How to Prepare a Costa Rica Travel Brief for a Local Travel Partner

When a travel agency, DMC, or wholesaler sends a brief to a local Costa Rica partner, the quality of the proposal they receive back depends almost entirely on the quality of the information they sent. A brief that omits travel dates, leaves budget undefined, or describes the group as “family-friendly” without specifying ages will produce a proposal that requires multiple rounds of clarification before it can be quoted or confirmed. This guide covers what a local partner needs from you, how to structure the information, and the most common gaps that slow the process down.

Why the brief matters more than the destination list

Most agencies send a list of destinations and ask for a proposal. A local partner can build something from that, but it will be generic. The brief is what makes a proposal specific: it tells the partner which version of Costa Rica this group actually needs — the pace, the accommodation level, the activity intensity, the budget envelope, and the logistical constraints. Without it, the partner fills in the gaps with assumptions, and those assumptions may not match what the client expects or what the agency can sell.

Travel dates and duration

Provide exact dates when confirmed, or a clear window when flexible. Include:

• Arrival date and departure date (or the range under consideration)
• Total nights in-country
• Whether dates are fixed or flexible, and if flexible, the constraints (school holidays, event dates, blackout periods)
• Planned arrival and departure airports — Juan Santamaría (SJO) is the main international gateway; Liberia (LIR) serves Guanacaste and is relevant for itineraries focused on the Pacific northwest

Group composition

The number of travelers and their ages determine vehicle capacity, room configuration, activity suitability, and child-specific logistics. Provide:

• Total number of travelers
• Adults and minors separately
• Ages of all minors at the time of travel — not at the time of booking. A child who is 11 at booking but 12 at travel has different pricing and logistics implications
• Whether any traveler has mobility limitations, accessibility requirements, or dietary restrictions that affect accommodation or activity selection

For families, also note whether the children are experienced travelers or this is their first international trip. This affects pacing recommendations and the level of structure the itinerary should have.

Group profile, interests, and pace

A brief that says “adventure and nature” describes half the travelers who visit Costa Rica. The more specific the profile, the more useful the proposal. Include:

• Primary interests: wildlife, birdwatching, surfing, hiking, cultural experiences, gastronomy, wellness, beach, photography, fishing, diving
• Activity intensity: light (short walks, scenic transfers, low-exertion activities), moderate (half-day hikes, kayaking, zip-line), or active (multi-day treks, white-water rafting, demanding physical activities)
• Pace preference: packed itinerary with a new destination every 1–2 nights, or slower travel with 3–4 nights per destination
• Any activities the group specifically wants to include, and any they want to avoid
• Whether the group has visited Costa Rica before, and if so, which destinations

Destinations: must-haves and openness to recommendations

Distinguish between destinations the client has specifically requested and destinations you are open to the partner recommending. This distinction matters: a partner who knows the client wants Monteverde and Manuel Antonio will build the routing around those anchors. A partner who knows the client is open to alternatives may suggest a routing that works better logistically or fits the budget more efficiently.

For each confirmed destination, note whether the client has a specific property in mind or is open to recommendations. A client who has already researched and selected a lodge has different needs from one who is relying on the partner’s expertise.

See the Faro Travel destinations page for an overview of the main Costa Rica destinations and what each one offers.

Transport requirements

Specify the transport format the client expects or the agency is proposing. The main options available in Costa Rica are private transfers, shared shuttles, and the Arenal Lake Crossing for the Monteverde–La Fortuna connection. See the transport guide for agencies for a full breakdown of each service type and what information is needed to quote them.

• Service type preference: private, shared, or a mix depending on the leg
• Whether airport transfers are included or handled separately
• Any specific timing requirements (early morning arrivals, late departures, same-day connections)
• Whether the group will rent a vehicle for any portion of the trip — this affects which transfers need to be arranged

Accommodation

Accommodation in Costa Rica ranges from budget guesthouses to boutique lodges and luxury eco-resorts. The category requested affects both the proposal and the routing, since some properties are remote and require specific transfer arrangements. Include:

• Accommodation category: budget, mid-range, upper mid-range, luxury, or ultra-luxury
• Room configuration: double rooms, twin rooms, family rooms, connecting rooms, or suites
• Any specific property requests or properties to avoid
• Whether the client values eco-certification, sustainability credentials, or specific amenities (pool, spa, wildlife on property)
• Meal plan preference: room only, breakfast included, half board, or full board

Budget

Budget is the single most common gap in travel briefs. A brief without a budget produces a proposal that may be entirely misaligned with what the client can spend. To be useful, a budget indication needs four elements:

• Currency: USD is standard for Costa Rica proposals
• Amount: per person or total for the group
• Period: per night, per day, or for the full trip
• Coverage: what the budget is expected to include — accommodation only, accommodation and transport, accommodation and transport and activities, or land-only (excluding international flights)

Specific needs: dietary, mobility, and accessibility

Include any dietary requirements that affect restaurant selection or meal planning: vegetarian, vegan, gluten-free, severe allergies, or religious dietary restrictions. Note whether these apply to all travelers or specific members of the group.

For mobility or accessibility needs, describe the specific requirement rather than using general terms. “Limited mobility” can mean many things; “traveler uses a wheelchair and cannot manage stairs” gives the partner the information needed to filter accommodation and activity options. Availability of accessible options varies by destination and property, and must be confirmed at the time of quoting — do not assume any specific accommodation or activity is accessible without confirmation.

What to confirm in the proposal before presenting to the client

Before presenting a proposal to the end client, verify the following with the local partner:

• Which services are confirmed available for the requested dates, and which are subject to availability
• Validity period of the quoted prices
• What is included and excluded in each quoted service
• Payment schedule and deposit requirements
• Cancellation and modification conditions for each service
• Whether child pricing applies and at what ages
• Whether any quoted accommodation or activity has specific conditions (minimum nights, mandatory meal plan, seasonal surcharges)

Brief template

The following template can be copied and completed when sending a travel brief to Faro Travel. Sending complete information in the first message avoids back-and-forth and produces a more accurate first proposal.

• Agency / operator name:
• Contact name and email:
• ---
• TRAVEL DATES
• Arrival date: [DD/MM/YYYY] — Arrival airport: [SJO / LIR / other]
• Departure date: [DD/MM/YYYY] — Departure airport: [SJO / LIR / other]
• Total nights: [X]
• Dates fixed or flexible: [Fixed / Flexible — constraints: ]
• ---
• GROUP
• Total travelers: [X adults + X minors]
• Ages of minors at time of travel: [X, X, X]
• Accessibility or mobility requirements: [None / Details]
• Dietary requirements: [None / Details]
• ---
• PROFILE AND INTERESTS
• Primary interests: [wildlife / birdwatching / surfing / hiking / culture / gastronomy / wellness / beach / photography / fishing / diving / other]
• Activity intensity: [Light / Moderate / Active]
• Pace: [Packed / Relaxed]
• Previous Costa Rica visits: [Yes — destinations visited: / No]
• ---
• DESTINATIONS
• Confirmed destinations: [List]
• Open to partner recommendations: [Yes / No / Partially]
• ---
• ACCOMMODATION
• Category: [Budget / Mid-range / Upper mid-range / Luxury / Ultra-luxury]
• Room configuration: [Double / Twin / Family / Connecting / Suite]
• Meal plan: [Room only / Breakfast / Half board / Full board]
• Specific properties requested or to avoid: [Details or None]
• ---
• TRANSPORT
• Service type: [Private / Shared / Mix]
• Airport transfers included: [Yes / No / Separate]
• Any specific timing requirements: [Details or None]
• ---
• BUDGET
• Currency: [USD]
• Amount: [per person / total group]
• Period: [per night / per day / full trip]
• Coverage: [Accommodation only / Accommodation + transport / Accommodation + transport + activities / Land-only]
• ---
• ADDITIONAL NOTES
• [Any other relevant information]

Common gaps that slow the process

The following are the most frequent gaps in travel briefs that result in follow-up questions, revised proposals, or misaligned expectations:

• No budget indication: produces a proposal that may be entirely off-target. Even a rough range is more useful than nothing.
• Ages of minors missing or given as of booking date: child pricing, seat requirements, and activity eligibility depend on age at travel, not at booking.
• Destination list without routing logic: listing five destinations without indicating the preferred order or the routing constraints forces the partner to guess. Monteverde before or after La Fortuna changes the transfer sequence.
• Activity preferences described as “everything”: a group that wants everything gets a generic proposal. Prioritizing two or three interests produces a more focused itinerary.
• “Family-friendly” without ages: a family with a 3-year-old and a family with teenagers need different itineraries. Specify ages.
• Accommodation category undefined: “good quality” means different things in different markets. Use a category or a price range.
• No indication of flexibility: a brief that says “Monteverde, La Fortuna, Manuel Antonio, Tortuguero, Osa” for 10 nights without indicating which are fixed and which are optional forces the partner to either include everything (producing an overloaded itinerary) or make cuts without guidance.
• Budget coverage undefined: a budget of USD 200 per person per day means something very different if it covers accommodation only versus accommodation, transport, and all activities.

Using the Faro Travel trip planner

For agencies that prefer a structured format, the Faro Travel tailor-made trip planner walks through the key information fields step by step. It covers dates, group composition, destinations, interests, and contact details, and sends the brief directly to the Faro Travel team. It is not a replacement for a detailed agency brief, but it is a useful starting point for initial contact or for clients who prefer to submit their own request.

Contact and next steps

Send your brief to the Faro Travel team via the contact page or directly by WhatsApp or email. For B2B inquiries, you can also use the travel agents page. Include “agency” or “operator” in your message so it reaches the right team. For transport-specific requests, see the transport guide for agencies.