How Travel Writing Math Works
Get the financial scoop from actual freelance journalists and share with your clients.
Hello from Cape Town! I just flew 15 hours but I am committed to you subscribers, so enjoy this read before heading out for the weekend.
As I was filing my taxes this week, my CPA looked at all my expenses and income and informed me that I have a “continuously loss making business.” I tried to explain to him that despite what it look like, I am actually one of the more successful freelance travel writers I know of. I published 75 stories in 2024, and write two columns. And I don’t accept work that pays below market minimum. The accountant wasn’t convinced and said that the profession sounds like “a hobby” in the eyes of the government.
Well, the truth is, no matter how hard and fast we all work, freelance writing is not a lucrative profession. I have a masters degree in finance and worked in investment banking, so if making a lot of money was my main goal in life, I probably would have never switched careers.
But I am also finding that I am losing more money as a freelancer. Here’s why…
Just in the past few weeks, I have had publicists invite me on press trips where ALL expenses are not covered, and even throw in last-minute surprises of what is not included. Just two-days before a trip that was exclusively for a resort at a high-end destination, the PR rep told me that they were offering a resort credit of $250 to eat and drink during our three-night stay. They know a big focus of mine is food, and I was there to write about the dining at the resort only. Breakfast buffet at this resort was $50, a glass of wine $30, and entrees starting at $60. Multiply that by 3 meals a day x 3 days x 2 people = how does that make sense? We used all of the credit during our first dinner!
A remote hotel inside a national park would pay for my flights, but not the rental car, overnight layover, and most meals (no budget for anything else). I was invited to a luxury safari in Africa but they would only cover coach flights (feel free to pay for your upgrade). Another domestic hotel on the lake would not cover flights and rental car (but we’ll give you a float tub service). Even destinations within drive-to distance don’t offer to pay for mileage. And of course none of these account for the Uber expense to get to my hometown airport, the cost of hiring a pet sitter, and my husband’s flights when he’s joining me on the trip.
On the other hand, publications keep cutting back on the number of external assignments they source each month, while giving no pay increase to writers. Reimbursements for travel cost is so 40 years ago. Meanwhile, cost of living keeps going up and the uncertainty in today’s world is by no means going to help with inflation.
How Much Do Travel Writers Earn and Spend?
If you don’t know already, let me be completely transparent with you. Some people may not feel comfortable sharing their personal finances, but I think it is important for everyone - assigning editors, budding travel writers, and PR folks to know, so that we all can make decisions that are realistic and support each other.
Here’s what typical out of pocket costs look like for me:
Upgrade to business class $5,000 and up (Because of a health condition, I cannot sit for 7+ hours in coach anymore)
Uber to and from my home to airport $160
Selecting seats $15-75 per leg
Check-in baggage $30/ each way (On airlines I don’t have loyalty)
House sitter $40/ day (lately I have been using Trusted House sitters which is a free service)
Car rental, fuel & parking approx. $100/ day
Coffee and snacks at airports, alcohol, bottled water and meals not covered $100/day
Tips and gratuity $20 for each activity, guide, spa visit and meal
Travel insurance required for certain trips $250 annually
Visas $100 per country
Optional shore excursions $150 per tour
(This is just for myself traveling solo. If my husband comes with me, then some of these costs can double).
Now let’s do the math on the revenues side:
Travel writers spend days on a press trip taking notes and photos, absorbing details, and doing interviews. Let’s consider the time, even though some argue it is all fun. This is time away from the desk, so we are not turning in assignments (at least I am not able to be in two places at once).
Some of us photo enthusiasts may edit over 800 photos from each trip, create social media content, reels and such as a way to shout out a thank you for hosting. I allocate 8-10 hours for a 7-day trip.
Then we spend hours putting it all together and crafting pitches that we may send to multiple editors, only to get radio silence.
If and when we do get a commission, we spend another few hours, or even days, writing the story. This may involve additional research, interviews, getting quotes, sourcing photos, etc.
Then you have edits, rewriters, fact-checking (yes, we writers are often entrusted with the additional work).
And at the end of all this, we will receive an average of $300/ story. Current market rate in the U.S. is $.50/ word and $1/ print. Most pay less. Very few pay more. Note - the story may be commissioned months after the trip, and payment could take another 30-60 days.
So thats a total of $300 in earnings and many-fold in out-of-pocket expenses. Multiply that by 27 trips a year, and you have a CPA looking at you with horror!
Now, writers like me would hustle to try to sell multiple stories from the same trip, so we can maximize our bang for the buck. But even if say, I sold three stories from my luxury African safari, I would only make $900, and would have spent at least $6,000!
Why am I telling you all this? Because you need to know and account for it when you invite freelance writers and give your clients a budget for it. If you prefer per diems, research the average menu prices and have a generous allowance. Cover the gratuities in advance. Work with airlines to cover upgrades or get media rates on business class flights. Join forces with local business partners to get comped car rentals when needed. Many good PR folks are thinking of all the expenses involved from a time when a freelance writer leaves his/ her home to what they may incur during the trip. And I love working with them. Shout out to Visit Saskatchewan, Sandals St. Vincent, Four Seasons Nevis, Tourism Australia, Qatar Tourism, Grenada Tourism Authority, and many more!
Now that you have the inside information, you can share it with your clients, and outline in your invitation what is covered and how much do the writers are expected to foot. I am also happy to jump on a call with them if you need an additional trusted voice.
Looking for a Keynote Speaker?
I am speaking in…
San Diego on May 2 on Dining with Purpose at (WE)Con 2025 - the MPI Southern California chapter conference
Las Vegas on May 16 on How Food Connects People Through Cultures at Clark County Public Library
Know of any schools, libraries, bookstores, conferences or workshops I could also speak at while I am in the city? I would love a referral!
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Call for Pitches
I am looking for unique and new story ideas on the following topics. Most of these are already assigned by my editors, and if you have a strong relevant pitch, I can likely use it.
Please take a moment to read my Substack on pitching tips before sending me your email.
Where/ how to experience luxury on a budget? Tips to save money on expensive destinations, and travel hacks.
What should you pack in your carry-on? Looking for cool, new and trendy travel related products to review.
For my monthly column in Khabar Magazine - South Asian (Indian) food trends, culinary products, recipe books, and human centric stories (in US only). No “authentic, elevated, inspired by grandma” cooking please!
For my monthly column in Georgia Trend Magazine, I am always looking for stellar restaurants (must be able to host), culinary festivals, products, trends, and human interest stories from around the state. Please read my past stories to get an idea.
Accepting Press Trips. I am interested in visiting Paris, Puglia, and Luxembourg on individual press trips during 2025. If you have clients interested in hosting, please reach out.
Travel Assistance Needed. I am heading to The Philippines in December and open to media hosted flights, stays, meals, tours, etc.
Travel The World With My Cat - Beato
I started writing ‘Beato Goes To’ children’s books to share stories about the kids I met in different countries who led unique lives. As seen through the eyes of my curious cat Beato these colorful picture books inspire kids to be curious, open minded and dream of traveling.
Saving this to keep in mind when hosting journalists!