Groups Travel Management
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How to Submit Passenger Names:

Complete the Excel® Name Template provided by Southwest Airlines, and upload via the Southwest Airlines Group Travel Management page.  (Passport information will be required for International Reservations.)

  • Please complete all required fields, this includes: Group Leader Name, Email, Departure Date and Confirmation Number.
  • In the “upload completed Initial name template” field, Click Browse, locate your saved file and click on it.  Then click open. The document will now be attached
  • Please note you may include the completed LOA form and the name template at the same time
  • Once all documentation is complete click the acknowledgement button and submit

Passenger Name Policies:

  • The Transportation Security Administration (TSA) has implemented a program called Secure Flight which is intended to enhance the security of commercial air travel into, out of and within the continental United States. Under Secure Flight, airlines are required to ask traveling passengers for their full legal name as it appears on the government-issued photo ID they intend to travel with, along with their date of birth, gender and redress number (if applicable).
  • Please note: Passengers will not receive a boarding pass or be able to travel until the appropriate data is collected. To learn more, please go to: http://southwest.com/travel_center/tsa_secureflight.html. All seat reservations for which names are not provided by the date that the Final Payment Amount is due will be cancelled.
  • It is your responsibility to fulfill the passport, visa and other immigration requirements applicable to your itinerary. You should confirm these with the relevant embassies and/or consulates. We do not accept any responsibility in the case of you being unable to travel due to not complying with any such requirements.
  • U.S. Citizens should refer to the travel advice posted by the U.S. Department of State at travel.state.gov for all the countries you intend to visit. Vaccinations may be required for some or all of the places you are intending to visit. It is your responsibility to ensure that you have arranged all necessary vaccinations for your itinerary.
  • Minors under the age of 18 are not permitted to fly unaccompanied on international flights or any itinerary that includes an international flight. If a minor is traveling with an adult over the age of 18, they must be listed on the same flight itinerary.

How to Submit Final Payment:

If you have already submitted a complete name list (for International travel name templates must include Passport information), you may call 1-800-433-5368 to pay over the phone, using a credit card or PayPal. You may also upload a completed Letter of Authorization (LOA) form on the Southwest Airlines Group Travel Management page.

  • Please complete all required fields, this includes: Group Leader Name, Email, Departure Date and Confirmation Number.
  • In the “upload completed Initial name template” field, Click Browse, locate your saved file and click on it.  Then click open. The document will now be attached.
  • Please note you may include the signed LOA form and the name template at the same time
  • Once all documentation is complete click the acknowledgement button and submit

Final Payment Amount Policies:

  • We are unable to accept multiple forms of payment or multiple payments. If you have a daily limit on your credit or debit card, please ensure your bank has released the funds prior to submitting your Final Payment Amount
  • Cancellation of your group reservation will result in forfeiture of the Deposit Amount.
  • Group Tickets are flight and date specific and cannot be changed, used or exchanged for travel on other flights.
  • Fares are subject to new Passenger Facility Charges and any applicable taxes or fees that may be imposed or changed prior to ticket purchase.

Terms and Conditions

To the best of my knowledge, all passenger details are accurate and complete. If the number of names submitted does not match the number of seats held, Southwest has the authority to cancel the excess seats. If submitting a Letter of Authorization, I authorize Southwest Airlines to charge the amount indicated on the Completed Letter of Authorization form for the Confirmation Number listed in order to complete the ticketing requirements. I understand that both the deposit and final payment are nonrefundable.

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Contact us

The Group Travel Services number is 1-800-433-5368 and hours of operation are Monday through Friday, 5:00 a.m. to midnight Central time.