The essential emails every travel advisor should send to clients

As a travel advisor, providing an exceptional client experience goes beyond planning the perfect trip. Effective communication is key to building trust, managing expectations, and creating a seamless journey for your clients. One of the most efficient ways to stay connected is through well-timed, thoughtful emails. But what kinds of emails should you be sending, and when?

Let's break down the essential emails every travel advisor should send, from the moment a client books until they’re safely back home. These emails will not only help you look professional but also ensure your clients feel supported every step of the way.

Pre-trip checklist email

A few weeks before the trip, send a helpful pre-trip checklist. This email helps your clients feel prepared and organized before they depart.

What to include:

• Packing suggestions based on the destination’s climate
• Travel documents to have on hand (passport, visas, etc.)
• Tips for currency exchange, mobile plans, or local customs
• Reminders for travel insurance or other optional add-ons

Bon voyage email

A day or two before the trip, send a bon voyage email wishing your clients well and providing all the last-minute information they need. This is also a great time to reiterate your availability for any questions or concerns.

What to include:

• A way to access their full itinerary (via TravelJoy’s Itineraries app)
• Important contact information (emergency numbers, local guides, etc.)
• A reminder of transportation details (airport transfers, pick-up times)
• Words of encouragement: "Wishing you a safe and memorable trip!"

Trip check-in email

About midway through the trip, send a check-in email to see how everything is going. Clients appreciate knowing that you're still available to assist them, even while they’re traveling.

What to include:

• A friendly message asking how things are going
• Contact information in case they need any assistance
• An offer to help with last-minute bookings or changes

Welcome home / Thank you email

Once the trip is over, follow up with a welcome home email. This is not only a great way to close the loop on their experience but also an opportunity to gather feedback and encourage repeat business.

What to include:

• A warm welcome back message
• Thank them for choosing to book with you
• A request for feedback or a trip review
• Suggestions for their next trip or related travel inspiration

How TravelJoy helps you automate client emails

Managing multiple clients and trips can feel overwhelming, but with TravelJoy’s CRM and email automation features, sending timely, professional emails becomes effortless. Whether you need to send booking confirmations, bon voyage messages, or post-trip follow-ups, TravelJoy lets you customize and automate these essential communications.

Start a 7-day free trial on TravelJoy to try it!

Conclusion

Well-timed, thoughtful emails not only help you stay organized but also build strong relationships with your clients. Whether it's a simple check-in or a personalized bon voyage, each email adds value to your client’s journey. By setting up a strategic email communication plan, you ensure your clients feel supported every step of the way — and they’ll be more likely to come back for their next big adventure.