Corporate travel requires a seamless and cost-efficient experience for travellers while supporting company goals. That’s where a Travel Management Company (TMC) comes in. But before signing any contracts, it’s essential to ask the right questions.
The best TMC partnerships begin with clarity – knowing exactly what they offer, how they work, and what value they bring beyond logistics.
Here are ten smart questions to ask your TMC before committing, each designed to uncover how they can truly elevate your company’s travel programme.
How Do You Tailor Solutions to Our Specific Travel Needs?
Every business is different. A one-size-fits-all approach rarely delivers efficiency or savings. Ask how your TMC adapts its services to suit your organisation’s travel patterns, budget, and culture.
Do they create bespoke travel policies or offer modular options that scale with your company’s growth? A good TMC will analyse your historical travel data to identify patterns and propose strategies that balance traveller comfort with cost control.
This question also reveals whether the company values partnership over transaction. The right TMC should want to understand your travel volume and your long-term goals.
What Technology Platforms Do You Use — and How Do They Integrate with Ours?
Technology sits at the heart of modern corporate travel management. From mobile apps that manage itineraries to AI-driven expense reporting, your TMC’s tech stack can make or break the travel experience.
Ask about their booking tools, reporting dashboards, and integration capabilities with your HR or finance systems.
Equally important is usability. Are the tools intuitive for travellers on the move? Can managers access live data for smarter decision-making?
A great TMC makes sure that technology works with your business, not against it.
How Do You Help Us Control Costs Without Compromising Traveller Experience?
Cost savings are often the top reason companies partner with a TMC, but savings alone don’t guarantee success. The key is balancing spend with satisfaction.
Ask how the TMC negotiates rates, manages supplier relationships, and identifies opportunities for optimization, from airfare classes to accommodation choices.
Look for transparency in fee structures. Do they provide clear breakdowns of service costs, transaction fees, and commissions? And do they help you track savings achieved through policy compliance or negotiated discounts?
Smart cost management should never come at the expense of employee well-being.
What Kind of Reporting and Analytics Can We Expect?
Data turns travel chaos into clarity. Ask your TMC what insights they can provide, not only basic spend reports but also trends, forecasts, and compliance metrics. The ability to track carbon emissions, traveller satisfaction, and policy adherence in real time gives you a complete view of your travel ecosystem.
A solid reporting platform should allow you to filter data by department, traveller, or destination, making it easier to spot inefficiencies and opportunities.
If your TMC can transform raw numbers into actionable insights, you’re gaining a strategic partner.
How Do You Support Travellers in Emergencies or Unexpected Disruptions?
When things go wrong (delayed flights, sudden illness, or geopolitical events), your TMC’s response matters most.
Ask what their emergency protocols are and whether they provide 24/7 global support. Is assistance available through multiple channels, such as phone, chat, or mobile app?
Beyond immediate support, evaluate their approach to the duty of care. Do they proactively monitor traveller locations, send alerts, and offer rebooking assistance?
A dependable TMC doesn’t wait for a crisis; it anticipates and mitigates risks before they escalate.
How Do You Ensure Policy Compliance Without Making Travel Feel Restrictive?
Corporate travel policies can easily feel like red tape if not managed thoughtfully. Ask your TMC how they help ensure compliance while maintaining flexibility.
The best solutions embed policy directly into booking tools, guiding travellers toward preferred options instead of policing them afterward.
Look for companies that use education rather than enforcement by helping travellers understand why certain choices matter. Whether it’s cost control or safety, compliance should feel empowering, not punitive.
What Sustainability Practices Do You Have in Place?
Sustainable travel is now a business imperative. Ask your TMC how they measure and reduce the environmental impact of travel. Do they provide carbon tracking tools, partner with eco-conscious suppliers, or offer offset programmes?
Equally important is how they help your company align sustainability goals with travel policy. For example, can they recommend greener hotels, train alternatives, or digital meeting solutions?
A TMC that embeds sustainability into its strategy demonstrates long-term vision and responsibility.
How Do You Manage Traveller Data and Privacy?
Handling sensitive traveller data, from passports to payment details, requires absolute trust. Ask your TMC about their data protection policies, compliance with regulations like POPIA or GDPR, and cybersecurity measures.
How do they handle data breaches, and what protocols are in place for vendor security?
Privacy is part of your brand’s integrity. A trustworthy TMC will be transparent about where data is stored, who has access, and how long it’s retained.
What Kind of Account Management and Ongoing Support Do You Provide?
The best travel partnerships don’t end once the contract is signed. Ask about your account manager’s role: will they proactively monitor your programme, provide quarterly reviews, and suggest improvements? Do they offer training sessions for your staff or traveller support workshops?
A TMC that invests in relationship management ensures continuous improvement. They should act as an extension of your own team, not just a vendor behind the scenes.
What Sets You Apart from Other Travel Management Companies?
This final question might seem obvious, but it often reveals the most. Ask your TMC what makes them different – not in terms of marketing buzzwords, but in how they operate.
Do they specialise in certain industries? Offer unique technology integrations? Have local expertise with a global reach?
Listen carefully to their answer. The best TMCs can clearly articulate their strengths in measurable terms, such as faster response times, better data accuracy, or superior traveller satisfaction rates.
Building the Right Partnership
Choosing a TMC is a strategic decision. The right partner enhances your company’s efficiency, improves traveller experiences, and safeguards your investment. By asking smart, detailed questions, you shift the conversation from what they do to how they deliver value.
A truly effective TMC will welcome these questions because they reveal a shared goal: building a smarter, more connected travel programme. They’ll demonstrate transparency, provide evidence of performance, and show genuine interest in your success.
So take your time. Have the conversation. A thoughtful interview process can turn a service provider into a trusted partner that helps your business travel smarter.
