Ever buy something online and find yourself checking your inbox to make sure everything went as expected? Do you get a sense of relief when you see a booking confirmation hit your email instantly?
A booking confirmation email is simply an acknowledgement of an action taken by a customer. Guests receive this type of message once they’ve made a reservation with you. It’s critical for providing relevant information and improving the user experience.
Not sure what to put in your reservation confirmation email? I mean, do people even open it once they’ve made a reservation?
The answer is yes – and it can be one of the most underrated marketing tools in the travel industry. By building a relationship and instilling confidence from the moment they book, your booking confirmation email can foster an experience centered on trust.
As an experience provider, automatically sending a booking confirmation email means that guests have all the information they need at their fingertips. I’ll share the essential details of what to include in these magical confirmation messages to your guests, along with some confirmation email examples to inspire you.
What is a booking confirmation email?
Customers expect to receive a booking confirmation email when they exchange money for an experience: they want something that proves the transaction has taken place.
This email can be as simple as, “Hi, you’ve paid XX amount for your booking on XX day. We look forward to seeing you!” Similar to a thank you email, registration confirmation email, or subscription confirmation email, this message acknowledges an action they’ve taken and automatically answers any questions they may have.
As a tour or activity provider, you have enough on your plate without having to manually update every customer who books with you. By making booking confirmation emails part of your workflow, guests are less likely to phone in and pepper you with questions that can be summed up in an email.
Why your guests love confirmation emails
Your guests love booking confirmation emails for several reasons. First, it assures them that they’re officially booked. Second, when you send a confirmation email, you reduce stress. It reiterates what they’ve paid for to minimize confusion and allows for easy change/cancellation if they made a mistake in the booking process.
That means guests won’t be left wondering: Did my credit card go through? Did I book the right dates, or is there something I should know before I arrive? Your confirmation email conveys trust and professionalism before guests even set foot on site.
So what are guests looking for in that confirmation email? Certainty.
Guests appreciate seeing the most important information first. You can explore tailoring the subject line to something like “Booking Confirmed” or “You’re Booked” or “Thanks for Booking – Details Inside” to make it easy for people to find these booking confirmations in their inbox.
As one of the most important types of booking emails, a confirmation email tells guests what they have booked. And an automated email triggered by a confirmed booking gives people something they can refer back to as often as they need.
What to put in your reservation email confirmation?
A standard booking confirmation includes details such as the customer’s name, dates, and location. It’s also an opportunity to provide additional relevant information such as check-in procedures, FAQs, and contact information for your customer service team.
As mentioned earlier, people are conditioned to look for an email after making a purchase. And why is that? Because that email confirms that they’ve done what they set out to do. So if they don’t get confirmation right away, they may start to think something is wrong.
Instill confidence in your clients instead of leaving them wondering if they booked two or three nights, or if they reserved the tour on the day they wanted. Automating your email confirmation takes care of these questions – no phone calls or manual emails required.
Travelers appreciate having a reservation confirmation they can refer to on the go. So by creating mobile-friendly messages, you’ll increase the chances that someone will open your booking confirmation email on their smartphone.
As a busy tour business owner, you want to start things off on the right foot and this email is an opportunity to create a solid first impression. Next, we’ll show you how to create one that guests will be excited to open.
How to write a booking confirmation email
A standard confirmation email includes key details such as the dates booked, the amount or deposit paid, and the booking location. It’s also a good idea to include information about your payment and cancellation policies.
Email confirmation subject line examples:
- “You’re going fishing! View booking details inside”
- “Pack your sunscreen – your trip to Tofino is booked!”
- “Reservation confirmed – curious about our pet-friendly perks?”
Your booking confirmation should include:
- Guest name(s)
- Booking date and time(s)
- Booking details
- Location (especially if you have multiple)
- Timing, if early arrival is advised or required
- Booking invoice
- Phone number and other contact information
- FAQs section
- Information about cancellation fees, payment policy and travel credits
- Optional: CTA to follow your social media accountsFind the right words to say
Download our email templates
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Sample booking confirmation email template
Start with a basic message that includes information the guest may have entered during the booking process.
Use simple words like booked, confirmed or reserved in your subject line. In the body, include clickable links and information buttons to enhance your reader’s experience.
And if you’re feeling fancy, try using bold text and images to draw the reader in. You can also highlight important details so guests can find them at a glance, even if they’re not fully focused on what they’re reading. Let’s repeat for emphasis: your email acknowledges an action they’ve taken with a confirmation message. Here is an example:
Subject: You’re booked! Pack your bags – see you on [booking date].
Body:
Hi [First Name],
Your reservation is confirmed, and we’ll see you on [booking date]! Thank you for booking [name of activity] with us in [location]. You’ll find details of your reservation and payment details enclosed below.
Booking Details:
– Activity: [Activity Name]
– Date: [Booking Date]
– Time: [Booking Time]
– Number of Guests: [Number]
– Total Amount Paid: [Amount]
Important Information:
– Check-in time: [Time]
– What to bring: [List items]
– Cancellation policy: [Brief policy description]
If you need to get in touch, you can email or phone us directly. Our customer service team is available [hours] to assist you with any questions or concerns.
We look forward to welcoming you soon!
Thanks again,
The team at [Company Name]
[Your name]
More info:
– Email: [your email]
– Phone number: [your phone number]
– Business address: [your address]
– Website: [your website]
P.S. Follow us on [Social Media Platform] for travel tips and exclusive offers!
To unsubscribe from future emails or update your preferences, click here. [Include unsubscribe link]
Setting up automated booking confirmation notifications in Checkfront
Emails
If you’re wondering how to write a reservation reminder email, Checkfront’s online booking software can help you do the legwork. You’ll want to start by creating a booking confirmation template.
One of the time-saving benefits of an online booking system is that customers can book and pay online and automatically receive an email confirming their booking.
When you’re setting up your email, you’ll want to create your booking confirmation email using Notifications. Follow this email notifications tutorial in our Knowledge Base for a step-by-step guide to initiating and personalizing your email confirmations using Checkfront.
Text messages
In addition to email notifications, many companies have begun sending confirmation notifications via text message.
With Checkfront, you can harness the power of automated SMS notifications and give customers the information they need right in the palm of their hand.
If you want to learn more and see some examples, check out our blog to explore how to use automated SMS notifications to support your bookings. Then, head over to our Knowledge Base for a guided tutorial on how to get it set up.
Security considerations
As a supplier of tours and activities, implementing security measures in your booking confirmation email process is critical. Here are five key points to keep in mind:
- Secure your systems: Use reputable, encrypted email services and make sure your booking system is compliant with privacy regulations such as GDPR. Implement strong data security measures to protect customer information.
- Clear identification and authentication: Use a consistent, recognizable sender name and email address. Implement email authentication protocols (SPF, DKIM, DMARC) to prevent email spoofing and protect your domain from phishing attempts.
- Protect sensitive information: Never request sensitive information such as full credit card numbers or login credentials via email. If additional information is needed, direct customers to a secure, authenticated portal on your website.
- Educate customers and employees: Include a brief security notice in your emails to remind customers of your communication practices. Train your team on email security best practices to ensure consistency in handling customer information.
- Conduct regular security audits: Conduct periodic reviews of your email templates, send processes, and opt-in/unsubscribe functionality to ensure they comply with current security best practices and anti-spam laws.
Final thoughts
Aside from being expected by customers, a well-worded email confirmation sets your guest up for a seamless experience.
Reservation confirmation emails are poised to deliver value, encourage upsells, start conversations and help you stand out from the crowd. Use the message to invite guests to join your email list, share helpful travel tips and give your guests first dibs on upcoming promotions.
And, when it comes to designing your message, you want to impress a positive first impression on your guests. Most travelers are accustomed to seeing a confirmation message land in their inbox immediately after booking. So, create a personalized email that’s fun to open and gives them the information they’re expecting to see.
As a tour operator, every minute you spend matters. These booking confirmation emails heighten the chance of having all of your guests show up ready to have the best experience possible.
Want to see how automated booking confirmation emails can help your tourism business?
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