it dishonorable to leave an old host agency?
Certainly not. On the contrary, leaving an old company means that you continue growing and developing. It is never too late to move on!
Closing Thoughts
Moving from one travel agency to another is a bit like relocating houses. There are some fond memories at your old residence, and you’ll experience an awkward period of packing up all those boxes with the lingering doubt whether you have done the right thing. But once you are set up in the new place, which suits both your personal and professional life better than the previous one did, you will be kicking yourself for taking too long to make the move!
What all successful agents who have completed the process have in common is the fact that they were prepared. They read the contract. They took care of their data. They discussed the matter professionally. They kept in touch with their customers. They accounted for every single dime. And they entered into their relationship with a new travel agency well-informed!
It doesn’t have to end with severed bridges along the way. With proper planning, you can exit your old agency with their respect, your good reputation and your unpaid commissions still intact, while your customers are eager to see what is next for you!
