Use this checklist to identify the first work a VA can own, what requires training, and what should remain with the advisor.
Start with work that is frequent and teachable
- Does the task occur every day or every week?
- Can success be recognized from an example or checklist?
- Can the VA complete most cases without making a travel recommendation?
- Is there a clear next step when something does not match the process?
- Would consistent completion materially improve response time or client service?
If most answers are yes, the work is a strong delegation candidate.
Lead and sales administration
- Enter new inquiries and verify contact information.
- Confirm receipt and collect missing intake details.
- Schedule discovery calls and send reminders.
- Maintain pipeline stages and next-action dates.
- Surface leads that require the advisor’s personal follow-up.
Quote and proposal support
- Organize supplier options and comparable information.
- Prepare draft quotes or itinerary entries for advisor review.
- Track open quotes and their next actions.
- Follow up for missing supplier information.
- Record the final approved option in the agency’s system.
Booking and payment administration
- Organize confirmations and booking records.
- Track deposits, final-payment dates and document deadlines.
- Send approved reminders without receiving card data by ordinary email.
- Update the CRM or travel platform after each milestone.
- Escalate discrepancies before a deadline is missed.
Routine client and supplier communication
- Resend documents and collect missing information.
- Answer approved frequently asked questions.
- Request updates from suppliers and document responses.
- Coordinate scheduling and status updates.
- Escalate complaints, disruptions and unusual requests.
Usually retain these responsibilities
Complex discovery
Keep conversations where experience and relationship determine the recommendation.
Final advice
Retain decisions involving professional judgment, liability or unfamiliar exceptions.
Sensitive recovery
Own escalated service failures and emotionally difficult client situations.
Leadership
Set standards, priorities, access levels and the definition of excellent service.
Turn tasks into five outcomes
A useful starting role might own these outcomes: every lead receives a timely response; every quote has a next action; every payment deadline is visible; every active booking record is current; and every routine request is answered or escalated. Outcomes make delegation measurable without requiring constant instructions.