Automated emails for tour operators: a powerful tool for saving time and maximizing revenue

Did you know? The average person spends 3 hours a day on email, tour operators spend much more time on emails. And what could be worse than sending the same emails over and over again?

One of the most effective tools to help tour & activities operators save time is automated emails. Tour and activity operators like yourselves have a lot of responsibilities and tasks to manage, and finding ways to streamline your operations and save time is essential.

Automated emails are pre-written emails that are triggered by specific actions or events, such as a customer booking a tour or requesting information. These emails can be highly customizable and provide customers with a range of information, from confirmation of a booking to post-tour feedback.

Automated emails can help tour operators like yourself save time by either automating administrative tasks or marketing activities.

Automating administrative tasks for tour operators with automated emails:

With automated emails, you’re able to reach a large audience quickly and easily with important information, without having to spend time crafting individual emails for each customer. This can save hours of time each week, freeing you up to focus on other important tasks, such as planning tours and managing bookings.

Here are just some of these automated emails available on Rezdy:

1) Booking confirmations:

These emails are sent out shortly after a customer books one of your tours or activities, to inform the customer that you have received their booking request and have confirmed their spot. Confirmation emails can also include all of the important information about the tour, such as the date, time, location, and what to bring.

2) Booking reminders:

You can set up any number of reminders in the days and weeks coming up to the tour or activity date to remind your customer about their upcoming booking. Again, also reminding them about the important details of the tour such as what to prepare.

3) Payment request:

Some customers may prefer to pay for their booking at a later date, rather than at the time of purchase. Especially for big-ticket activities such as multi-day tours or yacht charters. They may even want to pay in portions. Payment request emails allow you to automatically send out emails in the weeks leading up to the booking. For example, you could take 50% at the time of booking and automatically send out an email requesting the remaining 50% of the payment one week prior to the activity.

4) Booking cancellations:

These emails are set up with all the information and frequently asked questions that a customer would need to know when their booking is canceled. Such as: why the tour was canceled, what happens next (refund or reschedule), how to get in touch, etc.

The email can be sent out automatically to all relevant customers when either the customer cancels the booking themselves or you cancel a session (eg. due to weather or unforeseen circumstances).

5) Tickets:

You could also have your ticket automatically generated and sent to your customer via email before their tour. Your tickets can include a QR code which you can scan to check your customers in at the start of your tour.

6) Gathering customer feedback:

Automated emails can also be used to gather customer feedback after tours. By sending a follow-up email to customers, you can quickly and easily gather important information about the tour, such as what customers liked and what could be improved. This feedback can be extremely valuable, as it can help you make improvements and enhance the overall tour experience for customers.

Marketing Automation for tour & activities operators:

Tour operators like yourself can also use automated emails to generate more sales. Here are just some of these automated emails available on Rezdy:

1) Optional add-ons and recommendations

You can create automated emails recommending add-ons, upgrades, and other recommended tours and activities. You can even make a commission by including other tour operators in the email.

For example, if someone booked a kayaking tour, your email could recommend add-ons such as water bottles, drinks or waterproof bags. You could also offer to upgrade the customer to a transparent kayak for a fee and recommend another tour or activity that the customer might enjoy. Then conclude the email with a special offer for a picnic provided by a nearby operator that the customer can enjoy after their kayaking tour.

This email can be sent in the weeks leading up to the booking or after the booking (remove add-ons and upgrades if sent after). It’s a great and easy way to maximize your revenue per customer.

2) Generating reviews

These are emails that will request online reviews from your customer for your business (eg. reviews for Tripadvisor). These emails can be sent out automatically at the end of each tour and activity.

3) Promoting future tours & activities

Automated emails can be used to promote future tours and activities. For example, after a customer has completed a tour, an automated email can be sent offering them a discount on a future tour. This type of automated email not only saves you time but also provides an easy and effective way to promote future tours and increase customer loyalty.

Added benefits of automated emails

In addition to all the ways automated emails can help you save time, as shown above, automated emails also come with a wide range of additional benefits:

1) Improving response time

Automated emails can also help you improve your response time. For example, when a customer requests information about a tour, an automated email can be sent immediately, providing the customer with the information they need in a timely manner. This can help provide excellent customer service and build strong relationships with customers.

2) Building customer relationships

One of the key benefits of automated emails is the ability to build strong relationships with customers. By sending personalized emails to customers, you will show your appreciation and build a strong connection with your customers. This, in turn, can help to increase customer loyalty and encourage repeat business.

For example, try sending automated birthday or anniversary emails to customers, wishing them a happy celebration and offering a special discount or free tour as a token of appreciation. This type of personal touch can help to build strong customer relationships and foster customer loyalty.

3) Improving customer experience

Finally, automated emails can help to improve the overall customer experience. By providing timely, personalized, and relevant information to customers, tour and activity operators like yourself can enhance the customer experience and increase customer satisfaction.

As mentioned before, automated booking confirmations and reminders provide customers with important information such as meeting locations, tour itineraries, and emergency contact information. This type of information can help to prepare customers for their tour and makes the overall customer experience more seamless and enjoyable.

Get started with automated emails today

As you can see, automated emails can help automate many things for your business, as well as provide a wide range of benefits.

Rezdy enables you to send all the automated emails mentioned above. So if you’re ready to get started, jump into Rezdy now. Or if you’re not signed up, then start your free trial here.

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