7 Must-Send Booking Emails to Keep Your Guests Coming Back for More
If you run a travel agency, how well you talk to your clients will make or break your business. Booking emails are one of the most important ways you can get in touch with people.
When used wisely, emails can help you get to know your clients better and promote your travel products and tours. Most importantly, your travel business can make sure that customers have a smooth booking process that makes them want to come back.
This article is about the seven most important booking emails that your travel agency should send to your clients. By using the power of these email templates, you can take your client communication and relationship management to the next level, making sure that your clients have a memorable and enjoyable travel experience that they will tell their friends and family about.
Welcome Email
It’s very important to set the tone for new relationships and make travelers feel like part of our family. This email is usually sent after someone creates an account on your website, signs up for your newsletter, or books a travel offer. Your welcome email should be conversational and friendly, and you can save time by using business email templates.
When you send a welcome email, it’s best to tell people about your travel agency and explain what’s going to happen next. This can include getting a confirmation of a booking after a deposit is paid or getting regular newsletters about what’s going on in your travel business.
Also, your welcome email should tell clients how to get in touch with your team if they have questions. You can also include links and directions to specific parts of your website, like your latest tours or blog posts, to add more value. This will help your clients decide where to go on their next trip with your travel agency.
A real-life example of a welcome email to get inspired
Have you seen the great email Intrepid Travel sent you to welcome you? They were able to fit so much useful information into one lovely email. The first thing you see is a banner with a very eye-catching picture.
But that’s only the start! They also add your first name to the email and use a simple paragraph to sum up what their brand stands for. Plus, they use fun icons to show you trips, deals, ideas, and ways to give back to the community.
And what’s best? They mention in a subtle way that they are a certified B corp, which fits perfectly with what their brand stands for. Overall, it’s clear that Intrepid Travel cares about making meaningful connections with its clients and sharing their love of travel in a fun and engaging way.
Confirmation Email
Next, when a client books a tour or activity and pays their deposit, this email serves as a confirmation of their reservation.
Did you know that people only spend around 14 seconds reading a confirmation email? That’s why it’s crucial to focus on the essentials in that first point of contact. To make it easier for you, we’ve put together a list of non-negotiables that you must include in your confirmation email:
- Reservation number/booking ID
- Room type
- Dates of stay
- Address, along with a handy link to a Google Map (you can also suggest taxi/shuttle/limo services with a link to book it here)
- Total stay rate
- Check-in/check-out times
- Online check-in details (if offered)
- Contact information, ideally with a ‘Chat with us’ button that opens a live chat directly with your property for seamless communication with your guests.
For many guests, this email can also serve as a reference point for their stay details. Therefore, it’s best to make it easy for them to find what they need.
In general, the main goal is to give your clients ample time to plan and organize their trips without any last-minute stress.
A real-life example of successfully implementing a confirmation email
Airbnb did a great job with this confirmation email. Their design is clean and goes well with how they want to be seen. They even show you a picture of your rental, which is very helpful.
The great thing about them is that they have all the important information you need, like your check-in and check-out dates, how to reach your host, and your schedule. Everything is right in front of your customer. And if your travelers need to make changes to your reservation, they’ve added a “Change Your Reservation” button that you can use to make changes or cancel if necessary.
Pre-arrival Email
Just wanted to remind you that sending a pre-stay email to your guests a few days before their arrival can be a game-changer! It shows that you care about their experience and sets the tone for a great stay.
Think of it as your last chance to make sure everything is set up perfectly before they arrive. Plus, it’s a great opportunity to personalize their experience based on any specific preferences they’ve shared with you.
Pro tips?
- Keep it short and sweet with a friendly reminder of your check-in time, location address with GPS coordinates or a link to Google Maps, and a contact number just in case they need any help.
- You could also include your digital welcome pack in the email or provide it to them when they arrive on a tablet or phone. After all, who doesn’t love having all the info they need in one place, right?
A real-life example of a pre-arrival email from a travel agency might want to learn
Take inspiration from Goldfish Hotel’s pre-arrival email, which exudes an infectious enthusiasm that makes guests feel eager to participate in the hotel’s travel service.
Goldfish also goes the extra mile by allowing guests to personalize their stay and offering free bike tours and other exciting amenities. As a result, this leaves customers feeling truly satisfied with their experience.
Upsell Email
For this upsell email, we recommend sending it 3–5 days before their arrival and offering extra services that will make their stay more unique. You can suggest things like a relaxing spa treatment, a bottle of champagne when they arrive, transportation to and from the airport, tours of the area, or even an upgrade to their room.
If you know that your guests are a couple, why not give them free champagne on the first night of their stay when they eat at your restaurant? Or, if they are a family, suggest that they go river rafting and have a BBQ afterward.
To make the upsell even more effective, we suggest looking at the information about their reservation and suggesting something that is just right for them. This will show that you care about them and pay attention to what they want.
Additionally, upselling is a powerful marketing strategy that not only can be used in an email but also during the actual sales process. Many online booking engines allow you to create unique upsells tailored to your guests’ preferences. You can even compete with the big OTAs by personalising your own upsells.
A real-life example of how a travel agency leverage upsell emails to boost sales
Ryanair is always looking for ways to enhance your travel experience. After you purchase your flight, the airline will send you a discount code for a car rental at your destination. If you use the code to book with one of Ryanair’s partners, the airline may earn a small commission.
Tour operators can also use this strategy by offering a discount code as an incentive to book another experience or upgrade an existing one. When presented as a limited one-time deal, this can be a powerful motivator to convert dozens of customers. Don’t miss out on this great opportunity!
Post-Stay Email
When it’s time to leave, your guests will get their final bill and pay up. As a courtesy, we also send them an email receipt and thank them for staying with us.
Even though this email may seem like a routine task, it’s important to remember that it’s another chance to leave a lasting impression on your guest.
Take this chance to thank them for their business and let them know how much you appreciate their choice to stay with you. After all, they had a lot of choices, but they chose your property.
Don’t pass up this chance to make an impression that will last. Always end by sincerely thanking them for their business. And remember, you don’t have to stop talking to your guests after this.
Feedback Request Email
We’re sure you already know that online reviews are the new word of mouth. Before making a decision about a hotel, most people read reviews first. Surveys show that 88% of travelers avoid hotels with an average review score of less than three.
So, it’s a good idea to ask your guests how their stay went. The best time to do this is about 24 hours after they check out, when they are still thinking about their stay but have had enough time to get settled at home or wherever they are going next.
But what do you know? You can make it really easy for them to give you feedback by including a direct link to your TripAdvisor profile, Google listing, and/or Facebook page. Tell them you value their feedback and that they are welcome to talk about their experience with you wherever they feel comfortable.
An inspirational example of post-stay and feedback request in one email to practice
Hotels, travel companies, and transportation services can show their appreciation by sending a post-stay email, complete with a warm “We look forward to welcoming you onboard again” message.
To sweeten the deal, companies could even include a discount coupon for their next purchase or a referral link to share with friends.
Take a page out of Alitalia’s book, who, in addition to thanking their customers, promote their loyalty program and customer survey. It’s a simple gesture that goes a long way in making customers feel valued.
Re-Booking Email
Re-booking emails are an essential part of email marketing for travel agencies, hotels, and other businesses in the industry. The primary purpose of these emails is to encourage customers to book with you again in the future.
However, the key to effective re-booking emails is finding the right balance between staying in touch with your subscribers and not overwhelming their inboxes. That’s why sending out two types of re-booking emails on a weekly or biweekly schedule is recommended.
But if you’re looking for a WordPress travel theme with email marketing, you’ve come to the right place! At traveler we understand that sending re-booking emails can be tricky, as you want to keep your subscribers engaged without bombarding their inboxes.
It’s important to focus on giving value to your subscribers if you want them to stay interested and excited about your content. You can build a relationship with your subscribers and earn their trust by giving them useful information, like insider tips, exclusive deals, or recommendations for places nearby.
Your subscribers will be more likely to notice when it’s time to offer a deal or package. Remember the 80:20 rule: give value 80% of the time and try to make a sale 20% of the time. This way, you won’t seem like spam or like you’re trying too hard to sell something.
Also, if you do send a promotional email, make sure it is time-sensitive and relevant to the interests of your subscribers. In 2023, travelers want more than just a place to sleep. They want to be healthy and have unique experiences. So, get creative with your offers and give your subscribers the chance to book a trip that will be both unique and memorable.
A real-life example of how a travel agency sends a re-booking email to customers
Check out this awesome example of a re-engagement email by American Airlines:
American Airlines starts off by showing their clients how much they value them.
By choosing their airlines, they remind their clients of all the benefits they receive.
Lastly, they encourage their customers to take a flight soon. While it’s unlikely anyone will fly just for the bonuses, if a client needs to take a flight, they’re much more likely to choose American Airlines again.
Conclusion
Booking emails aren’t just a formality; they’re an important marketing tool for your travel agency. These emails are an important way to keep your guests interested, informed, and excited about their trip.
By giving your guests useful information and relevant offers at the right time, you can make their stay smooth and memorable, which will bring in more money and make them more loyal to your brand. So, don’t forget how powerful these booking emails are. Spend time on them and make sure they fit your brand and your guests’ tastes. With a little imagination and attention to detail, you can turn these emails into powerful tools that will help your agency grow and be successful. You can get in touch with us at any time if you have questions about booking emails. We appreciate you reading!
