travel agent thank you to client

How to write a Thank you for booking with us & Email Templates

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Start your journey of thanks as we show you how to write the perfect “thank you for booking with us” email in 2023. A thoughtful thank-you email from a tourism company can leave a lasting effect on clients, just like a well-planned trip. No matter if it’s a tropical vacation or a heart-pounding adventure, just show that your travel business is glad to have them on board.

In this article, we’ll show you how to write an email that not only says “thank you,” but also grabs the reader’s attention, inspires them, and makes them want to stick with you. So fasten your seats and let’s get started on this fun writing trip!

Elements of a Great Thank You Email for Bookings

Personalize the email.

Firstly, you have to address the guest by their name and mention the specific service/event they have booked with your business. By doing this, your travel agency can show that you have taken the time to acknowledge their booking and add a personal touch to the email. Just a simple greeting like Hi John, or Dear Mary can increase your open rate

Express genuine gratitude

Begin the email by expressing sincere appreciation for the guest’s booking. Use warm and heartfelt language to convey your gratitude.

For example: On behalf of [Your Business/Organization Name], we would like to express our deepest gratitude for choosing to book [the service/event] with us.

Offer additional information or assistance

Provide any necessary details about the service/event, such as location, time, or special instructions. And don’t forget to offer to answer any questions or provide further assistance if needed.

Recommend activities or services in the area

If it makes sense, you can tell the guest about other activities, services, or sights in the area that they might enjoy or find useful. This can show that you really care about making their stay better and could even lead to them booking with you again or telling their friends about you.

For example, after a long, tiring trip that left customers feeling tired, Ryanair surprised them with an email that was sent at just the right time. There was a discount offer for a car service in the email. This makes it much easier and faster for them to get from the airport to their location.

Special promotion or discount for future bookings

As a gesture of appreciation, you can offer a special promotion like the example above or a discount for the guest’s next booking with your tourism. This can incentivize repeat bookings and encourage guest loyalty.

End with a gracious closing

Finally, it’s time to wrap up an email with your contact information for any other questions. This seemingly minor detail can significantly enhance the overall professionalism of your travel agency. And when you do that, remember to maintain a polite and professional tone, as it is one of the essential elements of a thank you for booking email.

To give a better idea that includes all these elements. Take a look at our example below to get inspirit:

Subject : A special thank you to John 😊 – we appreciate your business! Dear John, On behalf of [Your Business/Organization Name], we would like to express our deepest gratitude for choosing to book [the service/event] with us. Your booking means a lot to us, and we’re committed to providing you with the best experience possible.

As you prepare for your upcoming [service/event], here is some additional information you should take note of: The [service/event] will take place at [location] on [date] at [time].

In addition to the [service/event], we’d also like to recommend some other activities or services in the area that you may find interesting 🥂. [Suggest activities/services/attractions].

We want to ensure that you have a memorable and enjoyable experience during your trip.

Moreover, as a token of our appreciation, we’d like to offer you a special promotion for your next booking with us. [Include details of promotion/discount].

Once again, thank you for choosing us 🥰. If you have any further questions or need assistance, please feel free to contact us at [Your Contact Information]. We’re here to help.

Wishing you a wonderful [service/event] experience! Warmest regards, [Your Name] [Your Title] [Your Business/Organization Name]

5 Tips for Writing a Thank You Email for Bookings

Expressing gratitude towards guests who have booked with your business is a crucial opportunity to strengthen their relationship. Instead of sending a generic email with just booking details, a personalized thank you note can go a long way.

Here are the top 5 tips to remember when crafting your thank you emails, ensuring that they leave a lasting impression on your customers.

Keep it concise and impactful

A thank you note should be brief yet meaningful. The goal is to express your appreciation and provide relevant booking details without overwhelming your customers with lengthy emails. You can include elements such as a personalized greeting, a call-to-action, and more in just a few paragraphs, ensuring the message is concise yet impactful.

Personalize the message

Using your customers’ first names is a basic step in personalizing your thank you email, but you can take it a step further. Refer to specific details about their reservation to make the message more tailored to their experience. For example, mentioning the specific dates or type of booking they made can show that you value their patronage and pay attention to details.

Proofread for perfection

Errors in spelling or grammar can really make your emails look unprofessional and may negatively impact your customers’ perception of your business.

Notably, you should take the time to proofread your thank you emails carefully, and ensure that all booking information is accurate. Sending incorrect booking details can not only be unprofessional but also result in a poor customer experience.

Create an enticing subject line

The subject line of your thank you email is the first thing your customers will see, and it can determine whether they open the email or not. That’s why it’s important to create a subject line that captures their attention and clearly conveys the purpose of the email.

Besides, you can add some icons to make your subject line more interesting! Below are some examples to get you started:

Encourage conversation

Make it easy for your customers to communicate with you by sending the email from a monitored inbox and talking to them like friends. Assign a team member to check and respond to new messages promptly. You can also include a closing statement in your thank you message that invites customers to reach out if they have any questions or special requests. This encourages open communication and shows that you are committed to providing excellent customer service.

Thank You Email Examples

Example #1: hotel booking.

Subject Line : Our Sincerest Thank You for Choosing to Stay with Us! Dear [Customer Name],

On behalf of [Hotel Name], we want to express our heartfelt appreciation for choosing to book your upcoming stay with us. We can’t wait to welcome you to our luxurious property and provide you with an unforgettable experience.

Our team is committed to delivering exceptional service and ensuring that your stay is comfortable and enjoyable. Your booking details are confirmed for [Check-in Date] to [Check-out Date] in our [Room Type] room. If you have any special requests or preferences, please do not hesitate to let us know, and we will do our best to accommodate them.

We look forward to your arrival and remain at your service for any questions or assistance you may need. Best regards,

Example #2: Tour Booking

Subject Line : Thank You for Choosing to Explore with Us! Hello [Customer Name],

Thank you for booking your upcoming tour with [Tour Company Name]. We are thrilled that you have chosen to embark on an adventure with us. We are committed to providing you with an unforgettable experience.

Your tour is confirmed for [Tour Date] to [Tour Duration] in [Destination]. Our team of experienced guides is eager to share their local knowledge and passion for exploration with you.

If you have any questions or special requests, please feel free to contact us. We are here to ensure that your tour is seamless and memorable in every way.

Once again, thank you for choosing [Tour Company Name]. We can’t wait to share this extraordinary journey with you! Warmest regards, [Your Name] [Tour Company Name]

Example #3: Flight Booking

Subject Line : Thank You for Choosing to Fly with Us Dear [Customer Name],

Thank you for booking your upcoming flight with [Airline Name]. We are excited to have you on board and appreciate the trust you have placed in us for your travel needs. Your flight is confirmed for [Flight Date] from [Departure City] to [Arrival City].

Our team is dedicated to providing you with a safe, comfortable, and enjoyable flight experience. We have a range of services and amenities to ensure that you have a smooth journey from takeoff to landing.

Should you require any assistance or have any special requests, please do not hesitate to contact us. We are here to make your flight as pleasant as possible. Thank you once again for choosing [Airline Name].

We look forward to welcoming you on board! Sincerely, [Your Name] [Airline Name]

Example #4: Rental Car Booking

Subject Line : Thank You for Choosing Us as Your Rental Car Provider Hello [Customer Name],

Thank you for choosing [Rental Car Company Name] for your upcoming car rental needs. We are honored to be your preferred provider, and we are committed to delivering a seamless and convenient experience for you.

Your rental car is confirmed for [Rental Dates] at our [Rental Location]. We have a wide selection of well-maintained vehicles to suit your needs, from compact cars to spacious SUVs.

If you have any questions or require any additional information, please feel free to contact us. We are here to ensure that your rental car meets your expectations and enhances your travel experience.

Best regards, [Your Name] [Rental Car Company Name]

Example #5: Activity Booking

Subject Line : Thank You for Booking Your Exciting Adventure with Us! Dear [Customer Name],

Thank you for booking your upcoming adventure with [Activity Company Name]. We are thrilled to have you join us and can’t wait to provide you with a thrilling and memorable experience. Your activity is confirmed for [Activity Date] at [Activity Location].

Our team of experienced guides is ready to take you on an exhilarating journey, whether it’s hiking, rafting, ziplining, or any other exciting activity we offer. We have taken all necessary precautions to ensure your safety and enjoyment throughout the activity.

If you have any questions or special requests, please feel free to reach out to us. Best wishes, [Your Name] [Activity Company Name]

Take Your Thank You Emails to the Next Level

Ready to wow your recipients with beautiful and engaging thank you emails? With TravelerWp’s extensive collection of Thank You Email templates and the power of TravelerWp plus Elementor Builder , you can create unforgettable email experiences that make a lasting impact. Upgrade your email game today and start impressing your audience.

Crafting an effective “thank you for booking with us” email is a crucial aspect of developing strong customer relationships and providing a truly memorable experience. To achieve this, you should keep your email concise and personalized. Another key element is to proofread the email for errors and ensure that it’s attention-grabbing, starting with an engaging subject line.

And always remember, your aim is to exceed customer expectations and create a lasting positive impression. If you have any questions or would like further assistance, please do not hesitate to contact us. Thank you again for your attention!

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How to Write a Thank You For Booking With Us Email

By Breanna Lawlor

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Having someone appreciate you makes you feel good, right?

One of the reasons guests love thank you emails is because you establish credibility and trust with them early on. From a guest’s side of things, receiving a “thank you for booking with us” email reinforces their decision to book with a company they feel good about.

Thank you emails have been shown to increase repeat customers while also seeing higher open rates when compared to other types email marketing. These thoughtful notes demonstrate attention to detail, it’s all a part of a seamless guest experience.

As a tour operator, an automated thank you email helps set expectations and show a guest your communication style. Gratitude goes a long way in business, and the benefit of a thank you email can continue the positive experience after checkout.

What is an automated thank you email? 

A thank you email comes after the experience, continues communication with your guests after checkout, and shows your appreciation. 

It’s also one of the easiest emails to automate in your booking software. Plus, by sending a thank you for booking with us email you increase the chance of future emails being opened by your guests. 

It’s considered common courtesy to thank a customer for choosing to book with you and there are two benefits to sending this thank you message. 

First off, thank you emails recognize people as guests, not just dollars on a spreadsheet. Secondly, when you send a customer a thank you email you initiate a cycle of reciprocity.

Automate your emails today!

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Determine the purpose of the thank you email

As one of the most engaged-with types of email, a thank you note for tour can be a key part of email marketing for tourism . Before sending a generic, automated thank you email to your customers, consider what you want to accomplish with your message. Is your objective to:

• Drive awareness about your brand? 
• Collect feedback and customer information?
• Introduce a new activity or type of tour?
• Promote a new offering?
• Introduce a loyalty program ?
• Recommend additional activities and tours?

Next, think about your customer profile

• Who are you writing to?
• What did they book?
• What else might they find valuable after booking?

In other words, when writing your thank-you email, determine what you want the recipient to do after reading and guide them to take that next step. Be clear on who your thank-you email is for, you’ll ensure it is relevant to your customer.

Crafting the perfect subject line

The key to your email being read is making the subject line personal and interesting because it is the first thing your customer sees. 69% of people report marking an email as spam based on the subject line. That’s a lot of eyes to lose out on if the subject line isn’t eye-catching.

Your thank-you email subject line needs to feel personalized and specific to the guest you’re sending it to. Does this mean you have to handwrite every individual email? Not if you take the time to craft a well-worded, automated thank-you email that you’ll send to each booked guest.

Examples of good thank you email subject lines:

• [name], we’re so happy you joined us at [company name]!
• That was fun! Thank you for visiting us [company location]
• Hi [name], thank you for booking your [tour or activity] with us! 
• [name], you’re the best. Thanks for choosing us!

What to include in your thank you email

1. acknowledge and thank your customer.

Building a relationship with your guests starts with an expression of gratitude. Keep your thank you email to customer short, sweet, and specific. Aim to use personalization tokens in the subject line. When you include the recipient’s name through the email to make it seem like you are thanking the guest personally for booking the tour, reserving the activity or planning their stay. 

If you prefer to send an automated booking confirmation email , this can also include a thank you message within. Consider your customer’s time and the chance they might be reading your message on a mobile device. 

2. Speak to the details

A thank you message from company to customer can be representative of your brand — meaning if you’re casual with your guests and joke around with them, infuse some of this energy into your thank you note. 

And just like in your reservation reminder email , reference what’s specific to the guest including the activity they booked, the place they stayed or the tour they went on. Address your gratitude that they chose to book with your company.

3. Thank them again

Once a guest has completed the tour, the follow up thank you email expresses appreciation to them for participating. The mutual benefit is how it makes your company more credible and reminds the guest of why they chose to book with you in the first place. 

If possible, include photos of them and their tour group that you can make available to download. It’s a freebie gift that continues the cycle of reciprocity where guests will feel more compelled to leave a five-star review.  

4. Make your call-to-action clear

In your thank you for booking with us email, you want to finish with a call-to-action to invite them to follow, share or connect with you further.

One excellent option is to share photos from the tour with your guests in your thank you letter for tour email. Include just enough promotional material to prompt the reader to take action. This might be following you on social media or leaving a review, you’ll want to acknowledge something specific on their trip.

Make finding photos from their tour easy to find so they feel inclined to hop on over to your website and social media pages. Encourage guests to source and share their photos using a special hashtag created solely for your business. 

Not only does this personalize your email, but photos are a wonderful way to engage your customer on an ongoing basis. Explore using polls or questionnaires to make it easy for people to share their feedback. Make sure your contact info is easily found appropriately — generally at the top and bottom of the email. 

Aim to maintain the same tone of voice with each of the emails you send your guests. The initial gift of photos furthers that mutual reciprocation the guest would have felt from the first automated thank you email you sent their way. 

Automated thank you email example

Hi [name], 

We are so happy you were a part of our [experience] in [location]. 

We hope you enjoyed learning about the history of the city and got some great snaps of our unique architecture. 

You’ll find a photo of you and the entire tour group enclosed in this message. If you want to see more pictures of you and the group, you can find them on our Facebook page. We would love it if you share or tag us in some of your photos, too!

Thanks again for booking with us and we hope you’ll visit us again! 

[Your name] 

Like this email template? Grab one for all of your booking emails!

When to send your thank you email

The time to send a thank you email to your guests is 1-2 days after they’ve completed their booking. This helps by closing the loop after they complete the tour or activity, triggered by the guest’s action.

Thank you email calls-to-action

Include your intended call-to-action (CTA) after the main content of your email. This is where you help guide your customers on what to do next. This may look like links to:

• Photos 
• Additional activities 
• Your Online-shop
• Information about alternative available tours
• Promotions or Upsells 
• Request a review 
• Send a survey 

Don’t include too much promotional material as it will hinder building the relationship. The idea is to provide information and offer value. One tactic that stands out beyond discounts and referral opportunities is offering a point of contact through email, social media or phone.

How to set up your thank you email in Checkfront 

In your dashboard, go through the following steps. 

1. Go to Manage and Notifications

In your dashboard, choose Manage then Notifications to create a new thank you email. To create your email, refer to the steps detailed in the Email (Booking Options): Status in the Knowledge Base.

2. Choose New Notification

Watch this video below for a step-by-step guide to creating a new automated thank you email. You can adjust the Email Variables to use personalization tokens in your thank you letter for tour.

3. Input your message 

Once your draft thank you email has been created, bring in elements that are consistent with your brand, like your logo, font choice and overall tone. 

4. Add personalization tokens to populate your contact’s information

You’ll notice in the email body the option to add a token in both the subject line as well as the email body. This helps to improve email open rates since it appears personalized to the recipient. 

5. Save your new automated thank you email 

This message will go out at chosen intervals, depending on the schedule you set up. And voila, you’re all set to thank your guests after booking. 

Final thoughts

Thoughtfully worded thank you emails will pay off in the long term. Take your time creating your thank you for booking with us email strategy. It’s your opportunity to provide valuable information, create a specific response, and build a relationship with each customer.

Automating your emails is one of the ways to alleviate some of the administrative work that comes with guest bookings. By sending guests emails designed to make them feel appreciated, you elevate the interaction they have with your brand. 

Ultimately, your messages need to be personalized, provide value and show that you care.  

Appreciation is the foundation for healthy relationships, as the grateful person feels a sense of well-being. And as the appreciative recipient, they feel valued and inspired to pass on the kindness. 

This is your opportunity to connect with your customers and build rapport. And then once you write your thank you email, you can start to put together a tourism newsletter designed to keep your guests on the lookout for amazing, insightful and useful content. 

Looking for booking software that can keep you connected with your customers?

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