Inside you will find EVERYTHING you need to shortcut and supercharge your “Booking Confirmation” process. Each message in this sequence is strategically crafted to enrich your guests’ experience by sharing key details at just the right moments, helping you improve guest satisfaction and keep your guests engaged.
Your “Booking Confirmation Email Sequence” consists of 4 strategic emails:
- Email 1: Booking Confirmation
- Email 2: Welcome Guide and Key Information
- Email 3: Packing Tips and Local Highlights
- Email 4: Stay Countdown and Final Details
These email templates are designed to slide right into your current email routine. You can either send them to your guests manually or just copy and paste them into your booking system or email provider.
Each email in the sequence comes with three variations. Just pick the one that fits your brand, fill in the blanks, and hit send!
Email 1: Booking Confirmation
Why Send This Email:
Sending a booking confirmation email is crucial for reassuring guests that their reservation is secure and providing them with essential details about their stay. This initial communication sets the tone for a positive guest experience and helps reduce any pre-stay anxiety.
Benefits:
- Immediate Reassurance: Confirms that the booking has been received and processed, which builds trust and confidence.
- Provides Key Information: Includes reservation details, such as check-in and check-out times, which helps guests plan their trip effectively.
- Encourages Communication: Offers a point of contact for any questions or changes, ensuring that guests feel supported from the start.
- Improving the Guest Journey: This email ensures that guests have a clear understanding of their booking details, which helps them feel organised and confident about their upcoming stay. It minimises confusion and allows for any necessary adjustments before arrival.
When To Send This Email:
Immediately after the booking has been processed and confirmed.
Subject line ideas:
- Your Stay at [Your Glamping Venue Name] is Confirmed!
- Booking Confirmation: [Your Glamping Venue Name] – [Accommodation Type]
- Thank You for Booking with [Your Glamping Venue Name]!
- Your Glamping Experience at [Your Glamping Venue Name] is Booked!
- Reservation Confirmed: [Your Glamping Venue Name] Awaits!
- Thank You for Choosing [Your Glamping Venue Name] – Booking Confirmed!
- Booking Confirmed: Your Escape to [Your Glamping Venue Name] Awaits!
- Reservation Details for Your Stay at [Your Glamping Venue Name]
- Your Adventure Begins: Booking Confirmation at [Your Glamping Venue Name]
Email 1: Booking Confirmation [Version 1]
Dear [Guest’s Name],
Thank you for booking your stay with us at [Your Glamping Venue Name]!
We’re thrilled to have you join us at our [Accommodation Type] located in the heart of [Location].
Booking Details:
- Check-In Date + Time: [Check-In Date] at [Check-In Time]
- Check-Out Date + Time: [Check-Out Date] at [Check-Out Time]
- Number of Guests: [Number of Guests]
- Booking Reference: [Booking Reference]
If you have any questions or need to make any changes to your reservation, please don’t hesitate to contact us at [Contact Email/Phone Number].
We look forward to providing you with an unforgettable experience!
Best regards,
[Your Name]
[Your Glamping Venue Name] [Contact Email] | [Phone Number] [Website Link]
Email 1: Booking Confirmation [Version 2]
Dear [Guest’s Name],
We are delighted to confirm your booking at [Your Glamping Venue Name]!
We’re excited to host you at our [Accommodation Type] in beautiful [Location].
Here are your booking details:
- Check-In Date + Time: [Check-In Date] at [Check-In Time]
- Check-Out Date + Time: [Check-Out Date] at [Check-Out Time]
- Number of Guests: [Number of Guests]
- Booking Reference: [Booking Reference]
For any questions or modifications, please contact us at [Contact Email/Phone Number].
We look forward to providing you with a memorable and enjoyable stay.
Warm regards,
[Your Name]
[Your Glamping Venue Name] [Contact Email] | [Phone Number] [Website Link]
Email 1: Booking Confirmation [Version 3]
Dear [Guest’s Name],
Congratulations on securing your stay at [Your Glamping Venue Name]!
We’re thrilled to host you at our [Accommodation Type] and can’t wait for you to experience [Unique Selling Proposition (USP)].
Your Booking Summary:
- Check-In Date + Time: [Check-In Date] at [Check-In Time]
- Check-Out Date + Time: [Check-Out Date] at [Check-Out Time]
- Number of Guests: [Number of Guests]
- Booking Reference: [Booking Reference]
Please keep this information handy for your records.
If you need any assistance or wish to make changes to your reservation, don’t hesitate to contact us at [Contact Email/Phone Number].
Looking forward to your visit!
Warm regards,
[Your Name]
[Your Glamping Venue Name] [Contact Email] | [Phone Number] [Website Link]
Email 2: Welcome Guide and Key Information
Why Send This Email:
The welcome guide email provides guests with a comprehensive overview of what to expect during their stay. It’s a valuable resource that helps them prepare and get excited about their visit. This email is instrumental in enhancing their overall experience by offering practical information and setting expectations.
Benefits:
- Pre-Visit Preparation: Equips guests with all the necessary information, from check-in procedures to local attractions, helping them plan their stay more effectively.
- Convenience: The digital guide can be saved or printed, making it easily accessible for guests on the go.
- Enhanced Experience: By including details about amenities and local activities, guests can make the most of their stay and enjoy a more personalised experience.
- Improving the Guest Journey: This email improves the guest journey by reducing uncertainty and ensuring that guests are well-prepared. It enhances their anticipation and readiness for the stay, leading to a smoother and more enjoyable visit.
When To Send This Email:
This really depends on how much time there is between the booking confirmation and check-in date. Usually this email is sent 1 day after Email 1.
Subject line ideas:
- Your Guide to a Perfect Stay at [Your Glamping Venue Name]
- Prepare for Your Stay: Essential Information & Welcome Guide
- What to Expect at [Your Glamping Venue Name] – Your Digital Welcome Guide
- Prepare for Your Stay: Your Welcome Guide from [Your Glamping Venue Name]
- Everything You Need to Know About Your Stay at [Your Glamping Venue Name]
- Your [Your Glamping Venue Name] Welcome Guide is Ready!
- Welcome to [Your Glamping Venue Name]: Your Essential Guide is Here!
- Everything You Need to Know Before Your Stay at [Your Glamping Venue Name]
- Prepare for Your Getaway: Your Digital Welcome Guide
Email 2: Welcome and Digital Guide [Version 1]
Dear [Guest’s Name],
We’re excited to welcome you to [Your Glamping Venue Name]!
To help you prepare for your stay, we’ve put together a comprehensive digital welcome guide.
This guide includes everything you need to know, from check-in and check-out times to local attractions and amenities.
What You’ll Find in the Digital Guide:
- Check-In and Check-Out Times
- What to Expect During Your Stay
- What to Bring with You
- Supplied Amenities
- Nearby Activities and Local Attractions
- Detailed Guides on Using Our Amenities (air con, heating, fireplace, stove, etc.)
- Meet the Host and Welcome Introduction
Click the link below to access your digital welcome guide.
You can save it to your device or print it out for easy reference.
[Link to Digital Welcome Guide]
If you have any questions or need further assistance, feel free to reach out.
Warm regards,
[Your Name]
[Your Glamping Venue Name] [Contact Email] | [Phone Number] [Website Link]
Email 2: Welcome and Digital Guide [Version 2]
Dear [Guest’s Name],
Thank you for choosing [Your Glamping Venue Name] for your upcoming getaway!
To help you get ready, we’ve prepared a comprehensive digital welcome guide.
This guide will answer many of your questions and ensure you have all the information you need for a fantastic stay.
Inside Your Digital Welcome Guide:
- Check-In and Check-Out Procedures
- Overview of What to Expect
- Packing Suggestions
- Supplied Amenities and What to Bring
- Local Attractions and Activities
- How to Use Our Amenities (air conditioning, heating, fireplace, stove, etc.)
- Meet the Host and Welcome Message
Access your digital guide here: [Link to Digital Welcome Guide].
Feel free to save or print it for your convenience.
Should you need any further assistance, don’t hesitate to reach out.
Best wishes,
[Your Name]
[Your Glamping Venue Name] [Contact Email] | [Phone Number] [Website Link]
Email 2: Welcome and Digital Guide [Version 3]
Dear [Guest’s Name],
As your stay at [Your Glamping Venue Name] approaches, we want to ensure you have all the information you need for a smooth and enjoyable visit.
Our digital welcome guide is packed with everything you should know.
Your Welcome Guide Includes:
- Check-In/Check-Out Procedures
- What to Expect During Your Stay
- What We Provide and What to Bring
- Local Attractions and Activities
- How to Use Our Facilities (air conditioning, heating, fireplace, stove, etc.)
- Introduction to Your Hosts and What to Look Forward To
Click here to access your guide: [Link to Digital Welcome Guide].
It’s a handy resource that you can save or print for easy reference.
If you have any questions, we’re here to help!
Best, [Your Name]
[Your Glamping Venue Name] [Contact Email] | [Phone Number] [Website Link]
Email 3: Packing Tips and Local Highlights
Why Send This Email:
The packing tips and local highlights email provides guests with practical advice on what to bring and what to expect in terms of weather and activities. It’s an essential touchpoint that helps guests plan more effectively and enhances their overall experience by informing them of local attractions and activities.
Benefits:
- Efficient Packing: Helps guests pack appropriately based on the season and planned activities, ensuring they have everything they need for their stay.
- Local Insights: Highlights nearby attractions and onsite activities, encouraging guests to explore and engage more fully with the destination.
- Personalised Experience: By offering tailored advice and local recommendations, this email enhances the guest’s connection with the location and the glamping experience.
- Improving the Guest Journey: This email supports a well-prepared and informed guest, leading to a more comfortable and enjoyable stay. It also fosters excitement and anticipation by providing insights into what they can look forward to.
When To Send This Email:
This really depends on how much time there is between the booking confirmation and check-in date. Usually, this email is sent 1 to 3 days after Email 2.
Subject line ideas:
- Packing List and Seasonal Tips for Your Stay at [Your Glamping Venue Name]
- What to Pack for Your Glamping Adventure
- Prepare for Your Stay: Essential Packing Tips
- What to Pack for Your Stay at [Your Glamping Venue Name]
- Essential Packing Tips for Your Glamping Adventure
- Get Ready: What to Bring for Your Stay at [Your Glamping Venue Name]
- Essentials for Your Glamping Trip: Packing Tips & Local Attractions
- Get Ready for Your Adventure: Packing and Local Tips
Email 3: Packing and Preparation Tips [Version 1]
Dear [Guest’s Name],
As you get ready for your stay at [Your Glamping Venue Name], here are some tips on what to pack and what to expect based on the current season.
Packing Tips for [Season/Weather Type]:
- [Seasonal Packing Tips – example: warm layers, waterproof clothing, sunscreen, etc.]
Essentials to Bring:
- [List of essentials – example: personal toiletries, special dietary items, etc.]
Optional Extras:
- [Optional items – example: hiking boots, binoculars for bird watching, etc.]
Local Area/Nearby Attractions:
- [Brief bullet points of local attractions]
Onsite Activities:
- [Brief bullet points of activities available at the venue]
We want to ensure you have the best possible experience, so please feel free to reach out if you have any questions.
Looking forward to your visit!
Best regards,
[Your Name]
[Your Glamping Venue Name] [Contact Email] | [Phone Number] [Website Link]
Email 3: Packing and Preparation Tips [Version 2]
Dear [Guest’s Name],
As your stay at [Your Glamping Venue Name] approaches, here are some helpful tips on what to bring and how to prepare for your visit.
Packing Essentials:
- For [Season/Weather Type]: [Packing Tips – example: warm clothing, rain gear, sun protection, etc.]
- Must-Have Items: [List of important items – example: toiletries, medications, etc.]
- Extras: [Additional suggestions – example: camera, outdoor gear, etc.]
Local Highlights and Onsite Fun:
- Local Attractions: [List of nearby attractions]
- Onsite Activities: [List of activities available at your venue]
If you have any questions or need further guidance, feel free to reach out to us.
Looking forward to hosting you!
Best regards,
[Your Name]
[Your Glamping Venue Name] [Contact Email] | [Phone Number] [Website Link]
Email 3: Packing and Preparation Tips [Version 3]
Dear [Guest’s Name],
With your stay at [Your Glamping Venue Name] approaching, it’s time to start packing!
Here’s a quick guide to ensure you have everything you need and a few tips on what to explore nearby.
Packing Suggestions:
- Seasonal Items: [Packing Tips Based on Season – example: warm clothing, waterproof gear, sun protection, etc.]
- Essential Gear: [List of essentials – example: personal items, medications, etc.]
- Optional Extras: [Additional items – example: hiking gear, camera, etc.]
Local Highlights & Onsite Fun:
- Must-See Attractions: [List of local attractions]
- Onsite Activities: [List of activities available at your venue]
Feel free to reach out if you have any questions about what to bring or what to do!
Looking forward to your arrival!
Warmest regards,
[Your Name]
[Your Glamping Venue Name] [Contact Email] | [Phone Number] [Website Link]
Email 4: Stay Countdown and Final Details
Why Send This Email:
The countdown and final details email serves as a reminder as the guest’s arrival date approaches. It provides crucial last-minute information and reassures guests that everything is in place for their stay.
This email helps ensure a smooth check-in process and reinforces the host’s commitment to providing a great experience.
Benefits:
- Timely Reminders: Reinforces check-in details and packing reminders, reducing the likelihood of any last-minute issues.
- Reinforces Contact Information: Ensures guests know how to reach out if needed, maintaining open lines of communication.
- Builds Excitement: Reminds guests of their upcoming stay, which can enhance their anticipation and enthusiasm.
- Improving the Guest Journey: This email helps finalise the guest’s preparations and sets clear expectations for their arrival. It ensures a seamless transition from booking to check-in, contributing to a positive start to their stay and a smoother overall experience.
When To Send This Email:
This email should be sent 1 to 2 days before the check-in date.
Subject line ideas:
- Your Glamping Adventure Begins Soon – Countdown to Your Stay!
- Just [X] Days Until Your Stay at [Your Glamping Venue Name]!
- Reminder: Your Stay at [Your Glamping Venue Name] is Almost Here!
- Your Glamping Getaway is Almost Here – [X] Days to Go!
- Counting Down to Your Stay at [Your Glamping Venue Name]!
- Reminder: Your Adventure at [Your Glamping Venue Name] Starts Soon!
- Countdown to Your Stay at [Your Glamping Venue Name] – Just [X] Days Left!
- Your Glamping Adventure is Almost Here!
- Final Details Before Your Stay at [Your Glamping Venue Name]
Email 4: Countdown to Stay [Version 1]
Dear [Guest’s Name],
Your stay at [Your Glamping Venue Name] is just [Number of Days] days away!
We’re eagerly preparing for your arrival and wanted to send a quick reminder with a few important details:
- Check-In Time: [Check-In Time]
- Contact Information: [Contact Email/Phone Number]
- What to Bring: [Briefly Mention Key Packing Tips or Essentials]
- Location Details: [Brief Details About How to Get There or Parking Information]
We can’t wait to welcome you and ensure you have a fantastic stay.
If you have any last-minute questions or requests, don’t hesitate to get in touch.
Safe travels and see you soon!
Warm regards,
[Your Name]
[Your Glamping Venue Name] [Contact Email] | [Phone Number] [Website Link]
Email 4: Countdown to Stay [Version 2]
Dear [Guest’s Name],
Your stay at [Your Glamping Venue Name] is just [Number of Days] days away!
We’re excited to welcome you and wanted to send a quick reminder with some key details:
- Check-In Time: [Check-In Time]
- Contact Information: [Contact Email/Phone Number] – Reach out if you have any questions before arrival.
- Packing Reminders: [Brief packing reminders or essential items]
- Directions and Parking: [Details about how to find your venue and parking information]
We can’t wait to meet you and ensure you have a wonderful stay. If there’s anything you need, just let us know.
See you soon!
Warm regards,
[Your Name]
[Your Glamping Venue Name] [Contact Email] | [Phone Number] [Website Link]
Email 4: Countdown to Stay [Version 3]
Dear [Guest’s Name],
Your upcoming stay at [Your Glamping Venue Name] is just around the corner—only [Number of Days] days away! Here are a few final details to ensure a smooth check-in and an enjoyable stay.
Quick Reminders:
- Check-In Time: [Check-In Time]
- Contact Information: [Contact Email/Phone Number] – We’re here to assist with any last-minute questions.
- What to Pack: [Brief Packing Reminders]
- Arrival Instructions: [Directions or parking information]
We’re excited to welcome you and make your stay memorable. If you need anything before you arrive, just let us know.
See you soon!
Best regards,
[Your Name]
[Your Glamping Venue Name] [Contact Email] | [Phone Number] [Website Link]
♥ Jenna Corrigan
Heart & Soul behind Let’s Go Glamping UK
↠ Glamping Enthusiast ↠ Website Designer ↠ Earth Warrior ↠ Free-Spirit ↠ Adventurer ↠ Coffee Lover ↠ Mommy ↠ Wife ↠ Scorpio ↠ UK
