How to Use These Templates

Each template below includes:

  • When to use it: The specific moment in your client workflow
  • Key elements: What to include for maximum impact
  • AI prompt: Copy and paste into ChatGPT, Claude, or your preferred AI tool
  • Customisation tips: How to make each message your own

Simply paste the AI prompt, fill in the bracketed details, and refine the output to match your voice.

Inquiry and Onboarding

Response to New Inquiry

When to use: Within 2-4 hours of receiving a new lead

Key elements: Warm greeting, acknowledgment of their interest, brief introduction to your services, clear next step

AI PROMPT

Write a friendly, professional email response to a potential travel client who enquired about [destination/trip type]. My name is [your name] and I specialise in [your specialty]. Include a warm greeting, acknowledge their interest, briefly explain how I work with clients, and invite them to schedule a consultation call. Keep it under 150 words. Tone should be welcoming but professional.

Consultation Confirmation

When to use: Immediately after booking a discovery call

Key elements: Date and time confirmation, what to expect, any prep work needed, contact information

AI PROMPT

Write a consultation confirmation email for a travel client. The call is scheduled for [date and time]. Include what they should think about before the call (budget range, travel dates, must-see experiences, who is travelling). Mention the call will last [duration]. Keep the tone warm and professional. Under 120 words.

Welcome Message and Planning Fee Invoice

When to use: After the client agrees to move forward

Key elements: Thank them for choosing you, explain what happens next, attach or link to planning fee invoice, set expectations for timeline

AI PROMPT

Write a welcome email for a new travel client who has decided to work with me. Thank them for choosing [your business name]. Explain that I will send a planning fee invoice of [amount] and once received, I will begin researching their [destination/trip type]. Let them know they will receive a proposal within [timeframe]. Warm, professional tone. Under 150 words.

During the Planning Process

Proposal Ready Notification

When to use: When you have completed their custom itinerary

Key elements: Excitement about what you created, summary of highlights, clear call to action to review, deadline for feedback

AI PROMPT

Write an email to a travel client letting them know their custom trip proposal is ready. The trip is to [destination] for [number] days. Mention 2-3 exciting highlights I have included such as [highlight 1], [highlight 2], and [highlight 3]. Ask them to review by [date] so we can secure availability. Tone should be enthusiastic but professional. Under 130 words.

Proposal Follow-Up Reminder

When to use: 3-5 days after sending a proposal with no response

Key elements: Gentle reminder, offer to answer questions, mention availability concerns if relevant

AI PROMPT

Write a gentle follow-up email to a travel client who received a trip proposal [number] days ago but has not responded. Ask if they have had a chance to review it and if they have any questions. Mention that [specific accommodation or experience] has limited availability and I want to secure their spot. Friendly, not pushy. Under 100 words.

Payment Confirmation

When to use: Immediately after receiving a deposit or payment

Key elements: Confirm amount received, what it covers, next steps, timeline

AI PROMPT

Write a payment confirmation email for a travel client. Confirm receipt of [amount] for their [destination] trip. Mention what this payment secures (deposit, flights, hotel, etc.). Let them know the next payment of [amount] is due by [date]. Thank them for their trust. Professional and reassuring. Under 100 words.

Payment Reminder

When to use: 7-10 days before a payment deadline

Key elements: Friendly reminder, amount due, due date, payment method, consequence of late payment if applicable

AI PROMPT

Write a friendly payment reminder email for a travel client. Their payment of [amount] is due on [date] for their [destination] trip. Include how to pay [payment method]. Mention that timely payment ensures their reservations remain secured. Keep it warm, not stern. Under 100 words.

Pre-Departure Communications

Travel Insurance Recommendation

When to use: Shortly after booking is confirmed

Key elements: Why insurance matters, what it covers, how to purchase, deadline to decide

AI PROMPT

Write an email recommending travel insurance to a client travelling to [destination]. Explain briefly why travel insurance is important (trip cancellation, medical emergencies, lost luggage). Mention I can provide a quote or they can purchase independently. Note they should decide by [date] for full coverage. Helpful and informative, not salesy. Under 130 words.

Document and Information Request

When to use: 60-90 days before departure

Key elements: What documents you need (passport info, loyalty numbers, dietary requirements), deadline to submit, why it matters

AI PROMPT

Write an email requesting travel documents from a client departing in [timeframe]. I need: passport details for all travellers, frequent flyer numbers, hotel loyalty programme numbers, dietary restrictions or allergies, and any special requests. Explain this ensures smooth check-ins and personalised service. Provide a deadline of [date]. Clear and organised. Under 120 words.

Two Months Before Departure

When to use: 60 days out

Key elements: Excitement builder, reminder of key dates, any action items, offer to answer questions

AI PROMPT

Write a check-in email to a client whose [destination] trip is two months away. Build excitement by mentioning one highlight of their itinerary. Remind them of final payment date if applicable. Ask if anything has changed or if they have questions. Offer to add experiences or dining reservations. Warm and enthusiastic. Under 120 words.

Final Documents Delivery

When to use: 7-14 days before departure

Key elements: What is attached, how to access, key information summary, emergency contact, invitation to reach out

AI PROMPT

Write an email delivering final travel documents to a client departing on [date] for [destination]. Mention what is attached (itinerary, confirmations, e-tickets, travel app login). Include my emergency contact number. Wish them an amazing trip and remind them I am available if anything comes up. Excited, professional tone. Under 130 words.

Day Before Departure

When to use: 24 hours before they leave

Key elements: Final well wishes, practical reminders, emergency contact, excitement

AI PROMPT

Write a brief day-before-departure email to a client leaving tomorrow for [destination]. Wish them a wonderful trip. Remind them to check in online if not already done, confirm transportation to the airport, and save my emergency contact. Keep it short, warm, and genuinely excited for them. Under 80 words.

During the Trip

Day After Arrival Check-In

When to use: 24-48 hours after they arrive

Key elements: Hope they arrived safely, ask how things are going, offer assistance, keep it brief

AI PROMPT

Write a short check-in email to a client who arrived in [destination] yesterday. Ask if they arrived safely and how the first day is going. Remind them I am here if they need anything. Warm and caring but brief. Under 60 words.

Mid-Trip Check-In (for longer trips)

When to use: Halfway through trips of 10+ days

Key elements: Hope they are enjoying themselves, ask if any adjustments needed, offer restaurant or activity suggestions

AI PROMPT

Write a mid-trip check-in email to a client currently in [destination] on a [length] trip. Ask how everything is going and if there is anything I can help arrange for the remainder of their trip. Suggest I am happy to make restaurant reservations or add experiences. Friendly and helpful. Under 70 words.

Post-Trip Communications

Welcome Home

When to use: 1-2 days after they return

Key elements: Welcome back, hope the trip was amazing, invite them to share feedback, mention you would love to hear highlights

AI PROMPT

Write a welcome home email to a client who just returned from [destination]. Tell them I hope the trip exceeded expectations. Invite them to share their favourite moments or any feedback. Mention I would love to see photos if they are willing to share. Warm and genuine. Under 100 words.

Review and Referral Request

When to use: 1-2 weeks after return

Key elements: Thank them again, ask for a review (with link), mention referral programme if applicable

AI PROMPT

Write an email asking a happy client to leave a review after their [destination] trip. Thank them again for trusting me with their travel. Explain that reviews help other travellers find me and I would be grateful if they could share their experience on [platform]. Include a link placeholder. If they know anyone planning a trip, I would love an introduction. Gracious, not pushy. Under 110 words.

Six-Month Follow-Up

When to use: 6 months after their trip

Key elements: Personal touch, plant the seed for future travel, offer to start planning

AI PROMPT

Write a six-month follow-up email to a client who travelled to [destination] six months ago. Reference their trip briefly. Ask if they have been dreaming about their next adventure. Mention a destination or experience that might interest them based on their previous trip. Offer to start planning whenever they are ready. Warm, personal, no pressure. Under 100 words.

Special Situations

Thinking of You (Re-engagement)

When to use: When you want to reconnect with a past client or dormant lead

Key elements: Personal connection, something relevant to share, soft invitation to reconnect

AI PROMPT

Write a “thinking of you” email to a past client I have not heard from in a while. Mention I came across [a destination, article, or experience] that reminded me of them based on their interest in [their interest]. Ask how they have been and if any travel dreams are brewing. Genuine and personal, not salesy. Under 90 words.

Trip Disruption or Change Notification

When to use: When flights, hotels, or plans change unexpectedly

Key elements: Clear explanation of what changed, what you are doing about it, reassurance, next steps

AI PROMPT

Write an email informing a client about a change to their upcoming trip. The issue is [describe change: flight time change, hotel substitution, tour cancellation, etc.]. Explain what happened, what alternative I have arranged or am working on, and reassure them I am handling it. Professional, calm, and reassuring. Under 130 words.

Cancellation or Postponement Response

When to use: When a client needs to cancel or postpone

Key elements: Understanding tone, explain their options, outline any fees or credits, offer to help reschedule

AI PROMPT

Write a compassionate email responding to a client who needs to cancel or postpone their [destination] trip due to [reason if known, or say “circumstances”]. Express understanding. Explain their options including any cancellation fees, credits, or rebooking possibilities. Offer to help reschedule when they are ready. Supportive and professional. Under 130 words.

Quick Reference: Communication Timeline

Touchpoint When to Send
Inquiry response Within 2-4 hours
Consultation confirmation Immediately after scheduling
Welcome and invoice After client commits
Proposal delivery Per your promised timeline
Proposal follow-up 3-5 days after proposal
Payment confirmation Same day as payment
Payment reminder 7-10 days before due date
Insurance recommendation Shortly after booking
Document request 60-90 days before departure
Two-month check-in 60 days out
Final documents 7-14 days before departure
Day before departure 24 hours before
Arrival check-in 24-48 hours after arrival
Welcome home 1-2 days after return
Review request 1-2 weeks after return
Six-month follow-up 6 months after trip

Tips for Using AI with These Templates

  • Add your voice: After generating, read it aloud. Does it sound like you? Adjust phrasing to match your personality.
  • Include specific details: The more context you give the AI (destination, client name, trip highlights), the better the output.
  • Save your favourites: When a generated email works well, save the prompt and output for future use.
  • Iterate quickly: If the first output is not right, ask the AI to “make it warmer,” “shorten it,” or “add more excitement.”
  • Never send without review: Always read AI-generated content before sending. Check for accuracy and tone.