Travel Agent Email Generator
Professional B2B emails to travel agents and tour operators: rate introduction, contracting, FAM trip, allotment and follow-up.
Why travel agents still matter for Indian hotels
Travel agents and tour operators bring a large share of leisure business in hill stations, beach towns and pilgrimage destinations, and they fill rooms in groups, school trips and wedding parties that OTAs rarely deliver. A clear, professional email is often the first step to getting onto an agent's hotel list. This free travel agent email generator writes B2B emails for five situations: introducing your rates, contracting, inviting agents on a FAM trip, offering or requesting an allotment, and following up.
The five email types
- Rate introduction — a short first email with your property, room types and net rates.
- Contracting B2B rates — confirms rates, validity, meal plans, payment and cancellation terms before you send the contract.
- FAM trip invitation — invites agents to stay and see the property so they can sell it with confidence.
- Allotment — offers a fixed number of rooms per night with a release period, useful for busy seasons.
- Follow-up — a polite, short reminder when there is no reply.
What to include in a B2B rate email
- Room categories with meal plan (EP, CP, MAP, AP) and occupancy.
- Whether the rate is net or commissionable, and whether GST is extra.
- Validity dates and blackout or peak-date supplements.
- Extra-bed and child charges.
- Release period for allotments and the cancellation policy.
- A named contact with phone, WhatsApp and email.
Protect your rate structure
Agent net rates should leave room for the agent's markup without undercutting your own website or OTA prices. A simple way to check is to work backwards from your public rate; the hotel room rate calculator and the OTA commission calculator help you compare what you earn from each channel. For group enquiries from agents, price the full stay with the group and wedding quote calculator. Mark net rates as confidential and review agent production every few months. The emails are templates; adjust the terms to your own contract.
Frequently asked questions
What is the difference between net and commissionable rates?
A net rate is what the agent pays the hotel; the agent adds their own markup. A commissionable rate is the selling price, and the hotel pays the agent a commission from it.
What is a release period in a room allotment?
It is the number of days before arrival by which the agent must confirm names for the allotted rooms. After that, unsold rooms go back to the hotel to sell elsewhere.
What is a FAM trip?
A familiarisation trip is a short complimentary or discounted stay offered to travel agents so they can see the rooms, food and location and recommend the hotel to clients.
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