travel agent follow up email sample

18 Best Email Templates To Use If You Have A Travel Agency [2024]

If you run a travel agency, you probably rely on email quite a bit to communicate with your clients.

As a travel agent, your day-to-day is filled with quote requests, itineraries, planning, customer service, and much more. Having email templates on hand is a great way to maximize your productivity while still ensuring you are taking care of your customers.

Here are 18 free templates you can use for your travel agency.

The Early-Bird Email Template (Off-Season Business)

title=Special Early-Bird Pricing for [[Month or Year]] Hi [[Contact Name]],

It’s not too early to sign up for your [[Year]] [[service offered]]!

Get discounted early-bird pricing by calling us today at [[Contact number]]. Early-bird pricing applies to services booked through [[date]].

Terms and conditions apply [[link to details page on website]].

We look forward to being of service to you in [[Year]]!

[[Agency Name]]

Received Inquiry Confirmation Email Template

title=We received your inquiry! Hello [[Name]],

Thank you for reaching us. We are already working on your inquiry. And will get back to you within [[days/hours]].

In the meantime, feel free to check our FAQ section [[put the link]].

Thank you for your patience,

Learn more about starting a travel agent :

Where to start?

-> How much does it cost to start a travel agent? -> Pros and cons of a travel agent

Need inspiration?

-> Other travel agent success stories -> Examples of established travel agent

Other resources

-> Profitability of a travel agent

Promotional for a Free Travel Package Email Template

title=All-Expense paid trip to [[Location]], Why Not? Dear [[Recipient's Name]],

Wouldn't you love to go on an all-expense-paid trip to [[Location]] where you could soak in all the beautiful beaches and quaint medieval towns?

Or what about an all-expense-paid trip to [[Location]] where you could take walks in world-famous galleries and take pictures in one of their treasure-filled churches?

Now is your chance!

[[your agency name]] is awarding one of these two trips to a lucky customer. All you need to do is fill out the survey we have enclosed and send it back to us before the 25th of November. We will then add your name to an electronic database that will be used to draw the lucky winner on the [[date]]!

The winner will be receiving a free vacation package for one of the two destinations mentioned above. This prize will cover airfare, accommodations, and will also include a check for $10,000 as pocket money!

So, fill out the survey now! It will only take about ten minutes of your time but will give you a chance to go on a 3-day long vacation! Thank you and good luck!

[Agency Name]]

Travel and Services Sales Email Template

title=We've got something to offer! Dear [[Prospect's Name]],

Planning the perfect vacation means having all the right information. [[Name of your Agency]] is here to help you out with that.

We can give you everything you need to know to plan your trip, including lists of hotels, tour guides, tour packages, and so much more. We can even arrange the details according to the specifics you need.

All you have to do is get in touch with one of our travel agents, either by email or telephone. Call us at [[your agency number]] or send an email inquiry to [[agency email]].

Let us help you plan for an ultimate getaway. Get in touch with us today!

[[Sender's Name]]

Referral Request Email Template

title=Request for a potential referral Hi [[Contact Name]],

I first want to thank you again for choosing us for your [[service type]] needs. We’re so glad that we’ve been able to exceed your expectations.

And, in fact, I’m reaching out because I was wondering if you would be willing to vouch for us to a potential prospect we’ve been in contact with. All we need from you is to complete the [[form, survey, attached document, etc.]] and return it to us.

We would really appreciate the help if you have the time, but totally understand if not. Either way, we look forward to doing more travel and vacation plans work for you.

[[Agency name]]

Survey Feedback Request Email Template

title=Tell us how we’re doing in a brief survey Dear [[Contact Name]],

As one of our preferred customers, your feedback is of the utmost importance to [[your agency name]]. We are constantly striving to provide the ideal experience for our customers, and your input helps us to define that experience. That being said, if you could take a minute to post a review on [[review platform]], we would so appreciate it.

We hope to see you again soon!

Best regards,

Thank You Email Template

title=Hi [[Client Name]], thank you for booking your tour activity with us! Hello [[Client 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]]

Travel Agency Introduction to Client Email Template

title=Planning a summer holiday? Hi [[Contact Name]],

We are very enthusiastic to present our travel agency, [[agency name]]. Our well-established travel agency has been in the industry for more than twelve years. We are experts in every minor detail of this business and have been recognized by many people within these years. Our firm has familiarized the difficulty and aggravations of attaining visas and passports. So here we are, to deliver you the tension-free foldaway.

No matter whether you want to travel national or international, we offer the best class service for you. We provide our clients with the best sightseer & recreational spots and finest guesthouses at economic prices. Our services are prompt and way more competent.

People having traveling experience with us, are evidence of our exceedingly efficient and advanced services. They have submitted their high-quality experience of traveling with our company on our website. If you are fascinated with it and want to have you share, kindly let us know & we will shortly reach you.

We label ourselves as leading, innovative, and highly efficient and look forward to demonstrating these qualities at the earliest possible chance.

Thank you for your consideration.

[[Agency Contact No]]

[[Agency Email Address]]

[[Agency Website]]

Letter for Change of Address Email Template

title=Change of Address Dear Clients,

Hope this letter finds you in the best of your spirits. This letter is to inform you about the change in our address.

We have shifted our business location from [[old address] to [new address].

Kindly make sure to communicate at this new address for a proper response, and customer care.

Thanks, and Best Regards,

[[Company Name]]

[[Company Contact No]]

[[Company Email]]

[[Company Website]]

Travel Agent Introduction Email Template

title= Are you ready to getaway? Hi [[Contact Name]],

I, [[Agent Name]] will be serving you as your travel agent. I would like to thank you for choosing my travel agency, [[Agency Name]] for planning your vacation. I will make sure that you have the best value for your money through my services.

I have been working in this field for 10 years. Therefore, you can completely rely on me when it comes to experience and knowledge. I shall consider your requirements and budget to plan a very well-organized, comfortable, and fun trip for you and your family.

Kindly give me a call this week in your spare time and let me know when we can arrange a meeting. I would like to discuss your requirements and my recommendations so that I can plan a customized trip.

Looking forward to your call.

[[Agent Name]]

Travel Follow Up Marketing Letter to Loyal Customers

title=A good deal is always good news Dear [[Recipients Name]],

We appreciate that you have been such a loyal patron of [[Agency Name]].

For this upcoming summer, we would like to ask for your help. We have just finished the creation of several summer tour packages and would like you to refer some of your colleagues, members of your family, or friends who may be interested. We'd like to send them some brochures and put them on our mailing list so that we can give them the necessary updates.

We would be more than happy to provide you with compensation for your assistance. Thus, we guarantee you that for every referral that you give us, we'll be taking off 10% on your next tour or booking with us! Imagine how few names it would take for you to avail of a free trip from [[Agency Name]]!

You can send us your referrals by filling out the form we have enclosed.

We are very excited to hear back from you. If you have any further questions about our Referral Program, please don't hesitate to give us a call at [[agency number]].

Thank you very much!

[[Senders Name]]

Reservation Receipt Email Template

title=Reservation Receipt Email From [[your agency name]] Hi [[Client Name]],

Your reservation request for [[Hotel Destination]] has been submitted. We want to be clear that this is not a confirmed reservation. Not yet, at least.

Your potential host, [[Hotel Name]], has 24 hours to respond to your request, but most of our hosts reply more quickly than that! Once [[Hotel Name]] accepts or declines your reservation, we'll let you know.

We have authorized your payment method for [[Amount]], the full amount of the reservation. If your request is declined or expires, you will not be charged.

[[photo of the booking information]]

Reservation Confirmation Email Template

title=Confirmation of Reservation for [[Client Name]] Hi [[Client Name]],

This is the confirmation mail of the reservation of the [[Hotel Name]] in [[Location]]. Please go through the flight and accommodation details so that if there is any mistake it can be rectified at the right time.

As per your request, we have booked [[how many]] air tickets in the business class with [[Airline]]. The booking is made in the name of [[Bookers' Names]] with the age [[their ages]] years respectively. The tickets are for date [[Date]] from [[Location]] to [[Destination]]. Your accommodation reservation is done at the [[Hotel]] located at a [[exact location from the airport]]. You are confirmed for a stay of [[number]] days and [[number]] nights, from [[Date]] to [[Date and Year]]. The hotel rooms have spacious balconies with beach views.

I want to make clear that if you want any kind of change in the reservation then please inform within 24 hours of this confirmation letter after which any request won’t be entertained. Rest we assure you that you won’t face any problems with the proposed trip.

Thanks and Have a Good Day!

Follow Up Sales After Promo Introduction Email Template

title=Special promo just for you! Dear [[Recipients Name]],

During the last week of [[Month]], we sent you a brochure of our new products. Since we have already established a good long-time working relationship, we gave you a special promo for the month of [[Month]] to order them at discounted rates. [[Month]] is about to end soon and so is the promo yet we still did not hear anything from you. You are probably busy and might have overlooked our special offer for you.

From our years of working with each other, we have known you to be a man who greatly values customer satisfaction. You have always wanted to provide your customers with great products. If you would just take the time to peruse the brochure, you might find some things that would interest you.

If you decide to order now, we can give you a 15% off on the total amount of your purchase on top of the 10% on the individual product rates. So hurry and make your order before the promo period ends!

Travel Agency Business Proposal Letter

title=Collaboration request from [[Agency Name]] Dear [[newspaper owner]],

This is the very first collaboration I am making with you. I would like straightly to come to the point; we are a fresh travel organization firm positioned in the city. We are offering some prodigious travel packages for the new year. The strategies and packages are for both coast-to-coast and global visits. We are proposing incredible concession plans for populate in the city.

Your newspaper is widespread in the realm and masses read it regularly. It would be an honor to work with your organization to make known my concern to the people. Our commercial policy spins around the requirement to deliver class service to our customers.

We are completely focusing on the process of entirely nourishing their desires. This is going to get started through the enrolment of a specialized squad. We are also working hard on the delivery of better quality conventional plan travel packages, meeting & fulfilling the customer’s essential wants.

The company as well anticipates having brochures in unique designs. We also intend to have other marketing material that will empower regulars to know about the benefits of availing these services & to understand the categories of facilities we propose.

I have hemmed in the rate graph along with the letter to make it easy for you to create an eye-catching ad for us.

For additional figures or interrogations, you are welcome to communicate with me by phone [[ agency contact number]] or email [[agency email]].

Vacation Package Offering Email Template

title=Vacation made possible with [[Agency Name]] Dear [[Recipient's Name]],

How would you like to visit the beautiful country of [[Location]] to experience their fantastic food, inspiring culture, and incredible scenery for [[how many days and nights]]?

How would you like to stay at one of the top hotels in [[Location]] while you're there?

How would you like to pay just [[amount]] for all of that?

This vacation is all now a possibility with [[your agency name]]! We'll provide you with flight transfers, and accommodations for just [[amount]]! Just think about what that means regarding your potential savings!

This proposal is no joke. We are dead serious about the offer that we're making. All you need to do is give our customer hotline a call at [[contact number]] before the [[date]]. You do have to be of legal age, however, to avail of this offer.

Don't delay any further. Call us today so we can start planning your fabulous vacation. We hope to talk to you soon!

Trip Sales Email Template Sample

title=Don't miss this out! Dear [[Contact Name]],

I am pleased you selected [[Agency Name]] for your upcoming vacation in Italy. Our company offers the best packages for hassle-free vacations at the most reasonable prices. Italy is a place brimming with glorious places and splendid scenes. Cities like Venice and Florence are an exquisite blend of nature as well as classical craftsmanship. Our ten-day tour to Italy is devised to give our customers the finest taste of the picturesque cities and their rich cultural heritage. In this one-of-a-kind trip to Italy, you will experience a myriad of wonders; splendid countrysides and wines of Tuscany, the eternal city of Rome, private gondola ride in Italy’s famed Venice, boat ride to the surrounding islands, and Micheanglo’s legendary David, a masterpiece from the Renaissance Era.

The destinations included in the trip are Rome, Florence, Tuscany, and Venice; also known as the Jewels of Italy. The transportation for moving within the cities will also be included in the package. In addition, we will also provide you with an English-speaking tour guide to help you explore Italy and make the most of your trip.

Our standard prices start off from $5,500 per person for our Economy Package; the accommodation for this package is in a three-star hotel, such as the Hotel Al Paive. The Star Package costs $8000 per person, with accommodation in a four-star hotel such as the Hotel Berchielli. Our Deluxe Package costs $11,000 per person with accommodation in a five-star hotel, such as the Ritz-Carlton. These prices are exclusive of airfare. The prices may also vary depending on the type of transportation you want to choose; for instance, public bus, subway, taxi, or a private car. The current price is quoted for a private car.

Also, as the summers are approaching, the prices in the travel market is peaking due to the rush-season; yet, we are offering a special discount up to 10% until the first week of June. I would highly advise you to make your bookings with us as soon as possible, as the current prices are likely to go up several thousands of dollars in the coming weeks.

Your inclination to choose our company for your trip reflects astuteness; since Gleaming Horizons Travel Agency is a well-reputed company working relentlessly to provide luxurious vacations for couples and families for over a decade. We will ensure that you have a smooth trip without any complications and that you bring back many perfect memories.

Please do not hesitate to place your order right away. As mentioned earlier, the discounted prices are only available for six more days; i.e. the first week of June. You may inquire with other travel agencies if you wish. I guarantee you will find our company’s prices are the lowest for the caliber of quality we are providing for all our services.

To book your trip, please email us at [email protected] with detailed information about the number of people traveling, names of the individuals as mentioned in the passports, and your selected package; i.e Economy Package, Star Package, or Deluxe Package. Or call at our booking office – UAN: 800-111-22-33.

Looking forward to hearing from you.

Yours Sincerely, [[Name]] [[Ageny Name]]

Needy Customers Response Email Template

title=Regarding your queries, [[Mr./Ms. Name]], Hi [[customer name]],

Thanks for reaching out to us with your queries. We would love to solve your issue and we think phone calls are the best way to go about it.

Would you love to get on a call with us to discuss this? Please do get back to us with your available timings and kindly leave a number so that we can call.

We look forward to taking care of your issues. Thanks for choosing us.

[[Agency Contact No.]]

25 Travel Agency Email Subject Lines You Can Use

Here's a list of 25 popular email subject lines you can use for your Travel Agency

• Sure, it's possible to land a cheap flight. Let us help you
• Hey! Look at this! It's a vacation deal!
• You deserve the trip of a lifetime.
• Planning Your Mini-Vacay?
• Need a last-minute flight?
• Are you curious about our personalized service?
• You're going to love this… Now you can escape to over 500 destinations
• Are you getting enough sunshine this summer?
• Check out 50% Off Call of the Wild at Super Summer Sale
• What location is perfect for your next escape?
• Let me help you find a vacation you'll never forget!
• The Perfect Destination For Birthday Getaway
• Need help planning your next vacation?
• Are you a travel addict?
• Hello traveler, you have found a treasure! Let us show you
• Book your flight now and get thousands of miles bonus!
• Your dream vacation is only a click away
• Your summer vacation is about to get interesting
• Forget the stress of travel.
• Your destination is waiting
• You don't want to miss out on these deals
• You've got the plan. We've got the room. It's all
• Where would you like to go?
• Travel hasn't been the same without you!
• How you can win the ultimate travel experience

Below we detail the most common questions as it relates to Travel Agency for email.

How to market a travel agency?

• Add variety to your social media posts.
• Send direct mail to your clients.
• Practice your 30-second commercial.

How to become a travel agent?

• Focus on a specialty.
• Develop and market your brand.
• Create a business plan.

How is email marketing used in the travel industry?

• Attract and retain new customers.
• Convince people to take a trip even if they weren’t planning to.
• Give customers a way to connect with your travel business on social media and develop a better relationship.

There we have it: some smashing email templates for your viewing pleasure. Emails are a way of strengthening your connection with your customers. The templates and emails above can guide you through the process of building trust and rapport with your customers and prospects.

We hope you have found them helpful and get plenty of inspiration for your email marketing campaigns.

• 30 Trending Travel Agency Businesses [2024] 1 of 5
• 39 Pros & Cons Of Starting A Travel Agent (2024) 2 of 5
• 10 Travel Agency Success Stories [2024] 3 of 5
• How Profitable Is A Travel Agent? (Updated for 2024) 4 of 5
• How Much Does It Cost To Become A Travel Agent? (In 2024) 5 of 5

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11 Emails You Should Be Sending To Your Travel Clients

Being an online-based travel business means that email is a crucial communication channel that connects you to your clients. When used correctly, email outreach is a tool to build business relationships, connect with clients, and market your tours and travel products. To simplify things for you, we have put together 11 important business email templates that you should be using in your travel business.

Depending on the milestone your clients are at, there are specific communications you should be sending out each step of the way. From when they book to beyond when the experience is over, sending a few strategic emails can add to a seamless booking journey and keep clients engaged with your travel business.

11 Business Email Templates To Engage Your Travel Clients

1) a welcome note.

This is an important one for setting the tone of new relationships and welcoming travelers to the family. It follows after a person sets up an account profile on your website, or subscribes to your newsletter or travel offer.

Business email templates used for welcome notes are friendly, conversational, and often automated. Include an introduction to your travel company, as well as guidance on what is going to happen next. That could be a booking confirmation once a deposit has been paid, or regular newsletters to keep everyone updated on what is happening in your company.

It should also highlight how the person can contact your team should they have any questions. Another good idea is to provide links and pointers to specific sections on your website, such as your latest tour offerings or blog post.

2) The Booking Confirmation

With any luck, this will be one of the business email templates that you use most frequently.

Once a client has booked your tour or activity and paid their deposit, this email confirms their reservation.

First off, you want to thank them for their business.

After that, confirm what it is that they have just signed up for. Highlight all the important details such as the dates, times, location, number of guests, the amount paid, cancellation policies, possible add-ons, etc.

Finally, include a welcome pack that prepares them for what is ahead. If there is any information that they need in advance to help them get organized ahead of the trip, now is the time to include it. This could be an outline of visa processing times and regulations if you are traveling internationally, or details of the required fitness level if your tour is an active one.

The purpose of this is to give your clients plenty of time to plan their lives and avoid a last-minute rush.

3) Personalized Upsell Email

Every sale you make is an opportunity to upsell or cross-sell your travel products. Even if your client did not opt for any extras at the time of booking, this might become more relevant to them a little further down the line with the deposit out of the way.

Take a look at their reservation to see how you can enhance their travel experience. From there, send a personalized email with offers that you think they would find useful or relevant for their trip.

As an example, your international clients may decide they now wish to purchase travel insurance from you after all. Alternatively, they could decide that the extra cooking and tasting class is something that they feel like doing.

4) Travel Dossier and Itinerary

As soon as your clients pay the full balance due for their tour or activity, it is time to send a dossier and itinerary.

This is a detailed document that provides them with all the necessary information before the experience takes place. It is usually most useful just before they leave on the journey as it includes things like packing tips, meeting and departure points, emergency contacts, weather forecasts, etc.

5) Newsletters

Newsletters are business email templates used to engage potential, current, and repeat clients . Use this newsy email to curate and share some of the latest industry news, your amazing promotions, or recently published blog posts among other things.

The idea is to keep the people who have signed up, engaged and aware of what is happening with your business and the industry that they are interested in. While they may not be ready to make a purchase, regularly providing them with useful information and sending them back to your website will keep your travel business fresh in their minds.

• Encourage people to share your email newsletter or send it to a friend if they have found it useful
• Be consistent – decide whether you want to send this weekly, fortnightly, or even monthly
• Include an unsubscribe or manage preferences link to your newsletter. Not everyone will be a repeat client and the last thing you want to do is unintentionally spam them

6) Latest Travel Offers

While this can go out in your newsletter, initially, it is more beneficial to send a separate email containing the details of your newest travel offers, tours, activities, or retreats.

With just the information related to new products included, you can place a greater focus on the fabulous new experiences you have on offer. It is a means to update your clients and potentially get new sales.

Your latest offers can always be marketed as:

• Seasonal: Summer Sale, Early Bird Deals, Spring Break Offer, etc.
• Date-specific: Valentine’s Getaway Sale, Cyber Monday, Black Friday Deals, etc.
• Limited-time: Flash Sale, Last available spaces, End-of-summer Sale, etc.

And so much more! Put your creativity to the test and make sure to put out offers that resonate with your customers. Also, if you’re adding conditions like a “ valid through” disclaimer, make sure you send these emails out with enough time for your clients to make a decision and plan ahead.

7) Personalized Emails

Personalized emails let your clients know that you value them. It can be as simple as offering them a free activity or discount code on their birthday, or reminding them of the great time they had on the anniversary of the first tour booked with you.

Going the extra mile to create a one-on-one connection can prove to be a valuable reminder of your travel business.

You can also tie these personalized emails to referral programs. Make your clients feel special and offer them a personalized promo code for them to share with friends and family.

8) Post-Trip Thank You

Sending an email to your clients post-trip to say thank you does two things.

First, it means you end off on a good note, which can help to keep communication lines open in the future. The post-trip email speaks volumes about how much you care for your customers and establish a long-term relationship with them that will result in more business for you. Even if they may not be the ones traveling next time, maybe a referral they made based on their good impression is. 

Second, it gives you a chance to ask them to leave a review of the experience they just had. Building a strong review profile is a great marketing tool for your travel business, and happy clients fresh off your tour will be eager to share their thoughts on it with their peers if asked to do so.

9) PR Pitch Email

If your travel company is doing something cool, embarking on a sustainability campaign, launching an internship program, etc. spread the word! Whether you have a PR professional within your team or you are a great communicator, public relations are very important for your brand.

PR pitch emails are outreach efforts directed toward news outlets, bloggers, journalists, or public figures to showcase the value of a story/initiative and why it should be addressed. To define who to write to, you need to deeply understand your target audience and customer profiles: what information they consume, where they get it from, and what will resonate with them and enhance your brand’s core values. 

These emails need to be short and sweet, unambiguous and concise. Nevertheless, the most crucial part of the email is definitely the subject line. Many journalists, media outlets, and public figures receive hundreds of emails per day, so it’s not uncommon for them to just skim through their inboxes and click on the most relevant subject lines they encounter. A great tip for this can be adding “PR Pitch” to the beginning of the email and then typing in the specifics. 

10) New Product Launch Email

Emails will always be an excellent way to spread the news with your existing client base whenever you want to promote a new tour, retreat, or trip planned. Showcasing new offers and experiences to people that have already traveled with you and know the quality of your products is an effective way to re-engage and drive more repeat business.

A new product launch email should always showcase the value of the experience and what makes it different from your competitors and your existing tour catalog. If you have the chance to make it more visual and inspirational than informative, that will add a lot to the email and the engagement it’ll generate with your customers. 

Remember that the email should serve as a quick and attractive overview of your product rather than a complete description. The goal of these emails is to get your contacts to click on links to your website that contain more information about the tour or have them reply with inquiries. 

11) Re-engagement Email

Re-engagement or re-marketing emails are the best way to “wake up” contacts that haven’t interacted with your business in a while. Engaging with these contact lists is vital for your business because the more active and engaged users your have (translated into email open rates, click rates, and overall interaction) the more positive signals will internet service providers receive, keeping your emails out of the much-dreaded spam lists.

Re-engagement emails need to offer an incentive or great information to gain your recipient’s interest again. You can tailor your email’s content based on what list of contacts you’re targeting. Here are some of the options you can use:

• Contacts that requested information and never replied to your message
• Contacts that couldn’t travel with you because of budget reasons
• Contacts who couldn’t travel with you because of availability
• Contacts that traveled with you in the past and didn’t book again

The key here is to understand why they became disengaged in the first place and try to target that pain point in your email. If the reason was budget, you could try offering a discount for their next trip. If the issue was the lack of availability, you can offer early booking access. For contacts that you never heard of again, there are a thousand possibilities! You can try showcasing what makes your travel company unique or share different options for the tour they originally requested.

For these emails, as well as in the newsletter, it’s important to offer your contact the option to unsubscribe to maintain a healthy contact list.

Final Thoughts

Some parting advice – put yourself on the receiving end. Are your emails adding value, or are they overly promotional, too frequent, not relevant? Use these business email templates wisely to maximize your connection with travelers, and optimize their experience with your company.

Email is not going away, every year it grows stronger! So you need to step up your game in order to win the engagement race in a sea of crowded inboxes. Always make sure you understand your audience, their interests, needs, and formats, to keep a healthy and engaged contact list that’s ready to convert or become your brand’s top ambassador.

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FoundLetters.com

Follow Up Letter Travel Agency

Thank you for giving (name of agency) the opportunity to make your travel arrangements for your recent trip to (destination)

We genuinely hope that you were pleased and satisfied with the air travel and the hotel accommodations that we arranged for you. We encourage your comments and feedback, in so far as that is the best means that we have for learning first hand if the representations of quality that are made to us are perfect.

We will look forward to hearing from you soon and hope that you will give us the opportunity to help you plan your next vacation or business trip as well. We would be obliged if you also recommend us to your friends and family.

Best Regards.

Top Sample Letters Terms:

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Related Sample Letters:

• Follow Up After Requested Information Or Sample Sent Letter
• Follow Up Offer Of Additional Products Letter
• Follow Up To Phone Conversation Letter
• Follow Up To Trade Show Attendee Letter
• Follow Up After a Quote Letter

How to Write a Follow-up Email After Receiving No Response

A successful email marketing campaign often extends beyond writing one letter to your prospect. With an average email open rate of 18% , following up is a great way to ensure that you get your message through to its intended recipient. Following up also allows you to improve or correct previous pitches and write more efficient emails, which create urgency, provide more context, etc. To do this, you will need to learn how to draft a powerful follow-up email when you receive no response and persuade your leads into taking action. This guide explains the importance of following up and presents the best practices for writing email sequences.

Why Is It Important to Send a Follow-up Email?

Statistics indicate that 70% of email sequences stop after one unanswered email, thus missing an opportunity to convert prospects. In contrast, campaigns that send a follow-up email are 22% more efficient , and email series with four to seven messages get three times more responses. So, don’t hesitate to follow up with your leads, as this can be beneficial on many fronts:

• Follow-up emails allow you to reach prospects that missed your first message, forgot to reply, or never saw your email as it went to their spam folder or got deleted.
• Your prospect may have gotten the email at the wrong time, so the second attempt might be more successful.
• Chaser emails make your leads feel special, help keep your brand at the top of their minds, and build trust. You can take advantage of these benefits by using personalized email templates.
• Sending follow-up emails improves your customer service, as a poor follow-up is seen as the largest client complaint . In fact, 70% of clients would stop doing business with your company if they believe you don’t care about them.
• Following up is a sure-fire way to boost your revenue, as 80% of non-routine sales require at least five emails from the first contact to occur.
• Email sequences allow you to vary your message and content so that you have more chances to attract your recipient’s attention.
• Finally, if you sent an email to the wrong contact the first time, following up might help you eventually reach the right person.

What to Say in a Follow-up Email

So, now you might be wondering how to write good follow-up emails that will help you build trust with your audience and increase conversions. The point here is to get noticed and encourage your recipient to respond. Remember that a long message is likely to get deferred, so try to write a shorter pitch. Also, before you start writing, keep the objective of your follow-up message in mind.

Write a Catchy Subject Line

Did you know that almost half of recipients open emails based on their subject lines and two-thirds of recipients report emails as spam if they don’t like the subject line? With these stats in mind, the importance of writing a catchy subject line can hardly be overestimated. Here are a few tricks for upping the ante:

• Don’t use the “just following up” subject lines. They don’t provide any value and might simply get ignored.
• Keep your subject line relevant to the email topic and never trick the recipient with false promises.
• Words like “tomorrow” can help create a sense of urgency and increase open rates by 10% .
• Using emojis can boost open rates by as much as 56%.
• Omit the subject line. Although uncommon, this approach may get your email opened 8% more often.
• Try to stick to the optimal length, which is about 41 characters or 7 words.

Whatever strategy you use, make sure that your subject line accurately represents the contents of your letter. It’s also a good idea to tailor your message to your audience based on their location, devices used, etc. For instance, if your recipients mostly check their mailboxes on mobile, it’s better to make your subject lines shorter so that they’re properly displayed on smartphones.

Add Context

Due to the high volume of emails people receive in their inboxes daily, it’s essential to add context to ensure your recipients remember you. This is especially important if it’s your first follow-up email or if it’s been a long time since you last wrote to the recipient.

To establish rapport, you can add a reference to your previous interaction, such as mentioning the last email you sent. Here are a few examples of openers you may use:

• I just wanted to follow up on the email I sent on [day].
• It was great seeing you at our online event [name of the event].
• Have you had a chance to look at [document or link] I sent you at [time]?
• Just following up to see what you thought about [event or topic].

You can find more great follow-up templates on the HubSpot blog and, if you are still hesitating on whether or not to disturb your leads with email sequences, be sure to check out these polite follow-up email samples that won’t cause irritation.

Remember that people don’t have time to read long pitches that don’t do them any good. So, make sure to provide value with each interaction. Sharing a freebie like a webinar, case study, template, or any other resource would be great.

You can also add value by providing relevant information that will be useful for the prospect. For example, if you run a travel blog and target avid travelers, share interesting tourist routes in popular destinations, packing tips, or even the latest news from the travel market.

Use a Call to Action

Finally, it’s time to clearly state the purpose behind your email. Use a call to action to persuade your reader to complete a specific action, such as respond to the email, call you back, sign up on a website, fill out a survey, share their opinion, etc. Here, there is no point in being vague. Choose clear language when encouraging your recipient to take action. Thus, they won’t feel like you’re wasting their time and you’ll have a higher chance of receiving a response.

You can find four strategies for a great call to action , as well as 20 CTA examples on our blog.

Stay Positive

No matter how many follow-up letters you’re writing in a row, maintain a positive tone. It’s easy to take it personally when people don’t respond to you, but assigning blame will only make things worse. Always assume positive intentions behind people’s actions and avoid expressing any negative feelings.

Adjust Your Pitch After Not Receiving a Response

Last but not least, make sure to change your pitch for each subsequent email and make it simpler. For example, after introducing your solution in the first letter, you might talk about yourself and your business in the next letter and ask more personal questions in the third.

When to Send Follow-up Emails

In email marketing, timing is an important success factor that determines whether your letter will be opened and read. For the best results, make sure to analyze your audience’s demographics and find your own best times to send emails . Meanwhile, you can use the best practices below, derived from thousands of successful email campaigns.

Statistics indicate that most emails are opened the day they’re sent, with 19% of letters being read in the first hour. If the recipients wanted to respond, they would do so on that same day. Therefore, it’s safe to assume that if you didn’t get a reply within a day, you aren’t likely to get one at all.

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So, in such a case, when should you follow up? On average, it’s recommended that you send a reminder in two or three days and extend the wait period by a couple of days for each subsequent email. However, don’t wait for too long or your recipients might simply forget about you.

Depending on the nature of your email exchange, you can make use of the HubSpot team’s timeframes for sending follow-ups:

• In 24 hours, you can thank the recipient for a meeting, purchase they made from you, interview, or other interactions that require you to express immediate gratitude.
• In 48 hours, follow up to check in about a job application, documents submitted, and for other fairly urgent reasons.
• In 1-2 weeks, follow up on a meeting request or confirm receipt of an email you’ve sent previously.
• Every three months, it’s great to catch up with a past connection to ask how things are.

Email Follow-up Tools

Depending on how wide your outreach is, it might be hard to manually follow up with all your prospects. That’s why using automation tools can greatly facilitate the process and help you write follow-up emails, personalize content, reply to all leads straight from the platform’s dashboard, run A/B testing for different elements of emails, trigger email series based on your leads’ actions, etc.

Here are a few tools that may come in handy:

• FollowupThen allows you to schedule follow ups with no registration or download needed.
• Boomerang is a Gmail app that allows you to manage recurring emails, response tracking, and email scheduling.
• Gmelius extends Gmail functionality and allows for integration with popular marketing tools to keep all your processes in full sync.
• Rebump.cc is a Gmail app and an extension for Chrome and Firefox that monitors email threads and sends follow-up messages at set intervals.

These are only a few programs. You can find more email marketing tools for effective campaigns on our blog.

How to Create a Follow-up Email

Now that you understand the importance of following up with your prospects, it’s time to build your own effective email sequence. Never get disappointed if your first email doesn’t get a reply. Simply try to change your pitch in a way that will gain your recipient’s attention. Remember to proofread your emails to avoid any grammar and spelling errors that might make you look unprofessional. Always maintain a positive tone no matter how many follow-up emails you’ve already sent.

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Sending a Follow up after a Consultation

Email Marketing Tips, Tricks & Templates to help your Travel Business

After meeting with a potential client regarding their travel needs, it is important to send a follow up email to keep your agency (and their dream vacation ❤️) fresh in their mind.

The follow up email is not only a great marketing tactic, but it is also a perfect opportunity to provide an easy and seamless guide to booking their trip.

For example, in your follow up email, thank your prospect for meeting with you and remind them of the services you can provide to make their travel dreams come true. Then, provide a link or form of contact for the prospect to book their trip!

Use this template to create your own follow up email (Pro-tip: don’t be afraid to send more than one follow up if you don’t hear back from your potential client).

We hope you enjoyed this template, and we’d love to hear how you used it in your email marketing efforts. At Vacation Creations CRM, your suggestions and opinions are always important to us. 

The Marketing Team at Vacation Creations 

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• Email Marketing

May 24, 2022 | 8 min read

Reach a 3,800% ROI By Learning from These 6 Travel Agency Email Examples

The travel industry no doubt took a hit with COVID, and 2020 was a rough year for everyone involved.

But it’s steadily bouncing back. 

In fact, the online travel market alone is expected to generate over a trillion dollars in revenue by 2022, and there’s been a CAGR of 11.1% from 2016-2022. 

As lockdowns lift and restrictions ease, more and more people will resume traveling once again. I included. One of the best ways for your travel agency to reach targeted leads is through email, wherein in 2020, there was an average ROI of 3,800% .

Here’s a list I’ve compiled of some of the top travel agency email examples so you can see firsthand what’s working and use those ideas to come up with your own winning formula. 

Table of Contents

1. Nassau Paradise Island

2. U by Uniworld

4. HotelTonight

6. Natural Retreats

Nassau Paradise Island

It’s late February as I write this. While spring is in sight and there’s a light at the end of winter’s tunnel. It’s still cold and the trees outside my office remain barren. So right about now, a tropical getaway to the Bahamas sounds pretty amazing. 

Nassau Paradise Island , a travel agency that offers hotel accommodations, dining, events, and more in the Bahamas. Does an outstanding job capturing the beauty of this area and making readers feel like they’re there. 

What’s interesting, however, is that this particular email was sent out right in the heart of the pandemic when much of the world was in lockdown and heavy travel restrictions were in place. So unfortunately, physically traveling to Nassau Island was out of the question for many people at the time. 

But this travel agency took a creative approach where they gathered some of their favorite vacation memories from guests to help readers make the most of their “staycation.” Nassau Paradise Island also provided media like a music playlist to help readers create their own personal paradise right at home. The email starts off by asking readers, “Which way to the beach?”

Then, Nassau Paradise Island offers a quick overview of what the email is about, including a well-written CTA that says, “Your Staycation Starts Here!”

From there, they feature breathtaking pictures from some of their customers’ Instagram accounts.

Beneath that, they point readers to the app they can download for sights and sounds of the Bahamas.

Finally, they wrap it up with a few more Instagram pics that create a stunning kaleidoscope of colors.

Although the Bahamas is now open for travel, it was closed off for most of the world at the time. This travel agency email is the perfect example of how to adapt and create enticing offers regardless of what the current situation is like.

It’s also a visual masterpiece and shows how you can feature user-generated content to tell a story and instantly grab the attention of readers.

U by Uniworld

Speaking of user-generated content,  this example from U by Uniworld  who offers “modern river cruising for the active traveler” pulls this tactic off flawlessly. At the same time, they offer an ultra attractive discount that many people will find irresistible.

Here’s the first thing readers see  above-the-fold .

It’s a drool worthy picture from one of the stops on “The Danube Flow” cruise that snakes its way across the Danube River in the heart of Europe, passing through Germany, Austria, Slovakia, and Hungary.

And just below the main image, U by Uniworld explicitly states that readers can save a whopping $500 on The Danube Flow, placing a crystal clear CTA that says, “Learn More.”

When readers click on that, they can get the full details and learn how they can save a good chunk of change on their next epic adventure through the Danube.

It’s a straightforward delivery that allows the agency to pique the interest of readers and quickly funnels them to the page they want readers to visit. And according to research, offering a discount like this can have a huge impact on conversions—more so than many other promotions.

In fact, “60% of consumers prefer discounts over other types of promotional offers like rebates, free gifts, gift cards, etc.,” writes  Max Rice  of e-commerce email marketing platform, Jilt.

As for user-generated content, U by Uniworld seamlessly works it in, featuring Instagram pictures and positive feedback from customers in a section called, “How Other Travelers Do U.”

This really makes the experience come to life and gives potential customers a nice glimpse of what the Danube cruise is really like. So, by using eye-popping visuals, discounts, and user-generated content, U by Uniworld is able to get readers dialed in and seriously consider their offer.

I also like how succinct this email is, quickly diving into “the meat of the content,” while eliminating any superfluous information. And the black and white colors stay on brand with U by Uniworld’s website, while creating a nice contrast to pull readers in.

If you’re looking to offer a discount, this is a nice, simple template to borrow from.

Travel agency and search engine, KAYAK, has become insanely popular over the last few years. I know that I’ve personally used them on multiple occasions.

A big part of their success is due to the level of personalization they offer—both on their website and in their emails. And I can’t stress enough just how important personalization is.

Just check out these stats from the real-time email marketing platform, Liveclicker :

• 74 percent of marketers say targeted personalization increases customer engagement rates
• Personalized emails deliver 6x higher transactional rates
• Segmented, targeted, and personalized emails generate 58 percent of all revenue

Here’s what I’m talking about.

In this example, KAYAK sends an ultra-segmented email to a reader notifying them on an increase in flight prices based on a recent search they performed.

More specifically, they let the reader know that flights from Charlotte, NC to Tokyo just increased by $100. KAYAK also lets the reader know that prices may fluctuate over the next week and advise them to keep checking back or lock in a price to be safe.

Below that, KAYAK highlights some of the day’s top deals, along with convenient links to view all flights, as well as hotels and car rentals.

Notice how well done the CTAs where the colors match the signature KAYAK orange and how concise they are where readers know exactly what will happen by clicking.

By gathering user information from previous searches on their site, KAYAK is able to send out a super targeted email featuring information the reader should have a huge interest in.

Not only is it extremely practical, using personalization like this can help create a tighter connection between your travel agency and readers, which can be instrumental for building long-term loyalty.

HotelTonight

“ HotelTonight is a travel agency  and metasearch engine owned by Airbnb and accessible via the website and mobile app used to book last-minute lodging in the Americas, Europe, and Australia.”

This email specifically targets readers interested in luxe hotel deals and starts off with this jaw-dropping image…

…and this sleek  copywriting .

Very quickly HotelTonight gets readers up-to-speed on what the content of the email is about and features a simple CTA that says, “Book Luxe.”

Just below that, there’s a quick pro-tip that provides readers with actionable advice on how to streamline their search for luxe accommodations, including a screenshot from a smartphone.

I’m personally a huge fan of hacks like these, so I think it’s a cool way to educate readers, while at the same time promoting a product.

For the rest of the email, Hotel Tonight showcases some of their premier hotels throughout the world and features deals on some of the most noteworthy.

Here’s The Brazilian Court Hotel in Palm Beach, Florida with a current deal for $40 off.

And here’s the iconic Gramercy Park Hotel in New York with a deal for $66 off.

The images look amazing, and offering sweet deals like this with easy to follow links is the perfect way to get readers to take instant action. At the bottom of the email, HotelTonight features a few more pictures from their Instagram feed so readers can get further inspiration to see what other types of accommodations are available.

This travel agency email example shows how you can create content around a particular theme—in this case luxe hotels—and feature relevant deals that readers are interested in. It also illustrates how powerful using the right visuals can be for captivating readers and getting them to fully explore an offer.

Here’s a unique travel agency that “provides guests with beautiful places to stay, travel, and work abroad indefinitely.” In addition to offering hotel accommodations, they also offer handpicked adventures and co-working spaces. That’s why  Selina has been such a hit  for digital nomads and long-term travelers.

This is a classic welcome email where Selina reaches out to new subscribers to explain the basics of what they offer and point out potential areas of interest on the website.

It begins with this fantastic image of a tropical beach with “Welcome to Selina” in bold letters for the headline, along with a brief paragraph that summarizes what readers can find.

This is the perfect way to appeal to readers who just came on board and are trying to get their bearings. Then, Selina features two key sections of their site. There’s this one for “Explore” where readers can find an awesome adventure in premier destinations throughout the world.

Notice the clearly worded, conspicuous CTA in blue. And there’s this one for “Co-Work” where readers can find co-working spaces during their travels.

I don’t know about you, but being someone who’s personally prone to wanderlusting, this email makes me want to book my trip ASAP. So, if you’re looking for inspiration when crafting a welcome email, this is a great example to draw it from.

Natural Retreats

The last of the travel agency email examples is from  Natural Retreats , a brand that offers “handpicked vacation homes with well-appointed amenities in the United States’ most desirable vacation destinations.” Like the other examples I’ve listed, this one is heavy on the visuals.

But Natural Retreats takes a unique approach by offering infographic style content that naturally encourages readers to scroll down. It specifically promotes accommodations in Taos, NM and does so by educating readers on some of the key attractions in the area.

The header starts off by saying, “Why We Love Taos, NM”…

…and then mentions the Taos Ski Valley and Rio Grande Gorge.

Then it mentions the Taos Wilderness…

…and the Taos Pueblo.

Each section features beautiful cartoon images and offers some interesting backstory so readers know why Taos is so special. From there, Natural Retreats offers the “5 for 4” promo code where customers can land a sweet deal on their next stay.

And for the final section, Natural Retreats highlights some specific spots to stay, featuring eye appealing images, along with property information.

I love this email because it educates readers on the Taos area to help pique their interest and then seamlessly transitions into places to stay. The layout flows well, and using plenty of negative space between images and text keeps the content uncluttered so readers can navigate the information with ease.

Like many people, I’m super excited the travel industry is making a comeback after COVID. When it comes to igniting growth for travel agencies, email remains one of the top channels for outreach.

With a potentially massive ROI of as much as  $38 in revenue  for every $1 spent, it’s hard to go wrong. You just need to know how to appeal to readers by quickly grabbing their attention and directing them to relevant offers.

These travel agency email examples highlight some of the different approaches you can take and best practices to implement. By learning from them, you can inject some of their swagger into your own email campaign and rev up your ROI big time.

Emil Kristensen

Emil is the CMO of Drip. When he’s not busy writing awesome content and building the Drip brand, he spends his time reading blog posts and listening to podcasts.

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Follow up email templates

The importance of sending follow up emails

Follow up emails come in handy as a reminder. They show that you’re interested in staying in touch with the person you’re emailing, as well as that you value their time and opinion. Following up also shows that you’re organized and capable of keeping track of important details.

How to title a follow up email

In emails to potential customers, who might be interested in your product demo or service, make sure to include a relevant keyword in the email subject line. For example, “Are you still interested in [product/service]?”

Follow up email subject line examples

How to write a follow up email, what to include in follow up email, follow up email examples and templates, quick question about your project, check-in after meeting, follow up after conference call, follow up on [specific topic], it was great meeting you, quick question about our next meeting, re: [name of the conference], re: materials i sent last week, thought you might want an update on [specific project]., hello again, just wanted to make sure i haven’t lost your attention, let’s catch up soon, long time no talk, looking forward to seeing you soon, just left a voicemail, phone call next week, how to write a second follow up email.

Sometimes, one follow up email is not enough. If you haven’t heard back from the person you’re trying to reach, it might be time to send a second follow up email.

Just wanted to follow up for the last time

Just wanted to check in, quick follow up, just following up, don’t want to bother you again…, best practices for follow up emails, always have detailed information on why you are following up.

Additionally, having detailed information shows that you’re professional, organized, and taking your work seriously. These are all important factors in building trust but also great harbingers of your potential collaboration.

Make it low pressure

Personalize your follow up email template, be timely with your follow ups, track your follow up emails.

There are a few different ways to do this. You could create a spreadsheet with all the relevant information, use a customer relationship management (CRM) tool, or email tracking software. By tracking your follow up emails you can stay on top of your conversations and build better relationships with your contacts.

Share added value in your follow up emails

By doing so, you not only show that you’re thinking of the recipient but also that you want to help them in some way. This reinforces your relationship and makes the email recipient more likely to engage with you in the future.

Add courteous closing phrases

Such phrases show that you value the recipient’s time and are interested in continuing the conversation. They also leave a good impression, making the recipient more likely to respond positively to any future interactions.

Less is more

Frequently asked questions, what is the purpose of a follow up email, how to send a follow up email, when is the best time to send a follow up email, how many follow up emails should i send, how long should you wait before following up, when following up, should i start with a new email or reply to a previous one, what is the template for a follow up email, how do you say i am following up in an email, what can i say instead of i'm following up.

Sending new employee introduction emails to clients is crucial for effective communication and personalized experiences. It also provides templates and tips for writing them. Additionally, it emphasizes the significance of follow-up emails after interviews.

Create attention-grabbing promotional emails with clear subject lines and compelling content. Use a mix of content types, personalize, and track success for effective campaigns.

Sending effective follow-up emails after not getting a response is crucial for business. It shows continued interest and can lead to a reply. Use clear subject lines and polite, concise language to increase the chances of a response. Remember to avoid being pushy and to include enough information for the recipient to understand the context of your follow-up.

Email marketing is essential for businesses, offering an affordable way to connect with clients. Templates should include personalization, a strong subject line, clear content, and a prominent call-to-action. Marketing emails should be brief, under 200 words. It's a valuable tool for customer acquisition and retention, with higher conversion rates than social media. Using email marketing tools like SendX can make the process more efficient.

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Bon Vivant Copy

Copywriting For Travel Agents

Email Marketing for Travel Agents: The Essential Follow-Up Campaign

By Emily Matras

You want to grow your travel business. To do that, you need more clients. To get more clients, you need more leads. To get more leads, you need to master email marketing for travel agents!

The first step to attracting more qualified leads (you know, the kinds of leads who can become DREAM clients, with a generous budget) is creating an enticing lead magnet, otherwise known as an opt-in offer or IFO. Essentially, a lead magnet is a free piece of content you create, like a free guide, that you then offer to prospects in exchange for their email addresses. You can read more about creating client-attracting lead magnets right here .

But don’t stop with simply creating the lead magnet. What comes next  can make all the difference in turning new leads into new clients.

Enter: email marketing for travel agents. You can (and should!) use an email follow-up campaign to engage new prospects after you’ve added them to your email list through your lead magnet.

Here’s the approach I like to use with my travel clients, adapted from a formula I learned from master email copywriter Ryan Schwartz (who’s worked with big names like FB ads guru Amy Porterfield).

The 3 Emails Every Lead Magnet Follow-Up Campaign Needs

1.the validation email:.

Your prospect is probably signing up for a ton of freebies every single day. The goal with the very first email in your follow-up campaign is to make them realize that the fact that they signed up for  your  freebie is a very big deal. And it says something important about themselves. For example — they didn’t just sign up for a list of the most romantic holiday vacations around the world. They signed up for an opportunity to make their partner fall in love with them  all over again . And the fact that this freebie caught their eye just shows how deeply they care about their relationship, and keeping that romantic spark alive.

In other words, your first email should do a WHOLE lot more than say, “thank you for signing up! Here’s your free download.” Your new subscribers are most likely to read that first email from you – so make it powerful. Use this first email to align your travel business’s values with your prospect’s values, so you can draw on them later.

2. The Value-Add Emails:

There’s not necessarily a magic number for follow up campaigns, but I recommend that you spend at least a few days delivering emails that continue to provide free value to your new subscribers. That way you’re building “know, like, and trust” with them. Examples of valuable emails you can send include:

• A new tip related to your lead magnet content
• Another lead magnet of yours (that they don’t have to re-download)
• A list of pertinent blog posts

3. The “Work with Me” Email:

Some travel agents balk at asking someone to sign up for a consult call during a follow up email campaign. They feel it’s annoying or too “salesy.” I disagree. Here’s why:

• If you ask for business, you might get some. The flip side, of course, is that you don’t get what you don’t ask for. So make the ask! If you don’t get a lot of people signing up for a consult call after you ask for it in a follow up campaign, though, don’t sweat it — you’ll be keeping in touch with them through your e-newsletters. But I think it’s important to still make the ask for another reason …
• By asking for business “early” in the relationship, you make it clear that you’re running a business. You’re not just a fount of free information — you are here to make a profit. And there’s nothing wrong with that! You will hopefully occasionally be using your email list to solicit business — and if a new contact has a problem with that, it’s better for them to unsubscribe right now. They were never going to give you business anyway.

The caveat to the above is — before you ask for business over email, you have to serve up GOOD content. Both in your lead magnet and your value-add emails. If you give crappy content and then ask for business, you’re going to get a lot of unsubscribes.

So that’s the basic bones of an email follow-up campaign. Again: you should use an email follow-up campaign in conjunction with all  your   list-building tactics , including your lead magnet. Try implementing it with your next (or current) lead magnet to see if your open rate shoots up — and you may even get more consultation requests!

Got a questions about email marketing for travel agents? Ask away in the comments below!

About Emily Matras

I help travel agents build profitable, sustainable businesses through strategic copy and content that cuts to the heart of their ideal clients' desires. The right words get the BEST clients.

Reader Interactions

January 19, 2018 at 11:17 pm

I am going to do this. One question, would you send an email for sign up for a consult call to your existing clients who didn’t ask for one but continually opens your newsletter?

January 31, 2018 at 11:27 am

Hi Rownena — great question. If they continually open your newsletter, you can put a call to action at the end of the newsletter inviting them to book a consultation call. I also think it’s a good idea to occasionally send on-off emails about booking with you to subscribers who you know are engaging with your content (just don’t do it too often or you might annoy them).

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How To Write An Email To A Travel Agent

Are you planning a trip and need some assistance from a travel agent? Writing an email to a travel agent can be a daunting task, especially if you’re not sure what information to include. However, with a few simple tips, you can write an effective email that will help your travel agent understand your needs and preferences. In this article, we’ll guide you through the process of writing an email to a travel agent, so you can get the most out of your travel experience.

Table of Contents

What to Do Before Writing the Email

Before you start writing an email to a travel agent, it’s important to do some research and preparation. This will help you to provide the travel agent with all the necessary information they need to plan your trip effectively. Here are some things to consider before writing your email:

1. Determine your travel dates: Before you contact a travel agent, it’s important to have a rough idea of when you want to travel. This will help the agent to provide you with accurate information about availability and pricing.

2. Decide on your destination: Do you have a specific destination in mind, or are you open to suggestions? If you’re not sure where you want to go, do some research online or speak to friends and family who have traveled to places that interest you.

3. Set a budget: It’s important to have a budget in mind before you contact a travel agent. This will help them to recommend options that fit within your price range.

4. Make a list of your preferences: Do you prefer a certain type of accommodation, such as a hotel or a vacation rental? Are there any activities or experiences that you’re particularly interested in? Make a list of your preferences so that the travel agent can tailor their recommendations to your needs.

By taking the time to prepare before writing your email, you’ll be able to provide the travel agent with all the necessary information they need to plan your trip. This will help to ensure that you get the most out of your travel experience.

What to Include in The Email

When writing an email to a travel agent, it’s important to include all the necessary information to help them understand your needs and preferences. Here are some things to include in your email:

1. Introduction: Start your email by introducing yourself and explaining that you’re interested in planning a trip. Be sure to mention any specific details, such as your travel dates and destination.

2. Travel details: Provide the travel agent with as much information as possible about your trip. This includes your travel dates, destination, and any specific requirements you may have, such as accommodation preferences or dietary restrictions.

3. Budget: Let the travel agent know your budget so that they can recommend options that fit within your price range. This will help to avoid any surprises or unexpected expenses later on.

4. Preferences: Be sure to include any preferences you have, such as the type of accommodation you prefer or any activities or experiences you’re interested in. This will help the travel agent to tailor their recommendations to your needs.

5. Questions: If you have any questions or concerns, be sure to include them in your email. This will help the travel agent to address any issues or provide you with additional information.

By including all the necessary information in your email, you’ll help the travel agent to plan your trip effectively and ensure that you get the most out of your travel experience.

Email Template – How To Write An Email To A Travel Agent

Email Template:

Subject: Planning a Trip

Dear [Travel Agent’s Name],

I hope this email finds you well. I am interested in planning a trip and would like your assistance in making it happen. I have done some research and have a rough idea of what I am looking for, but I would appreciate your expertise in helping me plan the perfect trip.

Here are some details about my trip:

Travel Dates: [Insert Travel Dates]

Destination: [Insert Destination]

Budget: [Insert Budget]

Preferences: [Insert Accommodation Preferences, Activities, and Experiences]

I would appreciate it if you could provide me with some options that fit within my budget and preferences. If you have any questions or concerns, please do not hesitate to contact me.

Thank you for your time and assistance.

Best regards,

[Your Name]

Tips for Writing the Email

In conclusion, writing an email to a travel agent can be a simple process if you take the time to prepare and include all the necessary information. By determining your travel dates, destination, budget, and preferences before writing your email, you’ll be able to provide the travel agent with all the information they need to plan your trip effectively. Remember to include an introduction, travel details, budget, preferences, and any questions or concerns you may have in your email. With these tips and a well-crafted email, you’ll be on your way to planning the perfect trip with the help of a travel agent.

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7 Best Quotation Follow-up Email Templates To Boost Your Conversion

• Gayathry P R
• 26 Oct 2023

Table Of Contents

How Should You Follow Up After Sending a Quotation?

What should you include in a follow-up email after sending a quote, template #1: quote follow-up email: everything is going well, template #2: following up after a call with revised offer, template #3: following up on linkedin after sending a quote, template #4: crickets from the prospect after dropping the quote, template #5: following up after sending a quote with competitor insight, template #6: final follow-up: offer a free trial till the date of onboarding, template #7: following up when they reject your offer, 3 points to consider when writing a follow-up email after sending a quote.

You’ve reached the final destination of the sales process.

You’ve persuaded a difficult prospect, shared with them your company’s story, they want to look at your plans, and you’ve given them a quotation.

Having carefully cradled the prospect all the way to the precious finale of the sale, you’re now waiting for them to put their pen to paper.

Tensions run high at this point. You’ve got a quota to meet. And you’re wondering why they’ve not responded to your quote yet .

Is it too much? Should you have quoted lower? Well, you don’t know! Your sales manager, too, doesn’t know. But we’ve all been there.

So, what should you do in those crucial days after you’ve sent the quotation?

Do you wait?

Give them a ring?

How do you follow up after sending a quote? We explain in detail below.

Download Now: Quotation Follow-up Templates [Free Access]

The waiting period that starts ticking from the moment you drop an email with the quotation can be nerve-wracking. But you have to do everything in your power to ensure you are following up with your prospective clients within the right time frame and that you’re doing it the right way. 

Here are essential tips from the sales lead at Klenty on sending the quotation email, and how to follow up after: 

(i) Know your prospect’s intent and send additional information that caters to their specific needs

Obviously, there are different kinds of buyers. Let’s categorize them into 3 buckets:

• One who’s evaluating a single solution–yours
• One who’s evaluating multiple solutions
• One who has a pressing problem and wants to solve it ASAP  (lean into pain points)

So when any of them ask you for a quote, you can tailor the content of your email to suit whichever type of prospect they are. 

To the one who’s evaluating only a single solution, send just the pricing. You’ve already sold them on all your products’ bells and whistles. You may not want to suffocate them with your value prop.

To the one who’s looking at multiple solutions, you should remind them of your pricing or value proposition compared to the competitors’. And to the one who wants a solution ASAP, lean into their pain point . Stress on it. 

(ii) Gauge their response to your quote (by talking to them on the phone)

Your first focus after sending a quote is to see how they are reacting to your price because you have little to no idea if it’s too much or if they’re playing hardball. Once you know their reaction, you can figure out what kind of discount or benefits you’d want to offer.

Ideally, the first thing you should do after sending a quotation is to make a phone call with them within a day and ask them what they feel about the pricing rather than following up again.

There’s also a good chance that they open up to you about any apprehensions about the product or service. Once you’ve understood their stand on the pricing, follow up within a day with your revised offer.

The content of your follow-up email will depend on their response to the pricing.

If they’re totally sold on the product and are only on the fence about it because of the pricing, throw in a little discount. But if they have neither picked up your call nor responded to your email, you’ll need to dig into your previous conversations with them and use one or two of the prospects’ ‘aha’ moments now.  

A general rule of thumb for sales follow-up emails is to provide value so don’t send follow-ups that just reads, “I’m following up for an update.” Because their inboxes are inundated with scores of emails and long threads of communication, if your previous email doesn’t provide any context, it can get buried.

7 Quotation Follow-up Email Samples

This is the traditional follow-up email you send after they’ve asked for the pricing if they haven’t picked up your call. Ensure that your sign-off has your contact information .

Depending on their reaction to the pricing you can send a follow-up email within 24 hours from the call which includes an update on your conversation–whether it be a revised offer or the same. This is the time you can use to discuss the importance of the deal with your manager and finalize on whether you want to give your prospects a discount or benefits or not.

Scenario #1: Follow-up Email Example Offering a Discount

Scenario #2: quote follow-up email when you want to reject a prospect’s discount request.

You are never obligated to say yes to everything prospects demand. “Say no to some requests, as not all requests are of the same value, your time is precious, use it wisely,” says Gaetan Kerhuel and François Poupon , account executives from Napta . In this type of follow up-email, you have to find positive ways to break news. If you know for a fact that they have the budget and are only looking to drive home a bargain, focus on reminding them what you can do instead of outrightly rejecting the discount request. 

Alternatively, you could modify any of the above or below quote follow-up email samples to be sent to LinkedIn. Just remember to shorten it.

Want to ramp up your LinkedIn outreach? Here are 17 LinkedIn message templates to boost your reply rates.

This is when no one’s picking up the phone call, and there’s no reply from the prospect after you’ve sent your quote.

At this point try to find out why they may be caught up–are they looking at competitors? Have other priorities? Or has already found a solution? Follow up with them regularly with different types of useful content like a whitepaper or blog post, and use a sales engagement software or a sales automation tool to look at how they are engaging with these emails. Is a particular topic getting their attention? That’ll give you clues on their buying intent at this stage. 

You can send these follow up sales emails if your prospects are at a stage where they are comparing your product with its competitors. The aim is to show why your product is best suited for them than any of its competitors.

However, refrain from badmouthing your competitors and use data-backed resources like case studies to prove your point in your follow up sequence.

The classic puppy dog close ! Use this sales follow up email template when your prospects are convinced about the worth of the product but skeptical about its price. When you offer a free trial , they get a chance to try your product without any pressure. On top of that, the subtle sense of urgency created through a deadline urges them to act fast.

Rejection hurts, especially when you have almost tasted victory. But your prospects needn't know that ( or, to put it bluntly, they don't care). And the best you can do in this case is to acknowledge their rejection by sending a reply. While replying, never guilt-trip them or say something that might burn bridges forever. Instead, tell them how you respect your choices and end it on a positive note , leaving room for future interactions.

Scenario #1: Quote Follow-up Email Example When They’ve Stated the Reason for Rejecting the Offer

Scenario #2: follow-up email example when they’ve not stated the reason for rejecting the offer.

1. Don’t Follow-up With Desperate Emails to Close the Deal.

Following up after sending a quote is like walking on a tightrope. Either you'll close the deal, or you'll lose it all, your time, effort, and money. Most often, the latter happens when you send a pushy follow-up email that screams, 'I want your money.' So, here are things you can include in your follow-up to make it more than just a quote follow-up:

• List down their top 3 priority problems and how your solution helps solve them. 
• Highlight any of your clients' 'aha' moments during the presentation or demo. 
• Update them on work-in-progress additional features or any special requests made earlier.

2. Keep the Email to the Point, Do Away With Small Talk and Long Paragraphs.

Long-winding emails are boring to the bones, and your prospects avoid them at all costs, says almost all the quota-crushing SDRs we interviewed for the SDR X-factor series . So, write one-liners, use bullet points, and break huge walls of text.

Also, resist the urge to talk about your value proposition at length here. Instead, focus on what makes them tick. If they are evaluating other options, give them information to show why you are better without slinging mud at your competitors. If they are knee-deep in a business problem, remind them how you can help.

3. Don’t Be Afraid To Say No to Prospect’s Requests

Yes, the ball is in their court now, and you are so close to winning. We get it. But that doesn't mean you should agree to all requests they make, from revisions in offers to ad-hoc demands after a demo. 

If you find their requests unreasonable, don't hesitate to say no. But remember to water it down by shifting the focus from what you can't do to what you can. You can also offer them something else to make up for the request you rejected.

The urge to follow up almost instantly after sending a quote is universal. Doing so will only make you look pushy and desperate. Set Sail ’s enterprise account executive Ryan Cavezza says in agreement, “Most sales reps are tempted to jump right in and offer to adjust the terms or offer a discount . This is a huge mistake! You’ll have no idea what they’re thinking if you don’t let them air out any concerns or thoughts they have.” Also, know that the buyer is going through an enormous evaluation process–with multiple stakeholders and budgetary requirements–in a market inundated with solutions. So, give them time, and don’t push the sale.

The final stages of a sale can be a battlefield with everyone trying to play the game of negotiation . It will be very easy to offer discounts and lowball yourself to close deals, but that won’t help the business in the long run. Have patience and follow up first within the first two days after sending the quote via email, call, or LinkedIn, then once a week for two weeks. -

What if the prospect rejects the quotation you sent?

What should i include in a quotation follow-up email, should i call the customer after sending a quotation follow-up email, can i use a template for a quotation follow-up email, how do you reply to a rejected quote in an email, resources you'll love.

• 7 Templates to Write a Demo Follow-up Email
• 10 Factors That Determine the Success of Your Sales Email Sequence
• The Ultimate Guide To Nailing The Timing of Your Outreach
• 8 Copywriting Secrets to Write Compelling Sales Emails

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November 17, 2022

How to write an to travel agency email with an email template

How to reply to an to travel agency email with an email template, how to write email to travel agency using our email template.

Learn how to write better to travel agency emails with our tips and templates.

Learn how to reply to to travel agency emails with our tips and templates.

Learn how to write email to travel agency using our tips and template

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So you want to write the best to travel agency email, but might be a bit unsure how. Here’s our question:

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Replying to an to travel agency email might seem tricky, but it shouldn’t be.

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Travel Agency Email Marketing: How To Do It Right

Why email marketing for travel agencies is so important

The key aspects of a successful travel agent email to a client, most popular travel agency email types, how to set up a campaign, best travel agency email examples, final thoughts.

Now that the pandemic restrictions are lifted, more people start traveling. If you work for a travel agency, it’s time to start an email marketing campaign to boost the recovery of your business and engage new customers. Read this article and learn about tips and best practices and create effective travel agency emails.

Tourism was affected by the COVID-19 pandemic — people traveled less due to restrictions and infection threat. According to UNWTO , in 2020 international tourism receipts dropped by 62% compared to 2019. International arrivals followed this trend — the decrease reached 72%.

And lockdowns were not the only factor. Measures were less strict in 2021 but people still were not ready to travel. For example, according to Statista, 42% of Spanish citizens planned to decrease their travel budgets for 2021.

But what about 2022? Consider this graph.

As you can see, people started traveling more often than in 2020 or even last year. And that’s why email marketing for travel agencies is important — it’s an easy way to re-engage your former clients and boost the recovery of your business.

Now that you know the importance of email marketing for travel agencies, let’s take a look at the recipe for a good email campaign in this industry. 

Personalization

71% of customers expect personalized communication from brands. When it comes to personalization in email marketing , it’s more than including your customer’s name in the greeting or the subject. One of the ways to make your marketing emails more personal is giving relevant recommendations.

For example, Airbnb implemented location-based personalization. Right after the customer arrives somewhere, they suggest what to do and where to go.

Subject lines

A good email subject line can vastly improve your open rates. Here’s how you can create catchy subject lines specifically for travel agency emails:

Appeal to the value of traveling. People travel for different reasons — depending on the niche of your agency, you can use different buzzwords in your subject lines. Possible options include:

• Discovery, Enlightenment, Experience
• Relaxation, Vacation, Getaway, Weekend
• Adventure, Bucket list, Road trip

These word groups appeal to different audiences — know your customers and use what triggers them.

Use urgency markers. Word combinations like “Last chance”, “Starts now”, “Don’t miss it”, and other similar subject lines will trigger FOMO. But don’t overdo this — some words might get you a one-way ticket to the spam folder.

Use jokes and puns. A funny email subject is a great way to stand out in your customer’s inbox. Examples include “Czech this out: 10 places to see in Prague” or “Been to South America? I don’t Bolivia”. Opportunities are endless — use your sense of humor to increase sales.

Get down to business. For sales emails, the best tactic is to describe your offer in the subject line. Examples include “Get 30% off our July package holidays” or “Save money on your next dream vacation”.

Use of visual aids

There are many ways to use visual aids. You can use photos, GIFs, videos, and illustrations — or come up with a minimalist email design that only highlights the important elements. Typefaces and layouts also count — they make customers pay attention to important parts of email content like CTAs.

This World Food Day email from Contiki Travel Tours uses vibrant pictures and warm colors to create a certain mood. But aside from photos, they accentuated the part with CTA with an all-caps header and a bold yellow frame. These simple tricks instantly draw attention to the button.

Sense of urgency

The usage of FOMO in email marketing is not limited to travel agencies. For example, it’s often used in retail during Black Friday or holiday-related promotion campaigns.

This email from Friendly Planet is a great example of how urgency works in campaigns for travel agents. Its subject line is “Our newest trips + Last chance to save!” and we see a big “Deals expire tonight!” header in the email body. Urgency is created via verbal cues — use them in email subjects and content copies.

Shared opportunities

Even the most aesthetically pleasing email with the funniest subject line wouldn’t work without a valuable offer. Here are some ideas for what you can suggest to your customers via email:

• Promo codes and discounts
• Last-minute tours that are cheaper than regular tours
• Convenience — for example, a fully-planned vacation plan
• Helpful content related to traveling — for example, guides on packaging or what to see in a certain city
• Unique experiences — these offers work best for niche travel agencies

Another promo code is not the only reason to send emails. Let’s take a look at the most popular travel agency email types. Most of these email types are not specific to the industry — but they work well for travel agencies too.

Welcome emails

Sending a welcome email to a new customer is like giving a house tour to a first-time guest. If you show your guest where the bathroom is and offer them tea, they will be more comfortable staying at your place and might come over again. 

It works the same with email marketing. According to GetResponse , welcome emails have a 50% open rate, which is 86% better compared to newsletters.

This email from AllTrails is a great example of onboarding — they give the guide on using the service right away.

Newsletters

A newsletter is an email you send regularly to share updates. They can be used for introducing new offers, giving them something fun or useful to read, or inviting them to take part in a contest. Newsletters are great because:

• It’s a good source of traffic for your website.
• It increases brand recognition — the tone of voice and the choice of content add more details to your brand personality and make it more charismatic.
• It increases customer loyalty — by regular communication, you build stronger relationships between customers and your business.
• It gives room for personalization — by tailoring suggested website content, you can increase customer satisfaction. 

And speaking of personalization, here’s a great example from Airbnb.

They came up with a newsletter specifically for hosts — and included lifehacks and policy updates.

Confirmation emails

Customers need confirmation emails so they know that the transaction was successful. They also need these emails to get important information like delivery details or the hotel’s address. Confirmation emails also give further directions for the next step in the customer flow — that’s why they are so important.

A good example of a confirmation email is this one from Vacasa. It contains all the necessary information for checking in — the lockbox code, the address and driving directions, and even the weather forecast for easier packing. 

Thank you messages

Thank you messages are sent after a customer completes the target action — like buying something or subscribing to an email list. They might not be as important for the customer journey as confirmation emails. But thank you notes express appreciation and help you build warmer relationships with your customers.

This email from HotelTonight is a great example of a thank you note for a traveling business. They don’t just show appreciation with words — they suggest what to do next, including taking part in a loyalty program. 

Informational emails

There is a difference between newsletters and informational emails. Newsletters are sent weekly or monthly and they give an overview of the latest updates. And informational emails are sent in case of emergency.

For example, this Airbnb informational email is about current policies and how the company handles the situation. 

Re-engagement emails

Imagine that your best friend hasn’t reached you in three months and has been ignoring your text messages where you suggested hanging out or watching a movie they liked. If you forget them and move on, you will lose a friend. But a wellness check message will increase the chance to win your friend back. 

Email marketing works the same. You will lose customers — just like you will grow apart from friends. But you can decrease these losses if you send re-engagement emails .

This is a great example of a personalized re-engagement email from TripAdvisor. They saw that a customer was browsing Boston-related pages — and based on the hypothesis that this customer was too confused to make a decision, they provided extra information on this region.

Seasonal offers

Many industries have seasonal offers to give. But traveling is probably the most season-driven industry. According to Eurostat , one-third of the nights Europeans spent in tourist facilities were in July and August. And it’s reasonable — people plan long trips for summer and short trips for holidays. That’s why travel agencies should send emails with seasonal offers.

This email by Sonder is a great example of how to do a seasonal offer message right. They don’t just give an offer — they also give useful information on planning a summer trip, which adds more value to the email.

Upsell emails

Upsell emails suggest a more expensive version of the same product or service after your customer completed the transaction. Not only does this type of email increase sales — it also raises brand awareness and increases your customers’ lifetime value.

This email from Scott’s Cheap Flights is a perfect example of upselling. After a new customer used their app, they suggested a premium membership and explained its value. They also offered a free trial period so customers won’t feel pressured to spend money right now and try it out instead.

Keep in mind that these are not all the possible types of emails that can be used for promoting travel-related businesses — we’ve listed the most popular types. And these types can be mixed together. For example, you can include a thank you note in a confirmation email or add a seasonal offer to a monthly newsletter — it depends on the goal of your campaign.

Setting up a campaign for a travel agency is not different from other industries. Here’s a short recap of the whole process.

Define the goals

Every campaign starts with an email marketing strategy . You need to understand why you’re running a campaign in the first place — for example, to increase sales.

The next step is defining success criteria using the SMART framework:

For example, if your goal was to increase your website blog’s readership, your success criteria would look like “Increase the number of daily unique visitors by 30% by the end of this month”.

Build your mailing list

A mailing list is a list of users who will receive your marketing emails. Keep in mind that buying readymade email lists online and using them for marketing campaigns is illegal. Build your list using opt-in forms and pop-ups. To learn more, read our article about building an email list . 

Segment the list

Segmenting your email list is important for sending relevant emails. There are many segmentation criteria — age, location, website activity, and so on. The choice of criteria depends on your campaign and your market niche. To learn more about segmentation with Selzy, visit this page .

Decide on the type of content

The type of content you chose will affect the subject line, the copy, the CTA, and the email layout. Choose the content type depending on your marketing campaign goal.

One of the types of emails often used for travel agencies is last chance emails. Use these emails for promoting seasonal offers — and use our guide on last chance emails with writing tips and best practices.

Design your email

Good email design draws attention to CTAs, improves email readability and helps you express the charisma of your brand. And a trendy look will keep your subscribers engaged.

To learn more, read our guide on email design with tips and best practices.

Test and analyze the results

Once you’re done with your email content and design, test your emails before sending:

• QA testing — to make sure that your email campaign is set correctly, all the hyperlinks work as intended and customers won’t receive an email with a “Hello <undefined>” greeting.
• Split testing — to validate your ideas and hypotheses and make smarter marketing decisions. 

And this is how you set up a campaign for a travel agency. And if you’re afraid to miss something, use our email marketing checklist .

Now that you know how to set up an email campaign for a travel agency, let’s take a look at some examples of great campaigns in the industry. We’ve picked 4 good travel agency emails for your inspiration. 

Vacasa: Wanderlust-worthy road trips

Vacasa is a rental management company that operates in North and Central America. And although their business is focused on destinations, they ran a campaign that’s all about the journey.

Domestic and rural tourism were a big traveling trend in 2021 — and it’s predicted to continue in 2022 . Vacasa caught up on this trend and made a guide on interesting road trip destinations within the US. We love how visually appealing this campaign is — and the lovely “Life is a Highway” CTA button. Another good thing about this email is that you can look through rentals right away if you like a certain destination — it’s convenient for customers.

Intrepid: Celebrating BIPOC culture

Intrepid is a US-based company that specializes in small group tours and adventure trips. Since the questions of oppression and justice in the postcolonial world have been around for a long time, they rolled out a series of educational tours and ran an email campaign.

It’s hard to run a campaign like this without being offensive. Educational tours are great but they shouldn’t look like a trip to a zoo where the privileged group looks down on the culture of those who survived genocide and occupation. Intrepid handled the subject matter gracefully — they give the word to local experts and aim at educating, not just entertaining. And the campaign itself is great — it’s well-written, and beautiful pictures and minimalist email design create a stylish look.

Oliver’s Travels: God Save The Queen!

Oliver’s Travels is an agency that specializes in luxury vacations and high-end real estate rental in Europe. And they’ve prepared something special for The Queen’s Jubilee.

First of all, just because you’re a luxury brand doesn’t mean you can’t throw a pun in an email. And they didn’t stop here. Apart from the invitation, they added topic-related blog articles and links to luxury castles in the UK. Maybe they overdid it with CTAs. But overall, this email makes you feel like a queen. Or a king.

Tripaneer: Yoga in the USA

Tripaneer is a travel agency that specializes in wellness holidays like retreats for mindfulness, weight loss, spiritual growth, and so on.

This email about US-based yoga retreats doesn’t have a lot of text — but it’s incredibly well-written. And we appreciate creative CTAs — like the one about rolling down mats. We also like that Tripaneer added a link to a guide on their website instead of writing the whole article for the email.

Running an email campaign for a travel agency is a good way to re-engage your customers who stopped traveling due to lockdowns and increase sales. Some common types of emails for campaigns in this industry include:

• Welcome emails — use them to introduce customers to your service and explain how it works.
• Newsletters — it’s a great way to draw more traffic to your website and stay in touch with your customers.
• Confirmation emails — use them to share valuable information and notify that the transaction was successful.
• Thank you messages — this type of email increases customer loyalty and helps you build stronger relationships.
• Informational emails — unlike newsletters, these emails are not sent regularly and are used to share important information, for example, about emergencies.
• Seasonal offers — since tourism is a season-driven industry, emails with summer vacation or holiday offers will help both you and your customers.
• Upsell emails — suggesting a more expensive version of what your customers already bought will increase your revenue.

To run a successful campaign for a travel agency, don’t forget about:

• Personalizing your campaign to give more relevant offers
• Catchy subject lines — use humor, add a personal greeting, or appeal to the value of traveling depending on your niche
• Visual aids — they will gently coax your customer into clicking on the CTA button
• Sense of urgency — verbal urgency cues will trigger FOMO
• Shared opportunities — offer your customers something valuable.

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The Foolproof Guide To Email List Building

Others just make a list of ways. We actually explain how to make the most of each way.

21 surefire ways to grow your email list with detailed explanations and hand-picked examples. Based on research and 10+ years experience in email marketing.

4 big benefits of follow-up emails for your tourism experiences

By Rezdy — 26 Mar 2021

Rezdy’s activity booking software allows you to customise and send up to three automated follow-up emails after each guest has experienced your tour, activity or attraction. This is one of the most underutilised Rezdy features and we hear you ask, ‘why bother with this step?’ As we cover below, these follow-up emails can have some brilliant benefits for your business.

1. Finalising the guest experience

Just as sending a thank you note to your nana is polite, sending one to your recent guests is one of the best ways to leave them with a great impression. This can lead to great reviews and future bookings, and make it clear you care about your customers’ experiences. Best of all, within Rezdy’s online tour booking system this step can be completely automated. Why not take the opportunity to ask for some feedback to really optimise your guest experiences? Learn more about how to ask for reviews .

Note: When you log into Rezdy you’ll find a number of email templates that are ready to go, but we’ve included some sample text below to sum up each type of automated email.

Sample text: Hi [Name], Thanks again for coming on [experience details here]. We hope you had an amazing time! If you have a few moments to spare, we’d love your thoughts on what we got right, and how we could do better. Send your feedback

2. Encouraging reviews for your business

Word of mouth marketing is one of the strongest types around, and 82% of consumers say the content of a review has convinced them to make a purchase before. It takes such a tiny effort to set up an automated review request email for recent guests, and your bookings can really benefit as a result. You could even choose to create a social media hashtag or offer free photos via Fotaflo , and invite guests to share their adventure snaps for ultra-compelling social marketing.

Sample text: Hi [Name], Did you love your experience with [business name]? Why not tell the world? A review on [review site] can help to support our small business and help adventurers just like you to find our experiences. Leave a review

3. Promoting merchandise or photos

If you sell appealing branded merch or would like to upsell photos and videos of each tour or activity, it couldn’t be easier to promote these with a friendly follow-up email within your tour management software. Upselling activity photos and videos can be really simple via integration with PicThrive .

Sample text: Hi [Name], We hope you had an incredible time on our [experience details here] recently. Want to wear your love of [brand name] on your sleeve? How about one of our super-comfy premium hoodies, made ethically from 100% cotton? Explore products

4. Enticing customers back with a coupon code

We have no doubt your guests will be raving about their experience with your business, so why not encourage them and their loved ones to return? It’s simple to set up a follow-up email with a discount code so you can sell more tours online.

Sample text: Hi [Name], We’d love to thank you for coming on [experience details here] recently. Do you have a friend or family member who loved hearing about it? Why not treat them with this coupon for [promotion details]?

So automated emails can help you optimise your guest experiences, build your reviews up, bring in extra cash to the business and encourage extra bookings. What’s not to love? If you’re raring to configure your follow-up emails, check out this handy support article here.

Want more tips on boosting reservations? Our Master Class is another great resource for growing your bookings and business.

OAL Travel Network

Post-Trip Follow Up Questions For Your Clients

Published: February 15, 2018 Categories: Productivity | Tags: client relations , client reviews , post-trip survey , travel agent questionnaire , travel agent reviews , travel agent tools

Travel agents put their hearts and souls into planning the best trips possible for their clients. No matter if it’s an extended vacation to a remote island or a short business trip across the globe, each trip is meticulously planned and structured. But, as a successful independent travel agent knows, their job is not over after the trip is completed. Following up with clients to learn about their trip and experience working with you is essential to growing as a professional and bringing new customers to your travel agency. You can do this by going beyond just the typical “how was your hotel, how was your flight” questions. Here are some questions every independent travel agent should send to their clients after their trip:

What do you wish you’d know about the destination before your trip? Research their answer so you’re prepared the next time you have a client who plans a trip to that destination.

Did the trip meet your expectations? You and your client spent days, weeks and even months planning this trip together. Find out if it was worth the time spent planning and the money in your client’s eyes.

Would you return to that destination? Sometimes a destination doesn’t live up to the hype and wouldn’t be worth a return trip. Other destinations may be so full of things to see and places to go that the client wouldn’t hesitate to visit again.

If you could change one thing about your trip, what would it be? This isn’t necessarily a reflection of your planning, but maybe something the client wishes they had or hadn’t done. Maybe they wish they’d gone during a different season or stayed longer.

What was your favorite restaurant? Save and share this recommendation with future clients traveling to the same destination.

Did you visit any popular tourist destinations? Which was their favorite? Certain clients may not be interested in the popular tourist traps, while others might appreciate knowing which were the most loved.

If you could tell someone else about to visit that destination one thing, what would it be? Future clients will appreciate the personal recommendations from people who have visited their destination before.

Lastly, ask your clients to share any photos from their trip. Get permission to post them on your Instagram account and Facebook Business Page to show potential clients the amazing travel experiences you can help them have!

-- Janice Gilliard

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4 big benefits of follow-up emails for your tourism experiences

Are you a tour or activity company looking to enhance your customer relationships and boost your business’s revenue? If so, why not leverage the power of follow-up emails for tourism ? By sending personalized and friendly follow-up emails after a guest’s experience, you can build lasting relationships, encourage repeat bookings, and generate positive word-of-mouth marketing.

So, if you’re ready to take your tourism business to the next level, consider incorporating follow-up emails into your customer engagement strategy today!

When the tour or event ends, many businesses consider it the end of their relationship with the customer. But that doesn’t have to be the case. By sending a thoughtful and personalized follow-up email, you can continue to engage with your guests and nurture the relationship.

Although tour operators may have different opportunities than hotels and restaurants to gather feedback, automated follow-up emails can go a long way in building rapport with customers. In fact, the benefits of these emails are vast, from increased customer loyalty and repeat business to valuable feedback and reviews. But what are the exact benefits of these follow-up emails? And how can it help your travel agency in the long run? Let’s find out!

Strengthen Customer Relationships

How can follow-up emails help build stronger customer relationships.

In the travel industry, building lasting relationships with potential customers is essential. And one great way to do that is through consistent follow-up emails.

Think about it: once you’ve connected with a prospect, you want to keep that connection strong. They might need to remember about your travel business and move on to someone else if you don’t.

That’s why it’s important to send follow-up emails regularly. But don’t just send any old email. Make sure your emails are relevant and exciting to your potential customer.

For example, if you’re trying to sell a tour package, ensure the emails you send highlight the fantastic experiences they can have on that tour. Save their time by promoting things they’re not interested in. By sending targeted, relevant follow-up emails, you’ll keep your potential customers engaged and interested in your travel business. And who knows? They might just become loyal customers for life!

A Real-Life of How Air Canada Strengthens Relationships with Follow-Up Email

As part of their email sign-up process, Air Canada asks new subscribers to provide their home airport and preferred travel destinations. The company tailors their follow-up emails with this information to offer flight deals relevant to the subscriber’s interests .

By providing promotions that depart from the subscriber’s home airport and go to destinations that they’re interested in, Air Canada strengthens their relationship with customers through personalized and relevant content.

Boost customer relationships with feedback-focused follow-up emails for tourism

The importance of follow up-email in encouraging customer feedback.

Did you know that word-of-mouth marketing is one of the most powerful ways to grow your business? In fact, 82% of people say they’ve been convinced to buy something based on a positive review. So why not ask your recent guests to leave a review? It’s easy to set up an automated follow-up email to request their feedback, and it can make a big difference in getting more bookings.

You can also encourage guests to share their adventure photos with a special hashtag on social media. This way, you can showcase your business and attract even more customers!

2. Example of ways to encourage customer feedback through follow-up emails

To give you a better idea of how to encourage customer feedback by a follow-up email effectively. We have written an example for you to inspire:

Dear [Name],

We hope you enjoyed your recent [experience details here] adventure with us! Your experience is important to us, and we’d love to hear what you think about it.

We strive to provide the best possible experience for our guests, and your feedback can help us achieve that goal . Please take a few moments to share your thoughts on what we got right and how we can improve. We would greatly appreciate it.

Thank you for choosing us for your travel adventure, and we hope to see you again soon! Best regards, [Your Name/Travel Agency Name]

3. A real-life example of encouraging customer feedback by follow-up emails

The Thompson Hotel provides an excellent example of this approach by not only thanking customers for their business but also encouraging them to share feedback through a survey link in the email.

By combining expressions of gratitude and a request for feedback, businesses can build stronger customer relationships that drive loyalty and repeat business.

Increase Repeat Business

How follow-up emails can increase repeat business.

One of the key ways to grow your travel agency business is to increase repeat business from satisfied customers. Follow-up emails can be a powerful tool to help you maintain engagement with customers who have interacted with your agency in the past.

If a customer has expressed interest in a particular travel package or destination but has yet to make a booking. Then, a follow-up email can gently remind you of your services. You can include information about the destination, travel package or itinerary and encourage them to take action by booking their trip with your agency.

In addition to reminding customers about your services, follow-up emails can provide personalized recommendations based on their previous bookings or interests.

Another practical use of follow-up emails is to offer exclusive discounts or promotions to repeat customers . By providing added value and rewards for their loyalty, you can encourage customers to book with your agency again and again.

Effective Email for Boosting Repeat Business with Follow-Up Emails

Tripadvisor utilizes personalized follow-up emails to enhance the customer experience and increase repeat business. After a customer searches for a tourist destination, such as Boston, the company sends suggestions based on the customer’s interests.

In addition to recommending hotels and famous places in Boston, Tripadvisor also suggests the best restaurants. This approach is an excellent example for any travel agency seeking to build long-term client relationships.

Here is an example for you to get a better idea:

Dear [Customer Name],

At [Travel Agency Name], we appreciate your loyalty and past business. As a valued customer, we would like to offer you exclusive travel offers and discounts for your next vacation.

We understand that planning a trip can be stressful, and that’s why we’re here to help make it as easy as possible. If you’ve been considering a particular travel package or destination, we’re here to assist you every step of the way.

Additionally, we want to offer you exclusive discounts on our latest travel packages . These packages offer luxurious accommodations, exciting activities, and delicious cuisine, all at unbeatable prices. Contact us today to take advantage of our exclusive offers, and let us help you plan your next adventure. Best regards, [Your Name] [Travel Agency Name]

Upsell Additional Services

Why are follow-up emails importance for upselling.

When you’re following up with your clients after their travel experience, their satisfaction should be your top priority. However, exploring ways to turn their one-time booking into a repeat business opportunity is also a good idea.

• Can you turn a one-time hotel booking into a frequent guest?
• A single-day tour into a multi-day excursion?
• A one-way ticket into a round-trip journey?

When sending a post-travel email to your clients, mention any additional travel services you offer. Perhaps even offer them a discount on their next booking as an incentive to choose your services again. Your ultimate goal is to provide exceptional customer service while building long-lasting client relationships.

Follow-up email examples of upselling additional travel services

Subject: [Destination] Travel Experience – Let’s Plan Your Next Adventure!

Dear [Client Name],

As a valued customer, we wanted to remind you that we offer a range of additional travel services that can take your next trip to the next level. Here are some examples:

• Guided Tours : Let us show you the best of [Destination] with our expertly crafted tours showcasing top attractions, hidden gems, and local favorites.
• Luxury Transportation : Arrive in style with our premium transportation options, including private cars, limousines, and helicopters.
• Hotel Upgrades: Upgrade your stay with our exclusive selection of hotels and resorts that offer the best amenities, views, and experiences.
• Travel Insurance : Protect your investment with our comprehensive travel insurance plans that cover everything from flight cancellations to medical emergencies.

To sweeten the deal, we would like to offer you a special discount on your next booking with us . Simply use the code [insert discount code] on your next trip with us to receive [insert discount amount or percentage].

If you have any questions about our services or want to discuss your travel plans further, please do not hesitate to contact us directly. Thank you for choosing us as your travel partner, and we can’t wait to plan your next adventure together! Best regards, [Your Name] [Your Company]

An example of how a travel agency leverages follow-up email to upsell

Frontier is an excellent case study in this regard. As a budget airline, upselling is not just a marketing tactic but a fundamental aspect of their business model, and they have honed their skills in crafting effective upsell emails. Their order confirmation email includes several upsell and cross-sell options presented as a checklist.

While these options are designed to benefit Frontier’s bottom line, they also serve the purpose of helping passengers feel more organized and prepared.

Frontier has transformed an upsell email into a valuable piece of content that offers real benefits to its customers, proving that upselling can be done in a way that adds value to the customer experience.

Final thought

In today’s competitive tourism market, it’s more important than ever to provide exceptional customer service and stand out from the crowd.

Follow-up emails are a simple but powerful way to achieve these goals and ensure the long-term success of your tourism experiences. So make sure to take the time to send personalized follow-up emails after each trip – your clients will appreciate the attention, and your business will reap the benefits.

If you’re interested in implementing effective follow-up email strategies for your business or have any questions, please don’t hesitate to contact us. Thank you for reading!

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Travel email templates

Browse our travel email templates , crafted by professional coders and email designers . They are totally free and suit every travel agency. Wrap your offers in beautiful and appealing emails. 

Popular categories

Visual elements are the core here. Thus, you should pay close attention to the design of all travel email templates that you build.

1. Working with banners to create travel email templates

No text will help you win new customers. Only high-quality photos of breathtaking views can.

Once you have these photos, you may proceed to building a banner, as it is the heart of any travel email template .

Drag the banner block into your template, upload your photo — and apply filters that suit your banner image. And then write a short enchanting text that complements the photo per se and the entire email design . Wrap this text with any of Stripo’s 40+ decorative fonts. 

Refer to our post for more information on How to build banners with Stripo .

2. Utilizing AMP carousels for the travel industry

If one single banner can help you with winning new customers and appeal to their emotions, just imagine how powerful and effective a bunch of banners can really be. 

Instead of sharing one single photo of the place you are inviting people to, let them see 5, 10 or even 15 breathtaking photos of that lovely place.

This is a short manual on how to utilize an AMP image carousel for your free travel email templates with Stripo.

More details find here .

3. Editing photos for professionally designed email templates

Like we said above, imagery is the heart of all email templates . This means you might need to be able to edit one when building your email template for a travel agency just to make it complement the entire email design . 

Once you’ve uploaded your photo, you may enter the editing mode by clicking the “Edit” icon:

4. Adding videos to make your travel email templates stand out

Here’s one more idea on how to promote available resorts — take a short video about them. Did you know that with Stripo editor you can either insert links to the videos stored on Youtube and Vimeo or embed your own videos right into the travel HTML email templates we offer? 

5. Building product cards for your travel email template in no time

Our smart-elements allow you to build multiple product cards for your templates in literally no time. You design product cards for your newsletters just once. Next time, when building a travel agent email template , you just paste a URL to the page with all the necessary data, and Stripo automatically retrieves all the necessary data and inserts it in proper fields.