Managing Client Follow-Up
Explore these customized email templates for effective communication with clients in various scenarios. They ensure a professional tone while addressing specific needs.
Post Consultation –
Next Steps: Follow-Up Email
Scenario: You have just completed your consultation with a potential client. Now it’s time to send an email to recap and document the conversation to ensure everyone is on the same page before getting started
Email Subject: Let’s Plan Your Trip Together!
Hi Samantha,
Thank you for considering us for your 40th birthday trip! Here’s a recap of our consultation:
Client: John Doe
Travel Advisor: (Your Name Here)
Trip Request: (Type Local, Caribbean, Global, or Group Here)
Travelers: 2
Budget: $3,500 - $3,800
Occasion: 40th Birthday
Travel Dates: December 24 - 28, 2024
Flexible Dates: December 19 - 30, 2024
Destination: Grenada (Open to Jamaica, St. Maarten, Aruba)
Accommodation: All-Inclusive Resort
Airfare Needed: Yes (American Airlines from CLT)
Excursions: Horseback Riding
Dietary Restrictions: Pescatarian, Peanut Allergy
Next Steps:
1. Payment: Click here to pay the planning fee: [Payment Link]
2. Client Profile: After payment, complete your client profile here: [Profile Link]
Why Complete the Client Profile?
It documents your preferences and budget to design your perfect trip.
Trip Options Delivery:
Expect up to three tailored itineraries within 5-7 business days, including cruises, flights, hotels, rental cars, and as many excursions as possible.
Deposit Requirements:
Deposits range from $300-$600 per person and must be made within 2-3 days for trips over 90 days out, or within 24 hours for trips less than 90 days away. Please note that if the deposit isn’t paid on time, prices will change, and an additional planning fee may apply after 7 days since your last quote.
Non-Refundable Fees:
Be aware of these non-refundable fees:
- Travel Protection Purchase Cost
- Change Fees
- Reduced Deposit/Payment Plan Fee
- Planning Fee
- Service Fee
- Electronic Payment Fees
If you have questions, please reach out before submitting your planning fee.
Thank you for choosing (Your Company Name Here)! We look forward to planning your unforgettable trip!
Best,
(Your Name Here)
(Your Company Name Here)
(Your Contact Information)
Instagram: @your_instagram
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7 Days Since Consultation –Next Steps: Complete Travel Profile/ Planning Fee
Scenario: It has been 7 days since your consultation and your potential client has not completed a travel profile, paid your planning fee, or both)
Email Subject: Let’s Plan Your Trip Together!
Hey Samantha,
Just reaching out to see if you're still interested in us assisting with your upcoming trip. We're excited about the opportunity to plan your next travel experience. If you're on board, feel free to reply to this email.
We're looking forward to teaming up with you to create a memorable travel experience. Thank you for considering us!
Best regards, (Your name)
14 Days Since Consultation – Next Steps: Complete Travel Profile/ Planning Fee
Scenario: It has been 14 days since your consultation and your potential client has not completed a travel profile, paid your planning fee, or both)
Email Subject: Update Needed for Your Trip Planning Experience
Hello Kevin,
I hope you are doing well.
I wanted to kindly inform you that it has been more than 14 days since our initial consultation for
your trip planning experience. Given the evolving nature of travel, it would be beneficial to schedule
another consultation to ensure we are aligned with your current trip preferences and needs.
​
If you are still interested in proceeding with planning your trip, we would be delighted to assist you.
You can easily schedule another consultation at (your calendly link) to review and confirm
the details of your travel plans.
Thank you for considering our services, and we are excited about the opportunity to work with you
on your upcoming trip experience.
Warm regards, [Your Name]
Follow-Up: Trip Deposit Payment Reminder After 24 Hours
Scenario: It has been 24 hours and your potential client has not paid their trip deposit.
Email Subject: Friendly Reminder: Deposit Due for Your Trip Experience
Hello Kevin,
Please remember that the deposit for your upcoming trip is due within 2-3 days of receiving your
trip options. Without a deposit, quotes cannot be guaranteed, and prices may change or
experiences may become unavailable.
After 7 days, an additional fee of $125 may apply. We value your business and are excited to plan your trip. Thank you for your cooperation.
Best regards, [Your Name]
Follow-Up: Trip Deposit Payment Reminder After 5 Days
Scenario: It has been 5 days and your potential client has not paid their trip deposit.
Email Subject: Final Reminder: Deposit Due for Your Trip Experience
​
Hello Kevin,
We are excited to assist with planning your upcoming trip and wanted to kindly remind you that the deposit for your trip is due within 2-3 days of receiving your trip experience options. Unfortunately, we are unable to guarantee quotes and our vendors require a deposit to secure the trip.Please note that if the deposit is not paid within the specified timeframe, prices may be subject to change. Additionally, if it has been more than 7 days since you received your last quote, there may be an additional fee of $125.
If it has been more than 14 days since you received your last quote, your planning service will be closed. Should you decide to proceed with the trip at a later date, a new consultation and planning fee will be required.
We appreciate the opportunity to work with you and look forward to planning your upcoming trip!
Thank you for your understanding.
Warm regards, [Your Name]
Final Notice: Closing Out Planning Service Due to Unpaid Trip Deposit After 14 Days
Scenario: Use this email to close out planning service if your potential client has not paid their trip deposit within 14 days)
Email Subject: Update on Your Trip Planning Service
Hello Kevin,
I hope this message finds you well.
I wanted to reach out to let you know that unfortunately, it has been more than 14 days since you received your last quote for your upcoming trip, resulting in the closure of your planning service.
If you still wish to proceed with the trip in the future, we would be more than happy to assist you.
Simply visit www.conciergetrips.com to schedule another consultation and discuss your travel
plans.
Thank you for considering our services, and we look forward to the possibility of working with you again in the future.
Warm regards, [Your Name]
