8 Emails You Should Be Sending To Your Travel Clients

November 7, 2019
Zaky Prabowo
5 min read

Being online means that email is a key communication channel that connects your travel business to its clients. Used correctly, it is a tool to build business relationships, connect with clients, and market your tours and travel products.

Depending on the milestone your clients are at, there are specific communications you should be sending out each step of the way. From the time 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.

To simplify things for you, we have put together 8 important business email templates that you should be using in your travel business.


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Business Email Templates To Engage Your Travel Clients

A Welcome Note

This is an important one for setting the tone of new relationships and welcoming travelers to the family. It follows on 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.

Welcome on board email

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.

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 which 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 afterall. Alternatively, they could decide that the extra cooking and tasting class is something that they feel like doing.

Upsell travel email

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.


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 post 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.

Pro Tips:

  • 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

Mail newsletter

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.

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.

Personal mail

Post-Trip Thank You

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

Firstly, it means you end off on a good note, which can help to keep communication lines open in the future. Who doesn’t want repeat clients?

Secondly, 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.

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.