how to actually put together a travel itinerary: a guide for beginners

Are you fairly new to travelling?

This post is for you. I remember the first trip I took with my ex-partner years ago, feeling excited about all our adventures to come and overwhelmed about the planning and budgeting process.

The words “travel itinerary” were foreign to me — I had never heard the term before. But as I’m currently planning my next trip, it’s something that I’m excited to nut out in the weeks to come.

So, first things first, what is a travel itinerary?

A travel itinerary is a plan or schedule that outlines the details of a trip or vacation, including the dates, times, and locations of transportation, accommodations, and activities. It usually includes information such as flight or train schedules, hotel reservations, tours or activities, and restaurant reservations.

Why is it important to have a travel itinerary?

A travel itinerary can help travelers stay organised, keep track of their plans, and ensure they make the most of their time in their destination. It can also be shared with others, such as travel companions or family members, to help them understand the details of the trip.

Creating a travel itinerary involves several steps, and here are some basic guidelines to help you create one:

1) Determine your travel dates & destinations

Decide when you want to travel. What time of the year will it be? Have you booked your flights? Would you book one-way or return? It’s important to know when your trip will start, and when your trip will end.

Once you have clarity around how many days you have abroad at your new destination/s, you can start looking into detail about how much time you want to spend in each destination.

Sometimes it can feel overwhelming to have all the nitty-gritty fine tuned details — so if it’s a longer trip, or if you find yourself putting the itinerary planning off, remember that it’s okay to have a very rough blueprint or “skeleton” for your trip.

My partner and I are planning 4.5 weeks abroad this June — and even if we’re just travelling to one country (Japan), it was pretty overwhelming to know where we should begin, and where we should end. Japan has always been a massive bucket-list country for my partner, and since being with him, the culture, cuisine and scenery has really grown on me. One of the hardest things for us was knowing which places, attractions and experiences to prioritise, and which ones we should put on the shelf for next time.

This is important when planning a travel itinerary too. Knowing which attractions, events and cities you want to prioritise, and how long you want to stay in each location.

My partner and I didn our individual research — myself on YouTube (binging Japan Travel Vlog Videos) and avidly reading The Lonely Planet’s Experience Japan, whilst my partner was actively keeping up with Reddit forums and other websites like travel blogs to find niche and lesser touristy attractions we could experience during our time in Japan.

Through doing research online like us, or chatting with friends who may have already travelled to your destination/s — you can determine which places you want to visit, and what activities you want to do in each location.

2) Plan your transportation & accommodation

This might need a little more fine-tuning and time to decide, but it’s important to have a general idea of how you want to travel from city to city (or country to country if you’re exploring a few different countries). Something that might help is to get a tangible map to help you see each destination that’s on your bucket list. This might give you a little more clarity on a streamlined order you can visit each spot.

This is exactly what my partner and I did. We got a Lonely Planet Japan Map, put it on a corkboard, and literally put little pins on all the places we wanted to go to. Having it visually mapped out with little coloured pins gave us a good sense of which cities we’d need to pass by to get to certain destinations — and gave us more direction about which order we’ll visit each city.

Once you know the order of towns, cities, or countries you want to go to, write it out — and do your research to see what mode of transport you can take to get there. Will you fly? Is flying the only option? Will you hire a car? Do you need an international driver’s licence?

When it comes to getting around from place to place, it’s important to think about your budget, and the amount of time you want to spend on the road to get to each place. Some countries and cities have rail passes. E.g. Here in Sydney, Australia, we have Opal Cards. In Japan, I know they also have a Rail pass you can apply for in advance too. For other trips, it might be cheaper and faster to fly. All it takes is a little bit of research to decide what suits your budget and timeline best. Make sure to look up transportation schedules and prices, and book your tickets in advance.

Choose where you will stay, whether it's a hotel, hostel, vacation rental, or other accommodation options. This is pretty obvious — but make sure to look up prices, availability, and reviews before making your reservations. You can save a lot of money by booking in advance, and some accomodation offers the option of being able to book in advance, and pay when you get there. This can secure your price upfront, but also give you the time and flexibility to change your mind if you need. Keep in mind that there are often cancellation policies involved! Make sure to read all the fine-print.

3) Create a daily schedule

When I say daily schedule — you don’t have to have every hour mapped out. (Well, you could if you wanted. No one’s stopping you). I can be really helpful to plan your activities for each day, including sightseeing, tours, meals, and downtime.

Time blocking in 3 hour or half day blocks can give you a good idea of the main things you want to cover on a certain day, help you factor in travel time and any reservations you need to make in advance, and the flexibility to make any changes due to unforeseen circumstances such as weather, transportation delays, or unexpected events.

Flexibility can also be great for spontaneity too. There’s nothing like wandering the vibrant, rich, cobble streets of a new country or city and take in the culture without needing to rush from one destination to the next.

4) Keep important documents handy

This tip is so important guys. When traveling abroad, it's essential to have the necessary documents ready to ensure a smooth and stress-free journey. Here are some important documents you should have ready:

• Passport: A valid passport is one of the most crucial documents you need when traveling abroad. Ensure that it is valid for at least six months from the date of entry into the country you're visiting.

• Visa: Depending on the country you're visiting, you may need a visa. Check with the embassy or consulate of the country you're visiting to see if you need a visa, and if so, apply for one well in advance of your trip.

• Travel itinerary: Have a copy of your travel itinerary with you, including your flight details, hotel reservations, and any other bookings you have made.

• Travel insurance: It's a good idea to have travel insurance when traveling abroad. Make sure you have a copy of your policy with you, including the emergency contact number.

• International driver's license: If you plan to drive in a foreign country, you may need an international driver's license. Check with the embassy or consulate of the country you're visiting to see if this is required.

• Health documents: Depending on where you're traveling, you may need certain health documents, such as vaccination certificates or medical records. Check with your doctor and the embassy or consulate of the country you're visiting to see if any health documents are required.

• Emergency contact information: Have a list of emergency contact information, including the contact information for your embassy or consulate in the country you're visiting, your travel insurance company, and your family and friends back home.

• Cash and credit cards: It's important to have cash and credit cards with you when traveling abroad. Make sure you have enough money to cover your expenses, and let your bank know you'll be traveling so they don't flag your transactions as suspicious.

• Copies of important documents: Make copies of your passport, visa, travel insurance policy, and other important documents, and keep them in a separate location from the originals. This will be helpful in case you lose any of the original documents.

Having these documents ready before you travel will ensure that you have a smooth and hassle-free journey.

5) Share your itinerary with others

Sharing your itinerary with others when traveling is important. Letting a few trusted friends or family members know your travel plans can help ensure your safety while traveling. If something were to happen to you, such as an accident or illness, the person with your itinerary would know where you are and how to reach you or get help.

Sharing your itinerary with someone close to you can also help keep you accountable and bring you and your loved ones peace of mind. . When someone knows your travel plans, you're more likely to stick to them and not deviate from your plans without telling anyone, and it can also help you if needed can reduce anxiety and stress associated with traveling.

I can also be practically beneficial to share your itinerary with someone you trust — e.g. It can be super helpful if you’re ccoordinating airport pickups, meeting up with friends or family, or making sure you don't miss any important appointments or reservations.

Sharing your itinerary with someone you trust is a smart travel practice that can help ensure your safety and peace of mind while traveling. Make sure you let your family and friends know about your travel plans, including your itinerary and contact information in case of emergencies.

Creating a travel itinerary may seem overwhelming, but with proper planning, you can make the most out of your trip and have an enjoyable experience.