Language Travel Pro Toolkit
A complete toolkit for established language travel agencies, including a study-abroad enrollment agreement and an in-depth end-of-program completion review
Get started with PocperInitial Consultation & Goal Assessment
This intake form helps the counselor understand the student's background, language goals, destination preferences, and any special needs so we can recommend the most suitable language travel program.
Student Information
Full name (as on passport):
Date of birth:
Current school:
Current grade or year:
Email (student or parent):
Student phone:
Mailing address:
Current Language Level
Self-rated CEFR level:
A1 — Beginner
A2 — Elementary
B1 — Intermediate
B2 — Upper Intermediate
C1 — Advanced
C2 — Proficiency
Unsure
Placement test taken — score:
Previous language study or time abroad:
Travel Goals
What are you hoping to gain from this trip? Select all that apply.
Speaking confidence
IELTS preparation
TOEFL preparation
Cambridge preparation
Cultural immersion
Academic preparation
Gap Year
Business English
Junior summer or winter camp
Working Holiday preparation
Primary goal — describe in your own words:
Destination Preferences
Countries of interest:
USA
Canada
UK
Ireland
Malta
Australia
New Zealand
Japan
Philippines
South Africa
Other:
Preferred cities or regions:
Duration & Timing
Preferred duration:
2 weeks
4 weeks
8 weeks
12 weeks
Semester
6 months
Longer
Preferred departure window:
Latest acceptable return date:
Budget
Target total budget (with currency):
Airfare included in this budget?
Yes
No
Budget flexibility — how firm is the figure above?
What matters most when comparing programs?
School quality
Location
Accommodation comfort
Activities
Total cost
Special Needs
Anything we should know — dietary, allergies, medications, learning differences, mobility, mental health, religious observance:
Parent / Guardian Information
Required if the student is a minor.
Parent or guardian full name:
Relationship:
Phone:
Email:
Employer:
I confirm I am the financial sponsor for this program
Emergency contact (separate from parent/guardian):
Name:
Relationship:
Phone:
Email:
Consultation Notes
Counselor's summary of the conversation:
Next Steps
Agreed next steps and target dates:
Acknowledgement
I confirm the information above is accurate to the best of my knowledge
I consent to the agency sharing relevant details with partner schools and accommodation providers
I understand a written program quote will follow this consultation
Thank you for sharing this with us. Your counselor will use these notes to put together a program recommendation tailored to your goals and budget.
Templates in this pack
The Language Travel Pro Toolkit pack includes 7 ready-to-use templates. Each one is a structured, fully editable form you can share with clients to collect information, documents, and signatures in one place.
Initial Consultation & Goal Assessment
This intake form helps the counselor understand the student's background, language goals, destination preferences, and any special needs so…
Program Recommendation & Quote
Based on the consultation, the counselor recommends up to three program options below. Each line item is itemised so the family can compare…
Visa Application & Document Checklist
This checklist tracks the visa application from document gathering to outcome. The exact requirements vary by destination — confirm with…
Pre-Departure Briefing & Travel Setup
This briefing confirms flights, accommodation, insurance, communications, emergency contacts, and packing — all set up before the student…
Mid-Stay Check-In & Final Wrap-Up
This combined record captures the mid-program check-in, any issues raised, and the final wrap-up at the end of the engagement — including…
Study Abroad Enrollment Agreement
This agreement sets out the terms of a language travel program arranged between the agency ("Agency") and the student, or their parent /…
End-of-Program Completion Review
A detailed review of your completed language travel program. The Agency has filled in your program summary below; the rest is for you, the…
Frequently asked questions
- What's included in the Language Travel Pro Toolkit templates?
- The Language Travel Pro Toolkit pack contains 7 templates: Initial Consultation & Goal Assessment, Program Recommendation & Quote, Visa Application & Document Checklist, Pre-Departure Briefing & Travel Setup, Mid-Stay Check-In & Final Wrap-Up, Study Abroad Enrollment Agreement, End-of-Program Completion Review. Each is ready to use and fully editable.
- Can I customize these templates?
- Yes. Every Pocper template is fully editable — add or remove fields, change the wording, and adapt each form to your workflow before sharing it with clients.
- How do I use the Language Travel Pro Toolkit templates?
- Import the pack into your Pocper workspace, open a template, tailor it to your needs, then share a link so clients can fill it out and upload documents in real time.