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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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How to activate your travel email marketing and increase email open rates, how to build and grow an email list for your travel business, top 11 email templates for your travel business.

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Our extensive array of vehicles caters to your diverse requirements, encompassing bespoke team coaches, refined executive options, and compact mini-buses, spanning a range of 16 to 57 seats.

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Even so, we never use cookies to gather any information that is not directly related to your use of our website. For example, we do not track your use of any website except for ours, and for the reasons mentioned above. Cookies are not known to damage your computer or otherwise corrupt or damage programs or files. We cannot guarantee a positive experience on our website if you disable cookies, and this may adversely affect our ability to complete any transactions you attempt to make. Many browsers provide an option allow cookies from certain websites, and not from others. Consult your browser help section to access these features.

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National Travel Survey mid-year estimates

The survey collects information on how, why, when and where people travel. The mid-year estimates provide faster indicators for key tables.

National Travel Survey mid-year data tables

The mid-year estimates provide faster indicators for key tables and include data for 12-month periods from July to June.

NTSMY0101: Trips, distance travelled and time taken: England, year ending June 2023 ( ODS , 7.24 KB )

NTSMY0303: Average number of trips, stages, miles and time spent travelling by mode: England, year ending June 2023 ( ODS , 12.4 KB )

NTSMY0403: Average number of trips, miles and time spent travelling by trip purpose: England, year ending June 2023 ( ODS , 11.7 KB )

NTSMY0409: Average number of trips and distance travelled by purpose and main mode: England, year ending June 2023 ( ODS , 13.4 KB )

NTSMY0601: Average number of trips, stages and distance travelled by sex, age and mode: England, year ending June 2023 ( ODS , 33 KB )

NTSMY0611: Average number of trips and distance travelled by sex, age and purpose: England, year ending June 2023 ( ODS , 24 KB )

NTSMY9903: Average number of trips by main mode, region and rural-urban classification of residence: England, year ending June 2023 ( ODS , 14.4 KB )

NTSMY9904: Average distance travelled by mode, region and rural-urban classification of residence: England, year ending June 2023 ( ODS , 15.8 KB )

NTSMY0001: Sample numbers ( ODS , 7.65 KB )

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• How much are tickets?
• Who is playing the festival?

How to buy New Orleans Jazz & Heritage Festival tickets: Dates and prices compared

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The 2024 New Orleans Jazz & Heritage Festival is officially underway, and the lineup is a can't-miss experience. The Rolling Stones are among the many performers slated to play, making it one of the most highly-anticipated stops on the festival circuit this spring. With the festival just around the corner, we've put together everything you need to know about how to buy New Orleans Jazz & Heritage Festival tickets, including who's playing what day and how to find tickets to sold-out dates. 

First established in the '70s, the New Orleans Jazz & Heritage Festival has become a staple of the music scene for both Louisiana and the country as a whole. The Rolling Stones were originally slated to play five years ago but had to reschedule. They intended to play again a few years ago, but the entire festival was canceled, so their upcoming headlining performance has been a long time in the making. This year's festival will also bring Vampire Weekend, Hozier, and Neil Young Crazy Horse to the stage, among many others.

Whether you're looking to spend a few days at the festival or just hoping to see Mick Jagger perform, we've got you covered. Here's our breakdown of the New Orleans Jazz & Heritage Festival schedule, purchasing details, and original and resale ticket prices. You can also peruse StubHub and Vivid Seats at your leisure. 

• See also: Rolling Stones tickets | Bruce Springsteen tickets | Stevie Nicks tickets | Aerosmith tickets | Noah Kahan tickets

New Orleans Jazz & Heritage Festival Schedule

The New Orleans Jazz & Heritage Festival will take place over two weeks, April 25-28 and May 2-5. Single-day tickets are available, in addition to multi-day ticket packages. Below, you'll find the cheapest starting prices listed on StubHub and Vivid Seats at the time of writing. 

• Flights & hotel:  Booking.com  |  Expedia  
• Flights:  Booking.com  |  Expedia  
• Accommodation:  Booking.com  |  Expedia  |  Airbnb  
• Parking:  Spot Hero  |  The Parking Spot

How to buy New Orleans Jazz & Heritage Festival tickets

Tickets to the New Orleans Jazz & Heritage Festival are sold through AXS. Some tickets, like the May 2 single-day tickets and some multi-day packages, have sold out. Tickets and packages for every day are available through resale vendors like StubHub and Vivid Seats . 

How much are New Orleans Jazz & Heritage Festival tickets?

Original single-day tickets range in price from $85 (for the "Early Bird Ticket," which was available until February 19) to $225 (for the "Rolling Stones & More" single-day ticket on May 2). Original multi-day packages start from $240 (for a 3-day package on the second week that excludes May 2 performances).

There are several VIP ticket tiers like the GA+ 4-day, the Big Chief VIP, the Grand Marshall VIP, and the Krewe of Jazz Fest. Original VIP packages are sold out for the second week, but resale packages are still available on StubHub and Vivid Seats.

StubHub's cheapest single-day tickets start at $82 on May 5. Vivid Seats' cheapest single-day ticket listings start at $94 on May 4. Three-day listings for the second week start at $200 on StubHub and $342 on Vivid Seats. Four-day listings, which include the coveted May 2 tickets, start at $500 on StubHub and $568 on Vivid Seats.

Who is playing at the New Orleans Jazz & Heritage Festival?

The 2024 New Orleans Jazz & Heritage Festival has an impressive lineup. The first week includes performances from The Beach Boys (April 25), The Killers (April 26), Jon Batiste (April 26), Christ Stapleton (April 27), Vampire Weekend (April 27), and Anderson .Paak & The Free Nationals (April 28), among others. 

The second week features performances from The Rolling Stones (May 2), Foo Fighters (May 3), Hozier (May 3), Neil Young & Crazy Horse (May 4), Greta Van Fleet (May 4), Queen Latifah (May 4), Bonnie Raitt (May 5), and Earth, Wind & Fire (May 5), among others.

The festival has always drawn in big names, even if they're not in the jazz music scene. Past performers include Aretha Franklin, Bruce Springsteen, Stevie Wonder, Bob Dylan, Miles Davis, Jimmy Buffett, Paul Simon, Linda Ronstadt, Gladys Knight, Van Morrison, and Willie Nelson, among many others. 

Note: Certain services and regions prohibit the resale of tickets. Business Insider does not endorse or condone the illegal reselling of tickets, and entry into an event is at the venue's discretion.

You can purchase logo and accolade licensing to this story here . Disclosure: Written and researched by the Insider Reviews team. We highlight products and services you might find interesting. If you buy them, we may get a small share of the revenue from the sale from our partners. We may receive products free of charge from manufacturers to test. This does not drive our decision as to whether or not a product is featured or recommended. We operate independently from our advertising team. We welcome your feedback. Email us at [email protected] .

• Main content

American Airlines Cuts Travel Agencies Slack: Extends Deadline For Loyalty Points

Dennis Schaal , Skift

April 23rd, 2024 at 4:52 PM EDT

Who's in and who's out of American Airlines' new preferred agency program to date? The deadline extension seems to indicate their are some hiccups along the way.

Dennis Schaal

American Airlines was poised to stop enabling customers of certain travel agencies to earn loyalty points on the airline’s bookings starting May 1, but said Tuesday it is extending that deadline until July 11.

The issue relates to American’s preferred agency program , and the requirement that a minimum of 30% of a travel agency’s bookings come from American’s New Distribution Capability fares.

These fares largely bypass global distribution systems, and is a cheaper and more efficient way for the airline to make its content available to travel agencies.

Many Travel Agencies Have Qualified

The airline said a large number of agencies have already qualified. So if you are a customer of that travel agency and you book an American Airlines flight, you would still be able to earn AAdvantage points. If your travel agency doesn’t make the list, then you’d have to book the flight directly on AA.com or use a one of the preferred agencies to earn the airline’s loyalty points.

“The majority of our indirect bookings are now made via an agency with NDC capabilities, and the current list of agencies beyond 30% NDC bookings is already impressive,” said an American Airlines spokesperson in a statement. “We anticipate even more who are on the cusp of meeting the threshold to do so very soon, which will provide customers with excellent preferred agency options to go along with our offerings on aa.com. As such, we’ve decided to extend the update to the way customers earn AAdvantage miles and Loyalty Points on flights to July 11.”

The airline declined to specify which travel agencies have already qualified to be preferred agencies.

An Expedia Group spokesperson, however said: “We have an agreement with AA and have absolutely no reason to think we won’t be preferred.”

In a statement Wednesday, American Society of Travel Advisors President and CEO Zane Kerby welcomed the delay, but took some shots at American Airlines.

“While the fundamentals of American’s preferred travel agency program appear not to have changed, its postponement of the program is welcome news for the travel industry,” Kerby said. “Agencies and advisors most affected by this oncoming change have a couple more months to prepare. It seems that American may now admit to what we’ve expressed for months: its NDC technology was underdeveloped, and its implementation deadlines were both arbitrary and unrealistic.” 

Some agencies told the airline that they needed more time between learning that they qualified to be a preferred agency and the implementation deadline, and that was part of the thinking behind the extension.

Travelers booking American Airlines basic economy fares will still only be able to earn loyalty points when they book directly on AA.com or partner airlines.

Note: This story has been updated to added a statement from ASTA President and CEO Zane Kerby.

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Photo credit: An American Airlines Boeing 737 taxis with the San Francisco skyline in the background. (Luke Lai/Flickr) Luke Lai / Flickr

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