Language Travel Agency
Initial consultation, program recommendation and quote, visa application checklist, pre-departure briefing, and mid-stay & wrap-up feedback for short-term language travel and study-abroad agencies
Get started with PocperInitial consultation, program recommendation and quote, visa application checklist, pre-departure briefing, and mid-stay & wrap-up feedback for short-term language travel and study-abroad agencies
Get started with PocperThis combined record captures the mid-program check-in, any issues raised, and the final wrap-up at the end of the engagement — including academic outcome, ratings, and follow-up plans.
Student name:
Destination:
Program weeks total:
Mid-stay check-in week (e.g. week 4 of 12):
Check-in date:
Check-in mode:
Video call
Phone
In-person
Overall adjustment:
Thriving
Fine
Needs support
Wants to come home
Mood:
Happy
Homesick
Anxious
Overwhelmed
Sleep:
Good
Fair
Disrupted
Appetite:
Good
Fair
Poor
New friends made:
Yes
Forming
No
Adjustment comments:
Satisfaction (1-5):
Class level appropriate?
Yes
Too easy
Too hard
Teacher rating (1-5):
School comments:
Satisfaction (1-5):
Host family or dorm comments:
Food adequate?
Yes
Sometimes
No
Commute to school:
Easy
Okay
Difficult
Accommodation comments:
Any incidents to note:
Doctor visits:
Medication used:
Any safety concerns raised:
Last parent contact date:
Agency notified parent of any concerns
Agreed follow-up actions with parent:
Examples — host family change, class transfer, supplemental tutoring, early return:
Return flight confirmed
Return date:
Arrival home airport:
Pickup arrangement at home airport:
School completion certificate received
Entry level:
Exit level:
Total class hours attended:
Attendance rate:
Final test score:
Standardized exam taken:
IELTS
TOEFL
Cambridge
None
Other
Exam score:
Rate each on a 1-5 scale and add comments.
School (1-5):
School comments:
Accommodation (1-5):
Accommodation comments:
Activities (1-5):
Activities comments:
Counselor (1-5):
Counselor comments:
Pre-departure preparation (1-5):
Pre-departure preparation comments:
In-country support (1-5):
In-country support comments:
Overall NPS (0-10):
Would you do this again?
Yes
Maybe
No
Would you refer friends?
Yes
Maybe
No
Future programs of interest:
Testimonial — share what stood out for you:
Photo / video permission — tick which channels are allowed:
Website
Social media
Marketing collateral
Allow the agency to contact me about future programs
Counselor name:
Final notes — what worked, what to improve next time:
Follow-up actions and timeline:
File closed date:
I have received all documents and completion certificates and confirm this engagement is complete
Thank you for travelling with us. We hope this is the first of many language adventures together — keep in touch and let us know how the next chapter unfolds.
The Mid-Stay Check-In & Final Wrap-Up template is a ready-to-use form from Pocper's Language Travel Agency pack. Customize the fields to match your workflow, then share a link so clients can complete it and upload documents in real time.