Client Communication Template About Agency Emails
As email providers continue to tighten their filtering rules, we want to share a few simple ways you can help improve the chances of your client communication and reservation emails reaching your clients’ inboxes and not their spam folders.
Scroll ALL THE WAY TO THE BOTTOM for a few Ready-to-Use email templates for your agency and agents!
(We promise that’ not just “click-bait”! 😂)
Important Notice – How Email Filtering Is Changing
Email providers are beginning to operate more like social media algorithms.
If a user regularly opens, reads, and interacts with your emails, future messages are more likely to land in their inbox.
However, if emails are ignored, deleted, or marked as spam – whether by the recipient or by third-party inbox filtering tools – it signals that the emails may not be valuable. Over time, this can cause your emails to be filtered into spam or blocked entirely.
This doesn’t just affect one message. It can impact all future emails sent to that client.
For agencies sending frequent reservation updates, reminders, or follow-ups, this is especially important to be aware of. If clients are not opening those emails – even if the information is helpful – it can increase the likelihood of future emails being filtered.
Because of this, it’s more important than ever to:
• Send emails that are necessary and expected
• Avoid sending repetitive or redundant messages
• Ensure your emails provide clear value to the recipient
In some cases, it may be helpful to educate your clients as well. If they regularly ignore emails, important travel information may not reach them when they need it.
Additionally, internal emails such as task notifications that go unopened can also contribute to lower engagement. If you are not actively using certain notifications, like task emails, we recommend turning those off.
For follow-up communication – such as “ready to book again” messages, review requests, or long-term reminders – these are often better suited for marketing emails rather than reservation emails.
As this continues to evolve, email delivery is becoming more dependent on how recipients interact with the messages they receive.
With that context in mind, here are a few simple ways you can help improve the chances of your client communication and reservation emails reaching your clients’ inboxes.
These are a few small adjustments that can make a big impact.
1. Encourage Clients to Recognize Your Emails
Ask your clients to add your email address to their contacts or safe sender list. This is one of the most effective ways to prevent emails from being filtered as spam.
2. Keep Emails Relevant and Expected
Clients are more likely to engage with emails they are expecting. Let them know when you’ll be sending important updates like confirmations, reminders, or travel details.
3. Avoid Over-Sending
Sending too many emails in a short period of time can increase the chance of emails being marked as spam. Focus on sending meaningful, necessary communication.
4. Use Clear, Recognizable Subject Lines
Simple and straightforward subject lines like “Your Upcoming Trip Details” or “Resort Reservation Reminder” help both your client and the email provider understand the purpose of the message.
5. Encourage Engagement
When clients open, read, and interact with your emails, it signals to email providers that your messages are valuable. Even simple actions like opening or replying can improve deliverability over time. If clients ignore or “ghost” your emails that can increase your emails being flagged for spam.
6. Remind Clients to Check Spam or Junk Folders
It can be helpful to let clients know to check their spam or junk folder if they are expecting an email.
7. Be Mindful of Spam Triggers
Avoid excessive use of all caps, multiple exclamation points, or overly promotional language in reservation-related emails.
Here’s two ready-to-use email templates you and your agents can copy, tweak, and send to clients to help make sure your emails are not marked or blocked as spam by email providers.
Hi [Client Name],
I’m so excited to be helping you plan your upcoming travel! ✈️
I wanted to share a quick note to make sure you receive all of your important trip details, confirmations, and updates along the way.
As email providers continue to tighten their filters, sometimes important travel emails can end up in spam or junk folders. Especially if they haven’t been opened before.
Here are a few quick ways to make sure you don’t miss anything:
• Add my email address to your contacts or safe sender list
• Check your spam or junk folder if you’re expecting an email
• Open and review emails with your travel details when they arrive
This helps your email provider recognize that you want to receive these messages, so everything gets delivered to your inbox.
You can expect emails from me for things like confirmations, reminders, and important travel information. I want to make sure you have everything you need for a smooth and enjoyable trip.
If you ever feel like you’re missing something or have a question, don’t hesitate to reach out. I’m here to help every step of the way!
Thank you,
[Your Name]
Hi [Client Name],
As we begin planning your travel, I want to make sure you receive all important emails related to your trip, including confirmations, reminders, and updates.
Email providers have recently updated their filtering systems, which can sometimes cause important emails to be sent to spam or junk folders.
To help ensure everything reaches your inbox, I recommend:
• Adding my email address to your contacts
• Checking your spam or junk folder if you’re expecting information
• Opening emails when they arrive so your email system recognizes them as important
If you ever have questions or feel like you may be missing something, please don’t hesitate to reach out.
I’m here to make this process as smooth and enjoyable as possible!
Thank you,
[Your Name]