How to Write a Booking Confirmation Email that Makes a Great First Impression

Ever buy something and find yourself refreshing your inbox to make sure everything went through like you expected? Do you get a sense of relief when you see a booking confirmation message lands in your inbox immediately? 

A booking confirmation email simply confirms an action taken by a customer. Guests receive this type of confirmation message once they’ve made a purchase from you.  

Not sure what to put in your reservation confirmation email? I mean, do people even open them once they’ve booked? 

Yes. And they can be one of the most underrated marketing tools in your tour business. From building a relationship and instilling confidence from the moment they book, your booking confirmation email can foster an experience centred on trust.

As an experience provider, sending a booking confirmation email out automatically means guests will have all the necessary information at their fingertips. I’ll share the essential details of what to include in these magical confirmation messages to your guests.

woman checking email confirmation on laptop while dog sleeps on bed

What is a booking confirmation email?

Customers expect to receive a booking confirmation email once they exchange money for a service or good. Secondly, guests anticipate receiving something to prove the transaction took place.

This email can be as simple as saying “Hi, you’ve paid X amount for your booking on X day. We look forward to welcoming you!” Similar to how a thank you letter for the tour works, this message confirms an action they’ve taken and addresses these queries automatically.

As an activity provider, you have enough to do without having to manually update every customer who books with you. By making booking confirmation emails part of your workflow, guests will be less likely to phone in and pepper you with questions that could be summed up over email. 

Why your guests love confirmation emails

Your guests love booking confirmation emails for a few reasons. For one, it assures them that they’re officially booked. Secondly, when you send a confirmation email, you alleviate stress. It reiterates what they’ve paid for to minimize confusion and allows for easy change/cancellation if they made an error in the booking process.

Meaning — guests won’t be left wondering; Did their credit card go through? Have they booked the correct dates or is there something they should know before they arrive? Your confirmation email conveys trust and professionalism before guests even step foot on location.

So, what do guests look for in this confirmation email? Certainty.

Guests appreciate seeing the most important information first. You can explore tailoring the subject line to be something like “Booking Confirmed” or “You’re Booked” or “Thanks for Booking – details within” 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 allows you to detail what guests can expect from their experience. And, an automated email triggered by booking gives people something to refer back to as proof. 

What to put in your reservation email confirmation? 

A standard booking confirmation includes details like names, dates and location where the booking will take place.

In fact, people are conditioned to look for an email after making a purchase. Why? Because this email confirms they’ve done what they set out to do. This means, if they don’t receive confirmation right away they may start to think something is wrong.

Instill confidence in your customer instead of having them wonder if they booked for two or three nights or if they secured the tour on the day they wanted. An automated email confirmation message, triggered by booking, takes care of these queries – no phone call or manual email required. 

Travelers appreciate having a reservation confirmation to reference on the go. So, in creating mobile-friendly messages you’ll increase the chance someone will open your booking confirmation email. As a tour operator, this email is an opportunity to create a solid first impression.

Man checking confirmation email on mobile

How to write a booking confirmation email

If you’re wondering how to write a reservation reminder email, a booking software can help you manage the legwork. A standard confirmation email includes essential details like dates booked, amount or deposit paid and booking location.

Email confirmation subject line examples:

  • “You’re going fishing! View booking details within” 
  • “Pack your sunscreen – your trip to Tofino is booked!” 
  • “Reservation confirmed – curious about our pet-friendly perks?” 

Your booking confirmation should include: 

  • Guest names
  • Booking date and time
  • Booking details 
  • Location (especially if you have multiple)
  • Timing, if early arrival is required or advised
  • Booking invoice

These emails are similar to thank you email messages, in how they confirm an action taken by a guest. In addition, these emails have a high open rate, more so than your monthly newsletter or other email marketing travel examples. Lastly, sending personalized confirmation emails will help forge a connection with your tour business.

woman waiting for confirmation email at airport

Sample booking confirmation email template

Start with a basic message that includes information a guest may have inputted during the booking process. Use simple words like booked, confirmed or reserved in your subject line. In the body, include clickable links and info buttons to enhance the experience for your reader.

If you’re feeling fancy, try making use of bold text and images to help draw the reader in. Further, you can highlight key details that give guests the ability to scan the message. Your email validates an action they took with a confirmation message. Here is an example:

Subject: You’re booked! Pack your bags – see you on [Booking date]

Body: Hi [First Name],

It’s confirmed, we’ll see you on [booking date]! Thank you for booking [name of activity] with us on [location]. You’ll find details of your reservation and payment details enclosed below.

If you need to get in touch, you can email or phone us directly. We look forward to welcoming you soon!

Thanks again,

The team at [Company Name]

[Your name]

More info: email, phone number, address and website links

These emails are similar to thank you email messages, in how they confirm an action taken by a guest. Booking confirmation emails have a high open rate, more so than your monthly newsletter or other email marketing messages.

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

Setting up automated booking confirmation emails in Checkfront

If you’re wondering how to write a reservation reminder email, booking software can help you manage 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 how customers can book, 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.

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 newsletter, share helpful travel tips and give booked guests first dibs on upcoming promotions. 

So, when it comes to designing your message, focus on creating a positive first impression. Since travelers are accustomed to seeing an email in their inbox, focus on creating a booking confirmation email that’s fun to open.

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.

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