Email Templates: Why a travel planner needs them.

No one likes typing the same thing over and over. During the busy season you might have to respond to several inquiries a day. Mostly saying the same stuff again and again. So, we encourage everyone to set up email templates. It's covered briefly in the Jess 101 Video.

Email templates are shortcuts that are not "automatic" meaning they don't just automatically respond to your clients, but they are quick to call up and modify. The amount of time it can save you is huge over the course of the client's trip.

Most of us are using some sort of GSuite (Gmail) or Outlook email system, but there's ways to create shortcuts on all mail programs and on both the desktop mail applications and on mobile. It's a little more tricky on iOS as the Gmail app (nor the Apple Mail app) have an Email Templates button, but there's workarounds.

Below is how to set up Email Templates in Gmail on a desktop.

Here is how to do it in Outlook.

Travel Planner Email Templates on your phone

Now most of us are doing business from our phones these days. So, you'll need a way to fire off an email template from your mobile device. Well, on iPhones in the Mail app or even with the Gmail app you can only do it using Keyboard shortcuts. Basically, you type the whole response into a keyboard shortcut and then trigger it using a special code you make up. I use "@@" or "INQ" because I would never actually type that normally. Watch the video below to see what I mean. You can set the trigger to any text you want.

What should you be using Email Templates for?

The quick answer is anything you repeatedly say, but one specific example is for the initial response to a client inquiry.

So, a client fills our your online contact form or emails you....

"Hello, I'd like to go to Italy with my family for 14 days. What's it cost and how does the process work?"

This is where you fire off your "Initial Client" email template that greets them, tells them you would love to help, directs them to pertinent info on your site, explains your costs, and explains your process, and most importantly gives them a link to your online calendar. We use calendly. If you're not using an online calendar, I suggest you do.

So, with one button you've typed all that. Jess uses templates for responses like:

• How to use the Tripit App to view their final itinerary (Sent after final approval)

• Not taking new clients right now (Sent when you're overwhelmed with work)

• Following Up on an inquiry (Sent when communication goes dark)

• Bon Voyage (Sent on their trip day)

• Itinerary Version 1 (Sent when you're ready for them to look over their itinerary. It should include a calendar link for a discussion time, preferably over the phone).

• Travel Planning Fee cost estimate and payment instructions (Sent when they're ready to book)

• Following up after their trip. (Sent to solicit constructive feedback about your service)

The specific copy in the emails will vary and should be adjusted to your own business workflow and style of diction.