How to Compose Your (Travel) Sales Email?

As pointed out in my previous article @How to Sell? 10 Tips for Travel Agents

The average industry rate for online trip bookings in Nepal is a mere 15%-20% of the total inquiries received. The lower rate of conversion is a sign of major faults in the sales practice, however, out of thousands of travel agencies only handful of them ever realize this issue.

Email is the ice-breaker. It helps set a path for future endeavors. The essential part of making a relationship with your customer is through a prompt and chivalrous reply to their emails. All you have to do is play nice and to the point!

As most sales take place online today, sales agents tend to make a grave mistake of taking email correspondence for granted, hence losing most of their customers even before getting to make an offer.

The prevalent practice in Nepal has been the copying of a certain email format from some travel agent and adding own words to it. This method has been repeated for hundreds of times, therefore, rendering the end result a poorly formatted copy with many grammatical errors and off-the-point pep talk.

Instead, if you focus on the basics of email correspondence and make a point of simplistic presentation, you could reduce the chance of email bounce and achieve higher likability of getting a positive response.

In most cases, respondents do not reply because they find the email irrelevant or poorly addressed.



This is what the recipient sees in the inbox. It consists of the Subject and the first 20 or so words of the email.

Most sales agents tend to add their company’s history, mission, motto and other lengthy stuffs in it which ultimately increases the size of the opener, hence, giving more reasons for a reader to discard it. Lengthy openers are boring and off the point. Instead, you need to offer immediate response to their question, and to keep their interest intact when they move down the email.

Example: (A Reply to Basic Sales Inquiry)

[Hi/Hello] [Respondent's first name],

I hope you're having a great day. Thank you for your email regarding [Trip ABC]. I'm glad to assist you with the information for this trip.


The major chunk of any email. It elaborates on the trip and its benefits, availability, advantages and other essential information to get their interest going.


 The [Trip ABC] requires you to register for a special permit, which may cost $$. The cost for hiring guide/porter is the standard rate of $$, however, hiring a porter is optional.

The trip listed in our official website is an inclusive package and covers the entire cost for the trip, along with fringe expenses along the way.

To tell you more, the [destination] was officially opened for the tourists in 1991. A protected area, it is home to some of the most exquisite flora and fauna. Some 33 species of mammals, including; Snow leopard, Musk deer and Himalayan tahr, are found in this area. The [days] trek is enough to offer you pleasures of immersing in the local environment, while observing ethnic lifestyle and some of the best sights of surrounding mountains.

Please write back your preferred date for this trip. and, I will help you find a group to join, or, in case of unavailability, I shall organize a private trip for you with no extra expenses.


If the closer is simple and easy, you get a response. If it’s complicated and onerous, you don’t. Add CTA (Click Through Action) if needed, or keep it open so they can write you back with further queries.


 To learn more about this trip, visit

Feel free to call or email me if you have any questions.

Sincerely Yours,
 [Your Name]
 [Designation], [Company's name]

Email Giveaways

  • Never response with a lengthy email. People seldom read the email completely.
  • Never attach files or images unless they have specifically asked for it. Attachment increases the size of an email, hence, it takes more time to download it.
  • Keep it cool. They wrote you first, so you don’t need to act on impulse and keep conversation short and up to the point.
  • Don’t offer multiple CTAs in the email. There’s likely chance that they won’t click any of it.
  • Don’t start giving offers/incentives/discounts unless they have asked or desired for it. Giveaway in the first email makes you look desperate.
  • Do not copy from your competitors, instead, use formatted samples from the experts available online. It saves time and extra work.

Write to for feedback, business proposition, talk or face à face.


How to Sell? 10 Tips for the Travel Agents in Nepal

A typical sales process is made of 4 basic elements;

  1. Finding the prospect (Potential Customer)
  2. Pitching the prospect
  3. Making a relationship
  4. Maintaining the relationship

Sales is the most rigorous and monotonous activity in a business, yet the most important of all. From finding the prospect (Marketing, Advertisement & Cold Calls) to making a relationship (Sign-ups and Bookings), everything is done with the purpose to bring in the sales and ROI.

The greater problem in Nepal’s tourism industry is, the most travel agents lack the basic idea of selling, hence, lower return in sales.

You shouldn’t mistake your customer’s receptivity for your sales skills but their own interest.

The average industry rate for online trip bookings is a mere 15%-20% of the total inquiries received.

The lower rate of conversion is a sign of major faults in the sales practice, however, out of thousands of travel agencies only handful of them ever realize this issue and care to improve it, mainly because, most agents do not come from sales background nor they worry about analyzing the conversion data to improve or update their sales skill.

The only effort in alluring the customers has been through cashing on those prospects who have already made up their mind or by offering heavily discounted deal (incentive) against other agencies’ offers. This results in discrepancy in the prices throughout the industry, which later hurts the travel agencies from falling prices and less ROI.

A Sad Fact is, nobody really cares about the data in this industry, unless you’re an analyst or researcher. Choosing to make the same mistake time and again and getting away with has been the norm.

6 Questions Travel Agents must Address

  • Why would a prospect leave my offer and go with someone else?
  • Why would a prospect never reply to my emails?
  • Have I been pitching my offer wrong the entire time?
  • Have I been treating the prospect wrong the entire time?
  • Why haven’t I been able to convert most of my email inquiries?
  • Do I lower the price to allure the customers or bring up the overall service?

As mentioned in my previous blog @State of Tourism in Nepal, travel agents refuse to look beyond the present market trends. The lack of vision/passion in finding new markets, trends or services will only render you obsolete in the future and prevent you from growing exponentially.

Here are 10 Basic Tips on Improving Sales Activity

  1. Know your Prospect -Prepare yourself before selling a product to your prospect. The art of selling relies on how well prepared you are to learn more about your customer’s needs, moreover, analyze their age, sex, culture, spending habit and other activities to determine a detailed profile. The better profiling helps you differentiate and serve the customers with certain tastes. (Same applies in marketing)
  2. Cover the Insights -You can only sell when you are familiar with your own product. Lack of insights is what irate the customers most. Insights of product comes from personal experiences, feedback or extensive research. Prepare and pitch the itinerary to let your customers feel that they are present at the destination, by evoking their emotions.
  3. Clarity & Patience – “The idea is not to sell on the first meeting.” A prospect contacts you when they are already interested but haven’t made up their mind. They need a fervent push before they can actually commit to pay. Those who have already made their mind will book instead. Therefore, understanding the need before initiating sales pitch may help to hold your prospects’ interest for a longer time. Don’t jump the gun!
  4. Beat the cliche -Stop copying others, be it their email formats or the way they converse. Prospects love to listen. They will listen to anyone who is willing to talk, however, they’ll always chose the one who stands out. These cliches account for the vicious circle of ill marketing. Most of the time, copying others may result in copying their faults too.
  5. Ask for feedback/reviews -Always ask for feedback before signing them up and after the end of the trip. In case of bad reviews, addressing them promptly helps in preventing the mistake from happening again, as well as, offer discounts or other incentives to the customer before they discourage others to use your service in the future. Precaution is better than cure!
  6. Offer incentive -Everyone looks for an incentive to commit for something. If your offer sounds less useful, they will choose to go with some other company who promises a better deal. A better deal isn’t always the discounted price but incentives, an incentive is defined by the overall trip experience (agency’s experience, guide’s experience/knowledge, better accommodation, customer services etc).
  7. Never misled or oversell -Most negative reviews arise when a sales agent oversells owns product or service, or mislead the customer in believing something that doesn’t exist. If you wish to avoid getting bad reviews in TripAdvisor and a position where you have to clarify your mistakes, then do start following ethical sales practices.
  8. Stick to the conversation medium -A prospect chooses a medium they are comfortable in. If a person chooses to email you, you do not call them up with your offer unless they allow you to. Similarly, if they chose to talk via Facebook or Twitter, you stick to that medium unless they fell necessary to switch it to any other mediums. They often feel reluctant to share their private information via online form for the harassing calls they may later receive from the marketers.
  9. Maintain a Brand“A brand never lies!” The sustenance of your agency relies completely on your brand image. The brand value grows when you are willing to accept the mistakes and change yourself. Hundreds of good reviews won’t rescue you when you may receive one bad review for your ill service. Make a point to invest in customer service, marketing mediums and ethical sales practices to grow the brand in the long run.
  10. Email Ethics & Prevalent Practices -Email is the ice-breaker. It helps to start a conversation. The idea is not to harass the reader. The email should be kept brief and to the point. The idea is to compel the reader to hit the reply button.As most sales take place online, sales agents make a grave mistake of taking email correspondence for granted, hence losing most of their customers before even getting to make an offer. (I’d be talking about Email ethics and practices in the detail in my next pulse)

A lengthy, poorly formatted and off-topic email often end up in Spam. Similarly, an email with grammatical errors and typos results in being :Unread or read incomplete.